Related Contacts
How to add related contacts in a client record
Related contacts are an essential tool for establishing and visualizing links between people registered in the client directory. This functionality facilitates the quick and efficient identification of family, personal, or shared household or management connections, avoiding the need to search for each contact individually and scattered.
For example, a client record can be linked to a close friend, a spouse, a direct relative, or a tenant. When consulting the record, all these connections are grouped in a single space, providing a comprehensive and enriched context about the client's network of relationships.
What related contacts are and what they are for
A related contact represents a direct association between two existing contacts in the database. This function does not alter or replace the main information of the record, nor does it create a new client; it simply adds a reference that allows understanding the nature of the relationship between both people.
This section is designed to keep the directory organized and facilitate quick consultation of relevant relationships. Its most common applications include:
• Linking members of the same family unit.
• Registering couple or spouse relationships.
• Associating trusted friends or personal contacts.
• Identifying tenants or renters linked to a client.
• Adding clarifications about work relationships or other relevant circumstances.
Where to consult a client's relationships
Management and consultation of relationships is done from the Contacts module. To access it, you need to open the record of a contact already registered in the database.
The record is structured into two main areas:
• A side panel containing the most stable and basic contact information.
• A main area organized in tabs or sections that allow navigation between different types of information.
The Related tab is located within the contact record and shows all the relationships that have been registered. If no relationships exist, this section will appear empty.
The related section centralizes all registered links for a contact, facilitating quick and orderly consultation.
How to add a related contact step by step
To create a relationship between contacts, it is essential that the person to be associated is already registered in the directory. The process consists of opening the main contact's record, selecting the appropriate type of link, and locating the contact to be associated.
• Access Contacts from the side navigation bar.
• Open the record of the client to whom you want to add a relationship.
• Go to the Related tab.
• Select the option to add a new relationship.
• If you consider it appropriate, include an image to facilitate the visual identification of the related contact.
• Choose the type of relationship that best describes the link.
• Search for and select the existing contact you want to link.
• Add a note to provide additional context, if necessary.
• Save the changes to complete the process.
Choosing the correct type of relationship
The type of relationship is fundamental so that the link is easily identifiable and understandable at first glance. Available categories include options such as friend, spouse, tenant, and relative.
It is recommended to select the category that accurately reflects the real nature of the link. Maintaining consistent nomenclature is crucial, especially when the directory is managed by multiple users, as this avoids ambiguities and optimizes the usefulness of the list.
The selector allows precise classification of the link before associating the related contact.
Searching for the contact to be linked
The selection of the related contact is done through an efficient search within the directory. You can locate the person by entering their full name, phone number, or other relevant available data.
This method avoids duplicate records, ensuring that each person is registered only once in the database. Once the correct contact is identified, simply add them to the link you are creating.
The search function facilitates the precise selection of an existing contact in the database.
How to add notes to a relationship
In addition to defining the type of link, it is possible to add a note or observation that provides additional relevant information. This field is especially useful when the selected category does not fully describe the context or specific nature of the relationship.
For example, if two contacts are related as friends but also maintain a professional connection, a brief note can clarify this dual dimension. It is recommended that observations be concise, clear, and accessible to anyone consulting the record.
Best practices for writing observations:
• Include only the information necessary to understand the link.
• Use brief, direct, and objective sentences.
• Avoid repeating data already present in the main record.
• Update or delete the observation if the relationship changes or ceases to be relevant.
How to verify that the relationship has been saved
Once the new relationship is saved, return to the Related tab within the record. The linked contact should appear reflected in the list, along with all the registered information.
This consultation is done in the view mode of the record, designed to offer quick access to data without needing to enter edit mode.
After saving, the link becomes immediately visible and accessible in the related section, ensuring correct linking.
Common mistakes when managing related contacts
Trying to create the relationship from a record in edit mode
The related tab is only available in view mode. If it does not appear while you are editing the general data, you need to exit edit mode and access the record in view mode to manage relationships.
Searching for a contact that does not exist in the directory
Relationships can only be established between existing contacts. If the search yields no results, check for possible variations in the name or alternative phone numbers. If the contact is not registered, you must first create their record before linking them.
Selecting a category that is too generic
Choosing a precise category such as relative, spouse, friend, or tenant significantly improves the clarity and usefulness of the list. If no category fully covers the relationship, always complement with a clear and detailed observation.
Not verifying the result after saving
After saving, it is essential to confirm that the contact appears correctly in the corresponding section. This simple check helps avoid errors and ensures the integrity of the information before continuing with other tasks.
Checklist for registering relationships between clients
• Verify that both contacts exist and are up to date in the database.
• Open the main contact's record from the directory.
• Access the related section in view mode.
• Select a type of relationship that accurately describes the link.
• Search for the related contact by name, phone, or other identifying data.
• Add an observation only if it provides relevant additional context.
• Save the changes and verify that the relationship appears in the list.
Conclusion
Registering related contacts transforms a conventional directory into an interconnected and much more valuable source of information. By correctly selecting the relationship category, precisely locating the associated contact, and adding observations when necessary, each record will offer a complete and orderly view of relevant connections, optimizing the management and consultation of information.
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