Contact Task¶

Overview¶

The Contact Task manages contact records in your CRM - get contact details, add new contacts, or edit existing ones. Use it to maintain accurate contact information, link contacts to clients, and keep your CRM data up-to-date.

When to use this task:

• Retrieve contact information
• Add new contacts to existing clients
• Update contact details
• Link/unlink contacts from clients
• Validate contact data
• Manage contact relationships
• Build contact databases
• Sync contact information

Key Features:

• Three actions: Get, Add, Edit
• Auto-validates emails and phone numbers
• Auto-formats phone numbers to E.164
• Links contacts to client records
• Supports contact unlinking
• Triggers global CRM events
• Returns comprehensive contact data

Quick Start¶

Get Contact:

1. Add Contact task
2. Select Action: Get
3. Enter Contact ID
4. Save

Add Contact:

1. Add Contact task
2. Select Action: Add
3. Enter contact details
4. Link to Client ID (required)
5. Save

Edit Contact:

1. Add Contact task
2. Select Action: Edit
3. Enter Contact ID
4. Update fields needed
5. Save

Configuration¶

Action Selection¶

Get Contact:

Action: Get
Contact ID: {{task_15001_contact_id}}

Add Contact:

Action: Add
Client ID: {{task_13001_client_id}}
First Name: {{task_55001_first_name}}
Surname: {{task_55001_last_name}}
Email: {{task_55001_email}}
Cell: {{task_55001_phone}}

Edit Contact:

Action: Edit
Contact ID: {{task_28001_contact_id}}
Cell: {{task_55001_new_phone}}

Contact Fields¶

First Name:

First Name: {{task_55001_first_name}}

User Surname (Last Name):

User Surname: {{task_55001_last_name}}

Email:

Email: {{task_55001_email}}

Cell (Mobile):

Cell: {{task_55001_mobile}}

Landline:

Landline: {{task_55001_phone}}

Position:

Position: {{task_55001_job_title}}

Notes:

Notes: Additional information about contact

Client Linking¶

Link to Client (Add action):

Client ID: {{task_13001_client_id}}

Change Client Link (Edit action):

Client ID: {{task_15002_client_id}}

Unlink from Client (Edit action):

Client ID: (leave empty)

Output Fields¶

Real-World Examples¶

Example 1: Add Multiple Contacts from Spreadsheet¶

Workflow: 1. Google Sheets - Read contacts spreadsheet 2. Loop - Process each row 3. Match to Client - Find company 4. Contact - Add contact 5. Google Sheets - Mark as imported

Read Contacts:

Action: Read
Spreadsheet: Contact Import
Sheet: New Contacts
Range: A2:G100

Process Each Contact:

Items: {{task_44001_rows}}
Item Variable: contact

Find Company:

Match By: Company Name
Company: {{task_29001_contact[5]}}
Create if not found: Yes

Add Contact:

Action: Add
Client ID: {{task_15001_client_id}}

First Name: {{task_29001_contact[0]}}
User Surname: {{task_29001_contact[1]}}
Email: {{task_29001_contact[2]}}
Cell: {{task_29001_contact[3]}}
Position: {{task_29001_contact[4]}}
Notes: Imported from spreadsheet on {{task_48001_current_date}}

Example 2: Update Contact from Form Submission¶

Workflow: 1. Form Submission - Contact update request 2. Match to Client - Find contact by email 3. Contact - Edit contact details 4. Email - Confirm update 5. Add Note (if tracking changes)

Find Existing Contact:

Match By: Email
Email: {{task_55001_email}}

Update Contact:

Action: Edit
Contact ID: {{task_15001_contact_id}}

Cell: {{task_55001_new_phone}}
Position: {{task_55001_new_job_title}}
Notes: {{task_28001_notes}} - Updated via form on {{task_48001_current_date}}

Send Confirmation:

To: {{task_28001_email}}
Subject: Contact Information Updated

Hi {{task_28001_first_name}},

We've updated your contact information:
- Phone: {{task_28001_cell}}
- Position: {{task_28001_position}}

Thanks for keeping your information current!

Example 3: Get Contact and Send Personalized Email¶

Workflow: 1. CRM Trigger - New deal created 2. Contact - Get primary contact details 3. AI Prompt - Generate personalized message 4. Email - Send to contact

Get Contact:

Action: Get
Contact ID: {{task_47001_primary_contact_id}}

Generate Personalized Message:

Prompt: Create a personalized email for {{task_28001_first_name}} {{task_28001_surname}} 
who is the {{task_28001_position}} at {{task_47001_company_name}}.

Deal details:
- Value: ${{task_47001_deal_value}}
- Product: {{task_47001_product}}
- Stage: {{task_47001_stage}}

Write a professional email thanking them for their interest and outlining next steps.

