Effective contact management is crucial for businesses leveraging CRM systems to maintain streamlined operations and data consistency. The “Copy Contact” feature is an invaluable tool that facilitates the seamless duplication of contacts across various accounts within the system. This functionality is particularly useful for businesses looking to manage contacts efficiently, whether migrating data to new accounts or ensuring uniformity across multiple accounts. This guide will walk you through the steps of enabling the feature and using it to enhance your contact management processes.

Enabling Premium Actions & Triggers #

Before delving into the “Copy Contact” functionality, ensure that Premium Actions & Triggers are enabled. Existing and new sub-accounts automatically receive 100 free executions once this feature is activated. For existing sub-accounts, manual rebilling needs to be enabled to avoid execution costs.

Copying Contacts #

After activating Premium Actions & Triggers, proceed to add an action within your workflow and select the “Copy Contact” feature.

Select an Account #

Choose the destination account where you want to copy the contact. The list will display only the accounts accessible to the logged-in user.

Add Tags to Sub-Account #

Choose tags from the current sub-account or create new tags in this field to be added to the copied contact in the selected sub-account. If the tag does not exist in the sub-account, it will be created and then mapped to the contact.

Copy Tags #

Enable this option if you want to copy the tags associated with the contact to the selected account.

Copy Custom Fields #

Activate this option to copy contact custom fields to the chosen account. The custom field values will only be copied if the corresponding fields exist in the selected account.

Update Contact if it Already Exists #

If this feature is enabled and the contact already exists in the selected sub-account, the contact will be updated. If the contact does not exist in the sub-account, a new contact will be created. This feature is only applicable if “Allow Duplicate Contact” is turned off within the selected account’s Business Profile. If “Allow Duplicate Contact” is turned on, a new contact will be created for all contacts copied into the account.

Note: If a contact does not have an Email or a Name, then the contact won’t be copied and will be skipped.

By leveraging the “Copy Contact” feature, businesses can effortlessly transfer essential information, streamlining contact management processes. Whether migrating contacts to a new account or ensuring consistency across multiple accounts, this functionality enhances overall CRM efficiency.

Frequently Asked Questions #

What does the Copy Contacts Action do? #

It duplicates a contact from one account into another account within the system, making it easy to migrate or keep contacts consistent across multiple sub-accounts.

What do I need to enable before using it? #

You must enable Premium Actions & Triggers. Once activated, sub-accounts receive 100 free executions, and existing sub-accounts should enable manual rebilling to avoid execution costs.

Can I copy tags and custom fields along with the contact? #

Yes. Enable Copy Tags to bring over associated tags and Copy Custom Fields to bring over custom field values. Custom field values copy only if the matching fields exist in the destination account.

What happens if the contact already exists in the destination account? #

If “Update Contact if it Already Exists” is enabled and “Allow Duplicate Contact” is off, the existing contact is updated. If “Allow Duplicate Contact” is on, a new contact is created instead.

Are any contacts skipped during the copy? #

Yes. A contact without an Email or a Name will not be copied and will be skipped.

Which destination accounts can I choose? #

Only the accounts accessible to the logged-in user appear in the destination account list.