Mark CRM contacts as private
While OnePageCRM operates as a shared database, some users need to keep certain contacts hidden from the team’s shared activity stream.
You can do this with Private contacts.
In this article:
| What are private contacts |
| When to use private contacts |
| Mark a contact as private |
| Access your private contacts |
| Update sub-users privileges to set private contacts |
What are private contacts in your CRM
With private contacts, you can create a separate group of non-sales-related contacts that can be managed privately in your CRM.
Any contact who is assigned Private status by you will only appear in your Action Stream and Private filter.
These contacts cannot be accessed by anyone else, including the account owner or administrator.
Private contacts are contacts that aren't associated with the CRM account.
When to use private contacts
Jump up to Article's Overview ⮝Use Private contacts to separate non-sales-related contacts, such as legal or financial contacts, from the rest of your team.
Account Owners or Administrators can create Private contacts by default; however, sub-users must be given access to this privilege.
How to mark a contact as private
Jump up to Article's Overview ⮝
Access your private contacts
Jump up to Article's Overview ⮝To access your private contacts → go to your Action Stream or Contact Page → select the filter in the right-hand column called Private.
The private filter is only visible to you and contains just your private contacts.
Update sub-users privileges to set private contacts
Jump up to Article's Overview ⮝
Notes:
- By default, the Account owner and Administrators automatically have access to the private contacts feature.
- Private contacts only appear in your Action Stream / Contact page and the Private filter. They are not visible in any other filters like Waiting for, Starred, Status, Tags, Lead source, etc., that are accessible by the rest of the team.
- To make a contact private, you must first be the contact owner.
- Contacts with Next Actions assigned to another user on the account cannot be made private.
- Contacts that have a closed sales cycle cannot be made private.
- Private contacts cannot have deals (pending, won, or lost).
- Private contacts cannot have relationships.
- It is not possible to enable Email Sync for private contacts.
- Emails sent to your Capture email address will be captured. However, if your team members send an email to a contact you've marked private, this email will not be assigned to the private contact; it will drop into the Unassigned Emails section.
- You cannot assign an email from Unassigned Emails to a private contact.
- Private contacts and their associated actions are not accessible on the iOS and Android Mobile Apps.
- You cannot mark a contact as private if they are the last contact associated with the organization, and the following Organization info fields are filled in:
- Description
- Phone number
- URL
- Organization Custom Fields
- Address, City, State, Zip/Postcode, Country