Contacts Overview

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Contacts Overview

Contacts are the people you work with—team members, clients, partners, and stakeholders.

What are Contacts?

A contact in Kaana represents:

• Team members and colleagues

• Client stakeholders

• Vendor representatives

• External consultants

• Any person you interact with

Contact Types

Type	Description
Internal	Your organization's employees
External	Outside parties (clients, vendors)
Client	Customer contacts
Vendor	Supplier or service provider contacts

Viewing Contacts

Contact Directory

Navigate to Contacts to see all contacts. The directory shows:

• Name

• Email

• Phone

• Company

• Type

Filtering

Filter contacts by:

• Type — Internal, external, client, vendor

• Company — Specific organization

• Active Status — Active or inactive

Searching

Search by:

• Name

• Email

• Company

• Phone number

Contact Details

Click on a contact to view:

• Full name and title

• Contact information (email, phone)

• Company and department

• Organization associations

• Project involvement

• Activity history

Creating Contacts

Add a Contact

1

Add a Contact

Navigate to Contacts, click + New Contact, fill in the details, then click Create.

2

Fields to fill

• Full Name — Person's name

• Email — Email address

• Phone — Phone number

• Company — Where they work

• Title — Job title

• Department — Their department

• Type — Internal, external, client, vendor

Quick Add

1

Quick Add

When adding contacts elsewhere (projects, organizations), click + Add Contact then Create New.

2

Minimum details

Enter minimum details; complete the profile later.

Linking Contacts

To Organizations

1

Link a Contact to an Organization

Open the contact and click Link to Organization.

2

Select and Set Role

Select the organization and set their role.

To Projects

1

Add Contact to a Project Team

Open the project, go to Team or Contacts, then click Add Member.

2

Select Contact

Select the contact to add them to the project.

Contact Roles

When linking contacts, specify their role:

• Project Manager

• Technical Lead

• Executive Sponsor

• Subject Matter Expert

• Stakeholder

• Custom roles

Editing Contacts

1

Edit a Contact

Open the contact and click Edit.

2

Update Fields

Update any field. Changes save automatically.

Deactivating Contacts

1

Deactivate a Contact

Open the contact and click Edit.

2

Toggle Active

Toggle Active to off. The contact is hidden from active lists but preserved.

Deleting Contacts

1

Delete a Contact

Open the contact, click the ... menu, and select Delete.

2

Confirm Deletion

Confirm deletion. Note: This removes all associations and cannot be undone.

Importing Contacts

1

Start Import

Go to Contacts and click Import.

2

Use Template

Download the template, fill in your contacts, then upload the file.

3

Review & Confirm

Review the import and confirm.

Best Practices

Keeping Data Current

• Update contact info when it changes

• Deactivate contacts who leave organizations

• Verify email addresses

Avoiding Duplicates

• Search before creating new contacts

• Merge duplicates when found

• Use consistent naming

Complete Profiles

• Include email at minimum

• Add phone for key contacts

• Specify company and title

Organization Links

• Link contacts to their organizations

• Update when people change companies

• Track multiple affiliations

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Related Articles:

• https://helpcenter.kaana.com/en/articles/13202336-projects-overview

• https://helpcenter.kaana.com/en/articles/13202386-activities-overview

• https://helpcenter.kaana.com/en/articles/13202650-organizations-overview

• https://helpcenter.kaana.com/en/articles/13203350-api-endpoints-reference

• https://helpcenter.kaana.com/en/articles/13225903-search-tips

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