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Overview

The Contacts module in Knowlix serves as your central repository for managing all relationships with customers, vendors, partners, and other business contacts. It stores essential information that powers communication, transactions, and reporting across your entire system. Every contact record can include addresses, communication preferences, financial details, and custom properties tailored to your business needs. 💡 Pro Tip: Ask Your Knowlix to create or update contacts: “Create a new contact for ABC Corporation with email info@abccorp.com” or “Update Sarah’s phone number to 555-1234”

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Creating Contacts

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Starting a New Contact

To create a contact:
  1. Navigate to the Contacts module
  2. Click Create (or New)
  3. Complete the contact form
  4. Click Save

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Contact Types

Knowlix supports two primary contact types: Individual: A person. Use this for specific employees, decision-makers, or individual customers. Company: An organization. Use this for businesses, vendors, or institutions.
Note: Individual contacts can be linked to Company contacts. For example, “John Smith” (Individual) can be associated with “ABC Corporation” (Company).
💡 Structuring Tip: Create Company contacts for organizations, then add Individual contacts for each person you work with at that company.

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Contact Form Fields

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Basic Information

Name (required) The contact’s full name or company name. This is how they appear throughout Knowlix. Company Name (Individual contacts only) Link an individual to their parent company. Start typing the company name and select from the dropdown, or create a new company contact. Address The primary address for this contact. For individuals, you can specify the address type (Contact, Invoice, Delivery, Follow-up, or Other).

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Additional Fields

Job Position (Individuals only) The person’s role or title within their organization. Tax ID / Citizen ID Official identification number used for tax purposes. Field label varies by country based on fiscal localization. Website The contact’s website URL. Include the full address starting with http:// or https://. Language The contact’s preferred language for communications. Knowlix automatically translates emails and documents sent to this contact into the selected language. Tags Categorize contacts with custom tags for easy filtering and grouping. Type a tag name and select from existing options, or create new tags on the fly. Partner Level (if enabled) Designate relationship tiers (Gold, Silver, Bronze, etc.) for partners or customers.

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Contacts & Addresses Tab

Manage multiple addresses and sub-contacts associated with a company.

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Adding Additional Addresses

Use cases:
  • Invoice and delivery addresses differ
  • Company has multiple office locations
  • Need separate addresses for follow-up communications
To add an address:
  1. Open the Contacts & Addresses tab
  2. Click Add
  3. Select the address type:
    • Contact: Another person at this company
    • Invoice Address: Billing address
    • Delivery Address: Shipping address
    • Follow-up Address: For overdue payment reminders
    • Other Address: Subsidiary, regional office, etc.
  4. Enter the relevant details
  5. Click Save & Close (or Save & New for multiple entries)

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Sub-Contact Information

When adding a contact-type address, you can specify:
  • Contact name
  • Job position
  • Email
  • Phone and mobile numbers
  • Notes
This creates a linked individual contact associated with the parent company. 💡 Organization Tip: Keep all people from the same company linked to the main company contact. This makes it easy to see all your relationships with that organization.

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Sales & Purchase Tab

The Sales & Purchase tab appears when you have the Sales, Purchase, or Point of Sale modules installed. It contains business relationship details.

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Sales Section

Salesperson: Assign a salesperson responsible for this contact. This affects commission tracking, pipeline ownership, and reporting. Payment Terms: Set default payment terms (e.g., Net 30, Due on Receipt). These pre-fill on invoices and sales orders for this contact. Pricelist: Apply a specific pricing structure to this contact. Useful for tiered pricing, wholesale vs. retail, or regional pricing strategies. Payment Method: Preferred payment method for this contact (Credit Card, Bank Transfer, etc.). Delivery Method: Default shipping method for orders to this contact.

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Point of Sale Section

Barcode: Enter a barcode identifier to quickly look up this contact at point-of-sale terminals.

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Purchase Section

Payment Terms: Default payment terms when purchasing from this vendor. 1099 Box (US localization): Tax classification for vendor payment reporting. Receipt Reminder: Set reminders for pending receipts from this vendor.

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Miscellaneous

Citizen Identification: Additional identification numbers required in certain jurisdictions. Reference: Internal reference code or notes for this contact. Company: In multi-company environments, restrict this contact’s visibility to a specific company. Website / Website Tags: Control how this contact appears on public-facing pages (for customer portals or published directories). Industry: Categorize the contact’s industry sector. SLA Policies: Assign service level agreements from the Helpdesk module.

