Skip to content

Contacts

Contacts document the people you work with -- vendor account managers, support engineers, consultants, and other external stakeholders. Link contacts to suppliers to build a vendor contact directory, and reference them from applications and locations for support information.

Getting started

Navigate to Master Data > Contacts to see your contact directory. Click New to create your first entry.

Required fields: - Email: The contact's email address (used as unique identifier)

Strongly recommended: - First Name / Last Name: The contact's name - Supplier: Which vendor this contact works for - Contact type: The contact's role at the supplier (Commercial, Technical, Support, or Other) -- available once a supplier is selected

Optional but useful: - Job Title: Their role or position - Phone / Mobile: Phone numbers, entered with a country dial code - Country: Location (ISO country code)

Tip: Link contacts to suppliers first, then reference them from applications and locations for consistent support information.

Working with the list

The Contacts grid provides a searchable directory of all external contacts. Every cell in a row is a clickable link that opens the contact workspace.

Default columns: - Last Name / First Name: Contact name - Supplier: The vendor they work for - Email: Email address - Active: Whether the contact is currently active (Yes / No)

Additional columns (via column chooser): - Job Title: Their role - Phone / Mobile: Phone numbers - Country: Location - Created: When the record was created

Default sort: By last name, alphabetical.

Actions: - New: Create a new contact (requires contacts:manager) - Import CSV: Bulk import contacts (requires contacts:admin) - Export CSV: Export to CSV (requires contacts:admin) - Delete Selected: Remove selected contacts (requires contacts:admin)

The Contacts workspace

Click any row to open the workspace. It has one tab.

Overview

What you can edit: - Email: Email address (required) - First Name / Last Name: Contact's name - Supplier: Link to a supplier from master data - Contact type: The contact's role at the supplier -- Commercial, Technical, Support, or Other. This field becomes available once a supplier is selected. If you clear the supplier, the contact type is cleared as well. - Job Title: Their role or position - Phone / Mobile: Phone numbers. Each has a country dial code picker alongside the local number field. Entering a dial code auto-suggests the country if none is set. - Country: Location, selected from a searchable list of ISO country codes - Active: Whether this contact is currently active - Notes: Free-form notes (up to 2,000 characters)

Where contacts are used

Contacts appear in several places throughout KANAP.

Supplier contacts

Each supplier has a Contacts tab showing all contacts linked to that vendor. You can create a new contact directly from the supplier workspace:

  1. Open the supplier workspace and go to the Contacts tab.
  2. Click Create next to a contact role.
  3. Fill in the contact details -- the supplier and contact type are pre-filled.
  4. After saving, you are returned to the supplier workspace automatically.

Application support

In the Applications workspace, the Technical & Support tab references contacts for support escalation.

Location contacts

Locations can have support contacts (facility managers, NOC contacts, etc.).

CSV import/export

Manage contacts in bulk using CSV.

Export: Downloads all contacts with their details.

Import: - Use Preflight to validate before applying - Matched by email address - Can create new contacts or update existing ones

Required fields: Email

Optional fields: First Name, Last Name, Supplier Name, Job Title, Phone, Mobile, Country, Active

Notes: - Use UTF-8 encoding and semicolons as separators - Supplier is matched by name -- ensure the supplier exists before importing

Tips

  • Always set a supplier: Linking contacts to suppliers makes them easier to find and manage.
  • Set the contact type: Once a supplier is linked, choose whether the contact is Commercial, Technical, Support, or Other. This helps when browsing contacts from the supplier workspace.
  • Use consistent naming: Enter names in a consistent format (e.g., always "FirstName LastName").
  • Mark inactive contacts: When someone leaves a vendor, mark them as inactive rather than deleting -- this preserves the audit trail.
  • Include job titles: Job titles help identify the right contact for different needs (sales vs. support vs. account management).