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Contact Management Guide

Contents

Contact management concept

In Mweb, contact management is divided into three levels - contact book, contact group and contact. Contact book acts like a container, storing the contact groups and defining columns. When creating a contact book, you're required to add columns to it. A column of the contact book stores a piece of information about the contact, for example, firstname, mobile or email. Contact group is a grouping of contacts. A broadcast sent to a contact group goes to all recipients that are listed in the group. When creating a contact group, you need to specify the container contact book for it. You can either create a new contact book or choose an existing one. A contact contains the contact information for an individual. It includes the value of the columns that are defined within the contact book. Contacts can be added within a contact group. Next, this guide will walk you step by step on how to manage contacts.

Contact Group Illustration Contact Comparison Table

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Create a contact book

The first thing you can do in Mweb is to create a contact book. A contact book is the place where groups of contacts are stored and contact columns are defined.

Open the home panel by clicking the top-left home icon, and then click Contacts to go to the 'Contacts' page. Next, click the Contact Book tab under the header.

Contact Book Tab

By default, the 'default teamchat contactbook' has already been created for you and is ready to use. You can also create your own contact books. Click the Add button at the left of the footer to go directly to the contact book creation form.

Create Contact Book Form

There are 2 types of contact books:

  • Private use - it means the contact book is not visible to other users. Only the owner of the contact book can access and modify it.
  • Share use - it means the contact book is visible to other users within the same organization, but they can't modify this contact book. Only the owner of the contact book can modify.

Once submitted, you will be taken directly to the newly created contact book page where you can edit the details of the contact book and add columns to it. A column defines a piece of information about the contact.

Contact Book Details

To add a column, simply click Add Column under the 'ContactBook Columns' section. A popup form will then appear on the center of the screen. Within the form, the value of the 'Column Screen Order' is a number, specifying in which order the column will be displayed on the screen. The 'Fix column ID' describes the usage of the column. Once a column is added by clicking the Add button at the bottom of the popup form, it'll be listed under the 'ContactBook Columns' section.

New Column Registration Form

You should at least add a column with the 'Fix column ID' set to 'FIRST_NAME' or 'LAST_NAME' so that the contact list can show the name of the contact when adding a contact. For now, also add columns of the mobile and email to enable SMS and Email features respectively. You can add more columns based on your needs later.

List of Columns

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Create a contact group

The next thing you do in Mweb is to create a contact group. With contact groups you can easily organize your contacts, making it easier to communicate with a specific set of people. Contact group is a subset of the contact book.

First, go to the 'Contacts' page, and click the Contact Group tab under the header.

Contact Group Tab

Click Add on the footer to go directly to the contact group creation form. Enter the details and choose a contact book you want to use from the drop down list.

Contact Group Form

Once you complete the form, click Save on the footer to create the contact group. Now, you can start adding contacts to this group.

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Add a contact

Go to the 'Contacts' page, and choose one of the contact groups from the groups list. Then you'll be taken to the contact group page.

List of Contact Groups

To add a contact, click Add on the footer.

Contact Group Page

Complete the contact creation form and submit it by clicking Save on the footer.

New Contact Form

Then you'll be taken to the contact group page which lists the contacts you've created. Please note that the text of the list item shows the name (firstname or lastname or both) of the contact, so remember to enter the name of the contact. You can add as many contacts as you want.

Contact List

There you go, you've added contacts to a contact group, and you're ready to create a broadcast.

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Load contacts

This feature allows you to import contacts from spreadsheets in various formats. You can import contacts with less hassle and there is no need to worry about the match of columns with the headers in the spreadsheet. You have the option to map the headers to the columns.

To import contacts from a spreadsheet, first click Load on the footer of the contact group page.

clickLoadContacts

On the Load Contact page, choose the type of delimiters that separate the columns in your spreadsheet file. Here, we choose comma as an example. Click the Comma tab.

delimiterTabs

Tick the option of 'First Line is Title', which means the first line in the spreadsheet file contains the headers for each column.

Then click Choose File button to select the file you want to upload. Once the file has been uploaded, two new sections will add to the current page. The first one transforms the data of the spreadsheet into a table. The second one shows the column mapping options. You can map the column headers of your file to the columns present in the corresponding contact book.

fileUploadAnnotated

Next, click Load on the footer to confirm. A popup dialog box will then appear on the top of the screen, indicating the outcome of the loading operation. If the contacts have been successfully imported into the contact group, you'll be taken to the contact group page which shows the list of contacts, including the newly imported contacts and the existing ones.

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Actions on a contact group

To edit the details of a contact group, click the edit icon on the right of the group list item.

contactgroup_actions

In the pop-up window that appears, choose View/Edit to go to the contact group details page.

viewEdit

From there, you can update or delete a contact group.

You can also send SMS/Email to a contact group in an agile way by choosing the Send SMS/Send EMAIL button in the above pop-up window. For more information about agile, see Agile management.

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Grant access to a contact group

You can grant others access to any one of your contact groups by generating an authentication link. This link can then be used by others to access the contact group, and it is only valid during a specified period. These with the access rights can browse the contacts of this contact group, add/delete a contact, load contacts and edit the details of a contact. However, they are not permitted to access any other features of Mweb with your account.

To grant access to your contact groups, go to the 'Contacts' page, and choose one of the contact groups from the groups list.

Then you'll be taken to the contact group page. Click the list icon on the right of the footer.

clickListIconGroupPage

In the pop-up box that appears, select Make authentication link. Then you'll be taken to a page with a pop-up window in the center.

makeLinkPage

Given below is a list of fields within the form:

  • Title: title of the authentication link.
  • Key: specify the authentication key. This field can only have alphanumeric characters.
  • From Date: the beginning of the period during which the link is valid. Click the icon at the right of the field, and then pick a date and specify the time.
  • To Date: the end of the period during which the link is valid.

Complete the form and click Create to generate the link. If everything is successful, the link will be appended to the form.

generatedLink

Copy this link and send it to others. Others can now use this link to access your contact group during the specified period.

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How to opt out of SMS/emails

Mweb allows users to opt out of receiving SMS/emails.

smsOptout

First, you need to create a column within a contact book with the 'Fix column ID' set to OPTOUT_CHANNEL. Select TEXT as its data type.

optoutCreate

To enable opt-out, there are two ways of achieving this. One way is to specify the value for opt-out within a contact. When creating a contact, enter 'sms' or 'email' or both (case-insensitive) in the opt-out column. As a result, Mweb will stop delivering SMS/emails to this contact.

optoutForm

The opt-out functionality can also be enabled by the recipients of the messages. It can be done by replying 'OPTOUT' (case-insensitive) to the sender of the text messages. In this way, users can opt out of receiving SMS from Mweb.

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