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Accounting Tab

The Accounting tab appears when you have the Accounting module installed.

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Bank Accounts

Add bank account details for this contact to facilitate payments and direct deposits. To add a bank account:
  1. Open the Accounting tab
  2. In the Bank Accounts section, click Add
  3. Enter account details:
    • Account number
    • Bank name
    • Routing/SWIFT codes
  4. Click Save

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Accounting Entries

Set default accounts for transactions with this contact:
  • Receivable Account: Default account for customer invoices
  • Payable Account: Default account for vendor bills
For contacts requiring legal entity identification (financial institutions, regulated industries), enter the LEI in the designated field.

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Smart Buttons

At the top of the contact form, smart buttons provide quick access to related records: Opportunities: View CRM deals associated with this contact Sales Orders: See purchase history Invoices: Access billing records Tasks: Projects or tasks linked to this contact Helpdesk Tickets: Support requests Documents: Uploaded files related to this contact Click any smart button to filter to records for this contact. 💡 Quick Navigation: Use smart buttons to investigate contact history before meetings or calls. You’ll have instant context about the relationship.

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Merging Duplicate Contacts

Over time, duplicate contacts can accumulate from imports, manual entry, or integration syncs. Knowlix provides tools to merge duplicates safely.

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Manual Merge

To merge duplicate contacts:
  1. Go to Contacts module
  2. Switch to list view
  3. Select the checkbox next to two or more contacts to merge
  4. Click Actions → Merge
  5. Review the Merge pop-up window
  6. Select the Destination Contact (which record to keep)
  7. Click Merge Contacts
Warning: Merging is irreversible. Once merged, contacts cannot be separated. Always review carefully before confirming.
What happens during merge:
  • All information from merged contacts is consolidated into the destination contact
  • Related records (sales orders, invoices, activities) are transferred to the destination
  • The other contacts are deactivated/archived
  • No data is lost

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Automatic Deduplication

After a manual merge, Knowlix prompts you to deduplicate other contacts automatically. To use the deduplication tool:
  1. After merging, click Deduplicate the other Contacts
  2. Select criteria to identify duplicates:
    • Email
    • Name
    • Is Company
    • VAT / Tax ID
    • Parent Company
  3. Optionally exclude contacts with:
    • Assigned users
    • Existing journal entries (to avoid affecting accounting)
  4. Choose merge approach:
    • Merge with Manual Check: Review each suggestion before merging
    • Merge Automatically: Merge obvious duplicates without confirmation
    • Merge Automatically All Process: Aggressively merge all matches
💡 Safety First: Use “Merge with Manual Check” for the first deduplication pass. Review the suggestions to understand how the algorithm works before automating. Deduplication logic: If you select multiple criteria, contacts must match all selected fields to be considered duplicates. For example:
  • Email + Name: Both fields must match
  • Email alone: Only email must match (catches spelling variations in names)

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Best Practices

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Keep Information Current

Update contact details whenever you learn about changes. Outdated information leads to failed communications and missed opportunities.

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Use Consistent Naming

Establish naming conventions for companies (Inc. vs. Incorporated, & vs. and). Consistency improves search results and prevents duplicates.

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Tag Strategically

Create a tag taxonomy before using tags widely. Too many similar tags dilute their value. Examples: Industry tags, relationship stage tags, geographic tags. Always link individual contacts to their parent companies. This preserves organizational context and makes reporting more meaningful.

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Deduplicate Regularly

Schedule quarterly deduplication reviews to catch duplicates before they accumulate. This is especially important after imports or integrations.

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Document Relationships

Use the Notes field to record important context about the relationship, special requirements, or key history.

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Need Help?

Ask Your Knowlix:
  • “Create a contact for Jane Doe at XYZ Company”
  • “Add a delivery address for ABC Corporation”
  • “Show me all contacts tagged as ‘High Value’”
  • “Merge the duplicate contacts for Tech Solutions Inc”
  • “Find contacts without email addresses”
Contact Support: For assistance with contact management, deduplication issues, or data cleanup, contact Knowlix support through the Help menu.