The Quick Search field allows you to rapidly find contacts by searching across multiple data points.

Standard filter buttons provide quick access to commonly used contact views.

Advanced Filter allows searching using multiple different search criteria simultaneously, including contact details, assignment status, categories, and custom fields.

For complete instructions on using Advanced Filter, see the Advanced Filter guide.

Search for contacts within a specified radius of an address. This is particularly useful for finding nearby prospects, identifying contacts in a service area, or planning regional outreach campaigns.

Find records similar to a specified contact based on name, company, address, or other identifying characteristics. Useful for identifying potential duplicate records or finding related contacts.

Select the PDF icon to generate available contact reports. Reports are based on your current filtered view.

Import multiple contacts simultaneously using a CSV template. Use the gear icon (⚙️) to download the CSV template, populate it with your contact data, and upload the completed document.

Select the export icon to download a CSV file of contact records based on your current filtered view. The export includes all visible fields and can be opened in spreadsheet applications.

Select the menu icon (≡) on any contact record to access quick actions:

Perform actions on multiple contacts simultaneously by selecting checkboxes next to contact records, then choosing an action from the Batch Actions menu.

Overview Mode provides quick access to essential contact information and recent activity.

Contact Information

Activity Log

Details Mode contains comprehensive information about the contact including personal details, internal categorization, file management, and custom attributes.

Person Information

Internal Management

Document Management

Custom Data

Marketing Mode tracks lead-related information including marketing qualification, source attribution, and lead progression through your sales pipeline.

Marketing Qualification

Lead Tracking

Assignment

The Lead button allows you to toggle a contact on or off as a Lead for the Jobs workflow. When enabled, the contact appears in both the Contacts module and the Leads module with synchronized information.

The Actions button provides quick access to create related records and perform contact-specific operations.

You can create new contacts manually or import multiple contacts at once using the CSV import feature.

To create a single contact manually:

1. Navigate to Directory → Contacts
2. Click the + (Plus) button at the top of the list view
3. Enter the contact's name in the Person field
4. Add phone numbers, email addresses, and physical addresses in the Overview mode
5. Switch to Details mode to add company, title, keywords, and category
6. Switch to Marketing mode to set source, stage, and assignment (if tracking as a lead)
7. Click Save to create the contact record

Yes, TRUE supports bulk importing contacts using CSV files. Excel files (.xlsx) are not directly supported - you must use the CSV template provided by the system.

1. Navigate to Directory → Contacts
2. Click the Gear icon (⚙️) at the top of the list view
3. Select CSV Template to download the required format
4. Open the template and add your contact data, ensuring column headers remain unchanged
5. Save your file as CSV format (not Excel .xlsx)
6. Return to the Contacts module
7. Click the Gear icon (⚙️) and select Import Records
8. Upload your completed CSV file and review the import results

Any contact can be converted to a Lead to track them through your sales pipeline. Once marked as a Lead, the contact appears in both the Contacts and Leads modules with synchronized data.

1. Open the contact record you want to convert to a Lead
2. Click the Lead button at the top of the contact record (it will toggle to "on" state)
3. Switch to Marketing mode to set lead-specific fields:
   • Stage: Set the current sales stage (e.g., "New Lead", "Qualified")
   • Source: Identify where this lead originated (e.g., "Website", "Referral")
   • Due Date: Set a follow-up date for this lead
   • Assigned: Assign users responsible for following up
4. The contact now appears in both Directory → Contacts and Jobs → Leads

Archiving and deleting serve different purposes for managing inactive or outdated contacts.

Archive (Recommended for most cases)

• Purpose: Hide inactive contacts from active views while preserving the complete record
• Data retention: All contact information, history, and relationships are preserved
• Reversible: Can be unarchived at any time to restore to active status
• Reporting: Archived contacts still appear in historical reports and maintain links to jobs, quotes, and other records
• How to archive: Open the contact → Details mode → check the Archive checkbox
• Access archived contacts: Use the Archive filter in list view

Delete (Use with caution)

• Purpose: Permanently remove a contact from the database
• Data retention: Contact is completely removed and cannot be recovered
• Irreversible: Deletion is permanent and cannot be undone
• Impact: May break links to related records and affect historical reporting
• Permission required: Delete Contacts (ID #639)
• When to use: Only for duplicate records or data entry errors

The Radius Filter allows you to find contacts within a specified distance of any address, perfect for planning regional outreach, identifying nearby prospects, or managing service territories.

1. Navigate to Directory → Contacts
2. Click the Radius Filter button in the search options area
3. Enter the center address (street address, city, state, or ZIP code)
4. Specify the search radius in miles or kilometers
5. Click Search to display all contacts within that geographic area

Common use cases:

• Service area planning: Identify prospects within your coverage zones
• Regional campaigns: Find contacts near a specific jobsite for marketing outreach
• Territory management: Assign contacts to sales reps based on geographic proximity
• Event invitations: Find local contacts for trade shows, open houses, or community events

Assigning users to contacts establishes ownership and enables automated notifications for follow-ups, stage changes, and other lead activities.

To assign users to a single contact:

1. Open the contact record
2. Switch to Marketing mode
3. Locate the Assigned field
4. Select one or more users from the dropdown list
5. Click Save to apply the assignment

To assign users to multiple contacts at once:

1. In the Contacts list view, check the boxes next to contacts you want to assign
2. Click the Batch Actions button
3. Select Assign
4. Choose the users you want to assign
5. Click Apply to assign all selected contacts

Linking contacts to account records connects individuals to their organizations, making it easier to manage business relationships and access all contacts associated with a specific company.

1. Open the contact record you want to link
2. Click the Actions button at the top of the contact view
3. Select Link Contact
4. Choose the account type (Client, Vendor, or Subcontractor)
5. Search for and select the existing account record
6. Confirm the link to establish the relationship

Benefits of linking contacts:

• Contact appears in the Contacts section of the linked account record
• Quickly access all individuals associated with a company
• Maintain organizational hierarchy (company → multiple contacts)
• Streamline communication by selecting from all contacts at an account

TRUE's Quick Search field provides two powerful search capabilities: Local Search within the current module and Global Search across all modules.

Access to the Contacts module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Contacts) permission (ID #33)
3. Once granted, you'll find the module in the Directory workflow

The ability to permanently delete contacts requires a specific security permission. If you cannot delete contacts:

1. Contact your system administrator
2. Request the Delete Contacts permission (ID #639)
3. This permission is found in the Contacts section of user access settings

The ability to export contact lists requires a specific security permission. If you cannot export contacts:

1. Contact your system administrator
2. Request the Export Contacts permission (ID #1558)
3. This permission is found in the Contacts section of user access settings

The ability to generate mailing labels requires a specific security permission. If you cannot print mailing labels:

1. Contact your system administrator
2. Request the Mailing Labels permission (ID #1344)
3. This permission is found in the Contacts section of user access settings

The ability to modify contact ID numbers requires a specific security permission. If you cannot change contact IDs:

1. Contact your system administrator
2. Request the Modify ID (Contacts) permission (ID #1002)
3. This permission is found in the Contacts section of user access settings

Address and phone searches are not available in the Contacts list view Quick Search for performance reasons. Use the global Search feature instead.

To search by address, phone, or email:

1. Click the Workflow icon in the top navigation bar
2. Select Search
3. Enter your search term (address, phone number, or email)
4. Click Phone / Email / Address to search across all records
5. Or click Contact / Lead to search only within contact and lead records