Managing Contacts on Expensya

As an admin or employee, you can manage your contact list directly through the web application.   

Types of contacts

On Expensya there are two types of contacts:

Internal contacts: these are the " coworker " type contacts with the status " public ".

External contacts: these are the "External" contacts with a status of either "public" or "private".

The choice of status is to be defined when creating the external contact.

List of contacts on the admin tab	List of contacts in the employee's personal settings

Contact management by the employee:

It is possible for all the employees to:

• Add external contacts to the company.

To add an external contact, simply:

1. Click on the initials of your name at the top right of the Expensya interface! 
2. Go to "Settings", then, in the "Contacts" menu.
3. Click on the "+ Contact" button.
4. Fill in the fields specific to the contact.
5. Finalize the addition via the "Add" button.

• Editing contacts outside the company

To modify an external contact, simply:

1. Click on the icon at the top right of the Expensya interface.
2. Go to "Settings", then, in the "Contacts" menu.
3. Click on the edit button.
4. Modify the data you want to change, then click on the "Save" button. 

The employee is not allowed to modify internal company contacts.

• Deactivate one or more contacts:

To deactivate contacts, simply:

1. Go to the list of contacts from the personal account settings,
2. Choose the relevant contact(s) and proceed to click the "Deactivate" button.

Contact management by the account administrator.

It is not possible to add contacts from the admin tab of the account.

The administrator can only make changes to contacts that are already available.

• Editing a contact as the administrator

To do this, simply:

1. Go to the "Admin" tab, "Users and access" sub-menu and then to "Contacts".
2. Click on the contact to be modified. 
3. Make the necessary changes from the contact form!
4. Save

• Deactivating a contact as the administrator

To deactivate contacts, simply:

1. Go to the list of contacts from the admin tab, under "Users" then "Contacts".
2. Select the contact(s) in question and click on the "Deactivate" button.

Add and configure custom fields on internal and external contact forms.

As an administrator, you have the ability to add additional fields to the internal and external contact forms.  

To do this, simply:

1. Go to the Admin tab under the "Advanced settings" menu then "Custom fields",
2. Click on the "Add a custom field" button,
3. Select "Internal Contact" and/or "External Contact" in the Interface field,
4. Choose the type of the custom field,
5. Click on "Next" to proceed to the second step of the addition,
6. Fill in the fields, then click on "Save". 

The added custom field can be filled in by the administrator and/or the employee.

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