Managing contacts created from Offline Sources ( Sales Extension & Connected Inbox)

[KerrinBarker]

Hi everyone,

I am trying to look for a way to manage contacts created from Offline sources (specifically sales extension & connected inbox) where another contact (call it the primary contact) is already associated with a company. These new contact records will also be associated to the company by way of the email domain.

Essentially we have mandatory fields which already exist on that original/first contact record that we want to copy over to all the other contacts records that are related to that same company (so that the salesperson does not have to fill this info in again).

How do you create a workflow that does this? Do you use the associated label parameters?

[MHolzer]

i think there is a contact property called "recourd source orginial" 2-3 or something which has "sales extension" literally written out so prob just use that as a trigger check for the missing properties which are mandatory for you and if they are missing check over the company onto other contacts if there are known there/ check the other contacts which source of creation they have and then just copy it over the company

[KerrinBarker]

Its the 'check over the company onto other contacts' part that I don't know how to build out. Are you able to show this part in a workflow screenshot please?

[MHolzer · Accepted solution]

Sure @KerrinBarker 

What i mean with "check over the company onto other contacts"

is to use the company as a sort of "pillar of truth" where u store the contact properties which all contacts associated to this company should have.

This is the easiest way to do this since like u said:

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@KerrinBarker wrote:

Essentially we have mandatory fields which already exist on that original/first contact record that we want to copy over to all the other contacts records that are related to that same company (so that the salesperson does not have to fill this info in again).

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So we start at the beginning and create 2 Workflows for all new + old companies
where we
1. create a company based workflow where we copy these contact values from the first/original record to the company you can do this via the workflow at the "edit available data" there you can choose which contact to copy from -> this can be used for all new companies + all old companies 
here just have a filter to first check if the property you want to set (to copy to all other contacts then) is already known so that you dont overwrite the orginal company property from the original contact property (its very easy just filter on is known and)

2. if any new contacts are then associated to the company you have another company based workflow where you can just take the "number of associated contacts" property and reenroll it based on "is greater then or equal to 1" and then everytime when a contact is associated to company X company X copies the value over to the new contact.

This should prob do the trick, if there is any additional info you didnt mention where you might not be able to use this line of workflows, feel free to reach out there is another way of doing this via contact based workflows but its a little bit more "complicated" and it prob needs a very easy custom code part.

[Ktamir]

Are these properties in the company or contact level? Those that you want to copy.

[KerrinBarker]

The properties I want to copy over are at the contact level (so other contacts which are associated with the same group). Essentially I want the workflow to check to see if these fields are filled in on other contacts associated with the same company and if yes, copy them over to these contacts created by the offline sources - I know what I want to do - juts not sure how to actually build the workflow to check the other contacts.