One record per person, shared by all their folders
The same person, retyped on every folder
The architect takes part in six of your folders. If each folder keeps its own copy of their number and company, the day they change mobile you have six places to fix, and one of them will be forgotten.
One record, all their folders
The workspace's « Contacts » page gathers the people you meet across your folders. Each participant has a single record: name, email, company, role, mobile, phone, address, website. Corrected once, it is corrected in every folder that shows it. You can also create a contact with no folder; when you do, the workspace warns you if the person seems to exist already.
The list is searched by name, email, company, role or number, and filtered between contacts « on a folder » and those « with no folder ». It shows each person's number of folders, among those you can open, and when their link was last opened. A team member only sees their own folders: they do not learn that the others exist.
On the record, you find:
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Their folders
And their access on each, with their link, what they wrote or uploaded and the requests waiting for their answer. You can add them to an open folder from this page. Their median response time appears once they have answered at least 3 team requests over the last 6 months.
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Internal notes
Visible to the team only, never to the contact.
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Their avatar
Taken from Gravatar or Libravatar from their address. A person who refused these services on their own account has no picture.
The whole team reads the directory. A record is edited by administrators, by members who share an open folder with the contact, and by anyone as long as the contact is on no folder. The email address, which carries the contact's links to their folders, can only be changed by an administrator, except to give an address to someone who had none.
Duplicates, merging and deletion
Two records with the same address or the same name are flagged « possible duplicate », without certainty: two people can share a name. A quick view gathers them. An administrator can merge two records: the one you keep takes over the other's folders, messages, answers and links, and fills its own empty fields. On a folder they share, the kept record's answer and link win. Merging is final and tells no one.
An administrator can also delete a contact under the right to erasure: they are taken off all their folders, closed ones included, their links no longer open, and their details, notes and archives are erased. Their name must be typed again to confirm. Their name stays shown in the thread, followed by « removed ».
When the person keeps their own card
A participant who opens a folder while signed in to their account links the workspace's record to that account. It is their own gesture: knowing their address is never enough. The record then shows their own card, which wins over what the workspace had entered, with the mention « Card kept by the person ».
In « My card », each person chooses what they show. The first name is always visible; for every other detail, they tick the workspaces that see it, and can give one workspace a different version. « Stop sharing » cuts the link with a workspace: it keeps what it entered itself, and the person is no longer linked to it.
The « Team » tab gathers members' details in the same way. Each keeps their own, an administrator keeps everyone's, and a field left empty takes the member's personal card.
On a folder, a person's record can also be downloaded as a business card (.vcf), to add to an address book. The file holds what you see on their record, photo included when the record shows one, and nothing the person hides from the workspace. A participant with limited access only gets the team's cards and their own.
In practice
Building and renovation. The plumber works on four sites. When they change number, the site manager corrects their record once, and the four folders show it. A second « Martin » appears with the same address: an administrator merges the two records, and the messages and links of one join the other.
Firms. A client asks for their data to be erased: an administrator deletes their record, which disappears from all their folders, closed ones included. Meanwhile, the team keeps notes on each record that the client never reads.
What it does not do
- A team member neither merges nor deletes: these two final gestures are reserved to administrators.
- Duplicates are suggested, never merged on their own.
- A contact taken off a folder is not deleted: only deletion erases their details.
- Being in the directory gives access to no folder.
Related reading
- Participants and team, for each person's access to a folder
- Client access, for each contact's link
- API and integrations, to keep the directory from your tools
The other features
Your next folder, with nothing lost along the way
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