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Contacts and Companies

Contacts are the people you deal with, and companies are the businesses they belong to. Uncog AI fills many of them in from your email, and you can add and edit them yourself.

Add a contact

  1. Go to Contacts and choose Add Contact.
  2. Enter a name or an email address. Everything else is optional: First Name, Last Name, Job Title, Company, Phone, Mobile and Notes.
  3. Under Email Addresses, enter the primary address. Choose Add Another Email to add more (up to 10).
  4. Choose Add Contact.

Incoming email is matched to contacts by these addresses. Each email address can belong to only one contact. If the address is already in use, Uncog AI offers Open Existing, or Restore Existing if that contact is archived.

Find a contact

On Contacts, type in the search box to search by name, email or company. Contacts are listed with the most recent interaction first. To include archived contacts, choose Filters and turn on Show archived contacts.

Work with a contact

Open a contact to see these tabs:

  • Details: their details and notes (choose Edit Contact to change them), their Email Addresses, and Key Dates.
  • Interactions: calls, meetings, emails and notes, newest first.
  • Calendar: upcoming and past events with this person.
  • Suggestions: what Uncog AI found about them that needs confirming.
  • Workflows: every case they are on. Choose Start Workflow to start one with them already filled in.
  • Danger Zone: archive or restore the contact.

Manage email addresses

On the Details tab, in Email Addresses:

  1. Enter an address under Add Email Address and choose Add Email. Tick Make Primary to make it the main one.
  2. Use an address's menu to choose Make Primary or Remove.

A contact with no name must keep at least one address.

Add a key date

  1. On the Details tab, choose Add Key Date.
  2. Pick the Kind (Birthday, Renewal, Anniversary or Other), check the Title, and choose the Date.
  3. Save.

A key date repeats every year and appears on the calendar. A 29 February date falls on 28 February in other years.

Log an interaction

  1. On the Interactions tab, choose Log Interaction.
  2. Choose the Type (Call, Email, Meeting or Note). For calls and emails you can set the Direction.
  3. Set the Date and Time, and add a Subject and Summary.
  4. Save.

You can edit or delete interactions a person logged. Interactions Uncog AI logged from email (marked AI) or imported can't be changed.

Add a company

  1. Go to Companies and choose Add Company.
  2. Enter the Company Name (the only required field), and optionally Website, Email Domain, Phone, ABN, address and Notes.
  3. Choose Add Company.

The Email Domain matches incoming email to the company. Leave it blank to use the website's domain. Email provider domains such as gmail.com can't be used. Each domain can belong to only one company. If it's taken, Uncog AI offers Open Existing, or Open to Restore if that company is archived.

Companies are also created for you as email arrives.

Link contacts to a company

A contact belongs to at most one company. To link them:

  • Edit the contact and choose the Company. Clear the field to unlink them.
  • Or open the company, go to its Contacts tab and choose Add Contact. The new contact form opens with the company already selected.

A company's tabs are Details, Contacts, Calendar and Danger Zone.

Archive and restore

Contacts and companies can't be deleted, only archived. Archiving can always be undone.

  1. Open the contact or company and go to Danger Zone. You can also use Archive in the row menu on the list.
  2. Choose Archive Contact or Archive Company, then confirm.

An archived contact leaves your list, but their interactions and events are kept and their email addresses stay reserved. An archived company keeps its contacts and events linked and its domain reserved. To bring one back, choose Restore Contact or Restore Company (or Restore in the row menu).

Good to know

  • Everyone in the account can add, edit, archive and restore contacts and companies.
  • There is no merge feature for duplicates. Because an email address or domain can only belong to one record, Uncog AI points you to the existing record instead.
  • Values Uncog AI filled in from email show an AI badge. It disappears once a person edits the field. Uncog AI never overwrites a value a person entered.