In the Contacts module, you can maintain personal information and contact details for individuals on a global basis.
You can use the module like an address book, for example, if you are looking for a phone number or as a basis for recipients of eTickets or download packages.
Open the module via the "Contacts" entry 
in the mega menu:
Please note
The Contacts module is an integral part of the system and is activated by default for all users. However, the administrator can hide the display in whole or in part, depending on the role.
Main view
In the main view, you will see a tabular overview of all existing contacts. The following information is displayed for each contact:
Profile picture: Display of a picture for the contact (if available)
First name: Shows the first name of the contact
Last name: Shows the last name of the contact
Email: Email address of the contact
User contact icon
: Contact is synchronized with a user
What can you do here?
You can change the sorting of the entries in the header of the list.
You can search the contacts using the filter area on the left.
You can open the detail view and edit a contact by double-clicking on it.
You can select contacts using the checkbox and perform toolbox actions.
main view of the Contacts module with available actions in the toolbox
Search & Filter
To the left of the main view is the filter area, where you can search the list of contacts. Use the following criteria for your search:
First name
Last name
Position
Email address
As soon as you start filtering, you will see the first results in the main view. You can also combine multiple filters. Active filters are highlighted in color.
If you want to save a frequently used filter or search for a filter that has already been saved or shared, use the Saved filters function.
Toolbox actions
The toolbox with the available actions is available to you both in the main view and in the detail view of a contact:
View:
Click on the "View" button
to open a contact in the detail view, where you can also edit it.Create:
Click on the "Create" button
to open a pop-up for creating a new contact.Compare (only two selected contacts):
Click on the "Compare" button
to open a comparison view for two contacts, where you can also transfer metadata.Mass change (two or more selected contacts):
Click on the button "Mass change"
to open the view for a mass change.Delete:
Click on the "Delete" button
to delete a contact.
Please note
In the main view, you must first select one or more contacts using the checkbox to see the actions in the toolbox.
The actions differ depending on whether you have selected none, one or multiple contacts.
A user contact can only be deleted if the contact (and not the user) is the active data source.
Create a new contact
Here is how to create a new contact directly in the Contacts module:
In the main view, click on the "Create" button
in the toolbox.An input window will open. Enter the contact information in the desired fields.
To finish, click on the "Save" button
in the toolbox.
The contact is created immediately and you are automatically taken to the detail view, where you can add further information and edit the information.
Detail view & editing
Open the detail view of a contact either by double-clicking on an entry in the main view or by clicking on the "View" button in the toolbox.
The detail view of a contact shows you all the information stored so far:
Personal contact information and notes
Profile picture
In the detail view, you also have the option to edit a contact.
Assign a contact to a company
After saving, you can assign a contact to a company:
Click on the link button
in the "Company" field.The "Add company" selection window opens.
Select a company or use the search filter on the left to search for a specific company. Make your selection by clicking on the entry or activating the checkbox.
Confirm with "Add selection".
The selected company will be added to the contact in the "Company" field.
Add profile picture
After saving, you can add a profile picture to a contact. To do this, hover your mouse over the profile picture on the left. Three options will appear:
Upload new picture
Click the "Upload" button
to upload an image from your computer.Select a picture
Click on the "Add image" button
to select an existing image from the 4ALLPORTAL.Delete profile picture
Click on the "Delete" button
to remove the current image.
If no image is available, a placeholder with initials will be displayed automatically.
adding a profile picture after creating a contact
Files linked to this contact
In the detail view, you can see two sections at the bottom that show you which files this contact is associated with.
At the bottom of these sections, you can see functions for displaying the results:
Switch between tile and list view
Change the number of results per page
Scroll through multiple results pages
Refresh results
Files downloaded from this contact
Here you can see an overview of all files that this contact has downloaded.
The list view shows you relevant metadata:
Used on: Date and time of download
Username: User's email address
File name: Name of the downloaded file
Link to record: Link to the original file in the system
Transfer: Type of download (e.g., "eTicket" or "Quick download")
Download profile: Specification of the profile used (e.g., "original")
tile view with the files downloaded by this contact
Files related to this contact
If the AI tagging feature is enabled in your system, this section will show all image files that this contact has been linked to.
Compare contacts
With the "Compare contacts" function, you can display two contacts side by side and transfer metadata from one contact to the other if necessary.
In the main view, select two contacts using the checkboxes.
Click on the button "Compare contacts"
in the toolbox.A comparison view with all metadata fields from the detail view opens.
One contact is displayed on each side.Between the two contacts, you can see whether their metadata differs:
"Three dots"
: Difference in one field"Checkmark"
: No difference
Above the preview image in the header, you can switch between contacts using "Previous" and "Next".
comparison view of two contacts
Transferring metadata
If you want to transfer metadata from one contact to another, you have three options:
Arrow pointing left/right (next to each metadata field)
Transfer the value to the corresponding field of the other contact.Three-dot menu (next to a differing metadata field)
Opens a selection with the following copy options:"Copy value to the right"
"Copy value to the left"
"Transfer all" (below the last metadata field)
At the bottom of the comparison view, you also have the option to transfer all differing metadata to the other contact.
As soon as you transfer values, the "Save" and "Revert changes" actions are available at the bottom of the metadata of an edited contact.
Save your changes to update the contact or close the comparison view in the top right corner by clicking on the "End comparison" button.
Please note
Contacts are not automatically merged.
Synchronized contacts
You can distinguish between two types of contacts in the main view:
manually created contacts, e.g., external partners or project participants
user contacts that are linked to a user account
You can recognize user contacts by their profile icon 
:
contact list with two synchronized user contacts
Users are persons registered in 4ALLPORTAL who can log in and have user rights. They are managed by an administrator.
The administrator can specify whether a user should automatically have an entry created in the Contacts module. This user contact is displayed in the Contacts module with the profile icon .
Any changes made to the user are automatically applied to the synchronized contact. The user serves as the active data source, which can also be edited.
The contact cannot be edited or deleted in the Contacts module.
Further information
Help center article: Create a user as a contact
Automatically created contacts (Share users)
If you make files available via an eTicket or download package, you can also specify the email address of a person who is not yet registered as a user or contact in the system as the recipient.
In this case, the system automatically creates a contact for this recipient in the Contacts module.
At the same time, a user is also created in the Users module. For these share users, the contact is the active data source. Share users can therefore only be edited or deleted in the Contacts module.
💡 Frequently asked questions (FAQ)
What is the difference between a contact and a user?
A contact is an entry in the address book. A user is a registered person with a login and roles in the system.What is a user contact?
A user contact is a contact that was automatically created from a user via synchronization.Can I edit or delete user contacts?
Yes, you can edit or delete contacts that are linked to a user. However, this is only possible if the contact is the active data source and you have the appropriate rights.What are share users?
Share users are automatically created by the system when you use a new email address as the recipient for an eTicket or download package. They only have the rights intended for the download created and cannot log in to 4ALLPORTAL as normal.