# Contacts

_Applications › Data › Contacts_

![Contacts](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/1be8d14a4c0bf994ffc0961f6f23590f.png#atloria-annotations=%7B%22annotations%22%3A%5B%7B%22type%22%3A%22box%22%2C%22x%22%3A83.68%2C%22y%22%3A4.86%2C%22w%22%3A5.11%2C%22h%22%3A4.55%2C%22label%22%3A%224%20%20New%22%7D%5D%7D)
*Contacts — Data › Contacts*

![New](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/980d2b519fae1c4af2e082b15eb86824.png)

## Overview

Use Contacts to find and maintain business-contact records used across customer, supplier, and other Accounts relationships. Sales representatives, account managers, project managers, purchasing officers, warehouse managers, and finance users can use this list to identify contacts by name, position, department, Account, or branch when working with operational records. You can also tailor the list layout so that the columns most relevant to your work are visible.

## Settings

Before working with a large contact list, set up a layout that presents the information you need most often.

1. Navigate to **Data** > **Contacts**.

   ![Contacts](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/89a1c9db40493357dabd0dc5daac5af3.png)
*Contacts — Data › Contacts*

2. Decide whether to use the default layout or a tailored layout:
   - Select **Standard Layout** to return to the standard list arrangement.
   - Select **Layout icon (icn icn-layoout)** to work with list layouts.
   - Select **Add Layout** when you need a new layout. Enter a value in **Layout name**, then select **Save**.
   - Select **Update Current** to save changes to the currently selected layout.
   - Select **Delete Current** only when the current custom layout is no longer required.

3. Select **Columns Chooser** to choose which contact-list columns are displayed. Available list information includes Title, Name, Position, Department, Account, and Branch.

> **Note:** Use a separate layout when different teams need different contact information. For example, Sales may need Account and Position, while Purchasing may focus on Name and Department.

4. Select **Settings icon (icn icn-settings)** when additional list settings are available. Select **Cancel** to abandon unsaved layout changes.

## Workflow

1. Open the contact list from **Data** > **Contacts** and review the visible contact rows.

   ![Contacts](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/3bc717b81f4616a127b71de240fdc3f7.png#atloria-annotations=%7B%22annotations%22%3A%5B%7B%22type%22%3A%22box%22%2C%22x%22%3A83.68%2C%22y%22%3A4.86%2C%22w%22%3A5.11%2C%22h%22%3A4.55%2C%22label%22%3A%224%20%20New%22%7D%5D%7D)
*Contacts — Data › Contacts*

![New](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/4ff5e5b4259eef9f08a86e425303d057.png)

2. Decide whether you need a new contact or an existing contact:
   - To begin a new contact record, select **New**.
   - To work with an existing record, locate it in the list and select **edit**.
   - To refresh the displayed list when needed, select **Update icon (icn-update)**.

3. If the list contains many records, enter a name, Account, position, department, or other known text in **Search** to narrow the visible results. Use **Previous Page** to return to the preceding page when it is available.

4. Decide whether the current list layout supports your task:
   - If it does, continue using the current layout.
   - If you need different columns, select **Columns Chooser** and adjust the displayed columns.
   - If the revised arrangement should be retained, select **Update Current**. To preserve it separately from the current layout, select **Add Layout**, provide a **Layout name**, and select **Save**.
   - If you do not want to retain the change, select **Cancel**.

> **Tip:** Search before opening a contact for editing. This reduces the risk of updating the wrong record when several contacts have similar names.

5. Decide whether a record or layout must be removed:
   - Use **Delete** only when the selected contact record should be removed.
   - Use **Delete Current** only when the current layout is no longer required.
   - Do not use either deletion action as a substitute for changing the visible columns or updating contact information.

## Products

The **Products** tab shows the contact-list view in its Products stage. Contact records in this view are represented by business-contact details such as title, name, position, department, Account, and branch. Use the list to identify the appropriate contact and use **Search** to narrow the displayed records.

No on-screen action is provided that moves a contact into or out of this tab. The tab therefore serves as a view of the contacts available in this stage.

## Reference List

![Contacts](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/f1a00f8edc8e247ab2135e93fe37e61d.png)
*Contacts — Data › Contacts*

The **Reference List** tab shows contact records in the Reference List stage. Use the displayed columns, including Name, Position, Department, Account, and Branch, to verify that you are working with the correct business relationship before opening or editing a record.

No on-screen action is provided that moves a contact into or out of this tab. Use the tab to review the records shown in this stage.

## Examples

A sales representative needs to locate a contact at an Account before following up on a project-based sales opportunity.

1. Open **Data** > **Contacts**.

2. In **Search**, enter the known contact name or the Account name, such as `Northstar Trading`.

3. Review the matching rows and confirm the correct contact by comparing the visible **Name**, **Position**, **Account**, and **Branch** values.

4. Select **edit** to work with the confirmed contact record, or select **New** if no suitable contact record exists.

5. If the Sales team needs to see Account, Position, and Branch regularly, select **Columns Chooser** and set up those columns. Select **Add Layout**, enter `Sales Contact Review` in **Layout name**, and select **Save**.

6. On later visits, use the saved layout to search for the contact quickly. If the layout is refined, select **Update Current** to retain the updated arrangement.

## Tips

> **Tip:** Use the Account and Branch columns with the contact name when multiple contacts have similar names. This helps distinguish contacts belonging to different business relationships.

> **Warning:** Select **Delete** or **Delete Current** only after confirming whether you are deleting a contact record or a layout. These actions apply to different items.

## Troubleshooting

| Symptom | Likely cause | Fix |
|---|---|---|
| The required contact is not visible in the list. | The list is not filtered to the relevant name, Account, or department, or the required information is not shown as a column. | Enter known text in **Search** and use **Columns Chooser** to display the columns needed for identification. |
| The list no longer displays the preferred columns. | A different layout is active, or the current layout was changed without being saved. | Select **Standard Layout** to restore the standard view, or use **Layout icon (icn icn-layoout)** to select or create the required layout. Save changes with **Update Current** or **Save**. |
| Layout changes should not be kept. | A layout was changed during review but is not needed. | Select **Cancel** before saving the change. |
| The displayed contact list appears outdated. | The list has not been refreshed. | Select **Update icon (icn-update)** and review the refreshed rows. |

## Related pages

- [Data — Overview](doc:data-overview)
- [Accounts](doc:accounts-guide-2)
- [Data — Learning Path](doc:workflows-data)
- [Projects](doc:projects-guide-2)
- [Reference list](doc:reference-list-guide)