Send Email:

To: {{task_28001_email}}
Cc: {{task_47001_account_manager}}
Subject: Next Steps for {{task_47001_company_name}}

{{task_38001_response}}

Best regards,
{{task_47001_account_manager_name}}
{{task_28001_cell}} (for quick questions)

Example 4: Move Contact to Different Client¶

Workflow: 1. Webhook In - Contact changed companies 2. Contact - Get current contact 3. Match to Client - Find new company 4. Contact - Update client link 5. Workflow Note - Log change

Get Current Contact:

Action: Get
Contact ID: {{task_46001_contact_id}}

Find New Company:

Match By: Company Name
Company: {{task_46001_new_company}}
Create if not found: Yes
Status: Prospect

Move Contact:

Action: Edit
Contact ID: {{task_28001_contact_id}}

Client ID: {{task_15001_client_id}}
Position: {{task_46001_new_position}}
Notes: {{task_28001_notes}} - Moved from previous company on {{task_48001_current_date}}

Log Change:

Client ID: {{task_15001_client_id}}
Type: Note
Note: Contact {{task_28001_first_name}} {{task_28001_surname}} joined from previous company
      Previous: {{task_28001_client_id}}
      New position: {{task_28001_position}}
      Contact method: {{task_28001_cell}}

Example 5: Unlink Departed Contact¶

Workflow: 1. Form Submission - Contact departure notification 2. Match to Client - Find contact 3. Contact - Unlink from client 4. Edit Client - Add note about departure 5. Email - Notify account manager

Find Contact:

Match By: Email
Email: {{task_55001_departed_contact_email}}

Unlink Contact:

Action: Edit
Contact ID: {{task_15001_contact_id}}

Client ID: (leave empty to unlink)
Notes: {{task_28001_notes}} - Left company on {{task_55001_departure_date}}. Reason: {{task_55001_reason}}

Add Client Note:

Client ID: {{task_15001_client_id}}
Note: Contact {{task_28001_first_name}} {{task_28001_surname}} ({{task_28001_email}}) has left the company.
      Departure date: {{task_55001_departure_date}}
      Find new primary contact.

Alert Account Manager:

To: {{task_15001_account_manager}}
Subject: 🚨 Contact Departed: {{task_28001_first_name}} {{task_28001_surname}} at {{task_15001_company}}

The primary contact at {{task_15001_company}} has left:

Departed Contact:
- Name: {{task_28001_first_name}} {{task_28001_surname}}
- Position: {{task_28001_position}}
- Email: {{task_28001_email}}

Action Required:
1. Identify new primary contact
2. Update CRM with new contact details
3. Schedule introduction call

Client: https://app.basecloud.com/clients/{{task_15001_client_id}}

Best Practices¶

Email Validation¶

1. Validate before submission - Check email format
2. Handle invalid gracefully - Use If task to check success
3. Unique emails - One email per contact (system enforced)
4. Business emails preferred - Personal emails for individuals

Phone Numbers¶

1. Use Phone Formatter first - Ensure consistent format
2. Include country code - For international contacts
3. Validate before submit - Invalid numbers are rejected
4. Multiple numbers - Use cell and landline fields

Contact Linking¶

1. Always link to client - Contacts need client association
2. Verify client exists - Use Match to Client first
3. Handle unlink carefully - Empty Client ID removes link
4. One primary contact - Mark most important contact clearly

Data Quality¶

1. Required fields - First name, last name, and client ID (for Add)
2. Clean data - Trim whitespace, fix case
3. Validate before create - Check for duplicates
4. Update regularly - Keep contact info current

Troubleshooting¶

Contact Not Created¶

Check: 1. Valid Client ID provided? 2. Client exists in system? 3. Email format valid? 4. Phone number valid? 5. First name and surname provided?

Debug: Check workflow logs for validation errors

Email Already Exists¶

Issue: Cannot create contact with duplicate email

Cause: Another contact already has this email

Solution: - Use Match to Client to find existing contact first - Update existing contact instead of creating new - Verify email is unique before creation

Phone Number Invalid¶

Issue: Contact not created due to phone validation

Cause: Phone number format not recognized

Solution: Use Phone Formatter first

Phone Formatter → Format: {{task_55001_phone}}
Contact (Add) → Cell: {{task_24001_formatted}}

Contact Not Unlinked¶

Issue: Contact still linked after edit

Cause: Client ID field not properly emptied

Solution: Ensure Client ID field is completely blank (not "null" string)

Update Not Saving¶

Issue: Edit action doesn't update fields

Cause: Contact ID invalid or missing

Solution: Verify contact exists first with Get action

Frequently Asked Questions¶

Can I create contact without client?¶

No. All contacts must be linked to a client. Create client first with New Client.

Can I add multiple contacts to one client?¶

Yes. Run Contact task multiple times with same Client ID or use Loop.

How do I change a contact's email?¶

Use Edit action with Contact ID and new Email field.

Can I merge duplicate contacts?¶

No. This task doesn't merge. Handle duplicates manually in CRM or via custom code.

What happens to contact when client is deleted?¶

Contact remains but becomes orphaned. Re-link to different client.

Can I add custom fields?¶

No. Use Edit Client task to add custom fields to the client record.

How do I make a contact the primary contact?¶

System uses first created contact as primary. No specific "primary" flag in this task.

Can I get all contacts for a client?¶

Use MySQL Query or loop through client contacts.

Related Tasks¶

• New Client - Create client before adding contacts
• Match to Client - Find client or contact by criteria
• Edit Client - Update client information
• Phone Formatter - Format phones before adding
• Loop - Add multiple contacts in batch
• If Task - Conditional contact operations
• MySQL Query - Query contact data