Contacts

The Contacts view in Unifize provides a centralized directory of all users—both internal and external—across your organization. It’s where Admins and users with the right permissions can search, view, and manage users, check their roles and activity, and organize them into groups for streamlined collaboration.

From team members and vendors to view-only users and admins, the Contacts view helps you understand who’s on your Unifize Org, how they’re involved in processes, and when they last engaged with the platform.

---

How to Use

Accessing the Contacts View

To open the Contacts view:

1. Go to the left-hand Nav bar.

2. Click on Contacts (In-between Dashboard or Manage).

You’ll see a list of all users across your organization, with key details and options to filter, search, and manage groups.

---

Features of the Contacts View

🔍 Search and Filter Contacts

• Use the search bar to look up users by name, email, department, or role.

• Filter by:

  • Role (e.g., Admin, Viewer, Org Member, Vendor, External User)

  • Group membership

  • Login activity (e.g., never logged in, last login date)

👤 View User Details

Click on any user to view their full profile, including:

• Full Name & Email

• Role (Org Member, Admin, Vendor, etc.)

• Department

• Groups they belong to

• Status (Active, Invited, Deactivated)

• Date Invited and Date Joined

• Last Login Activity

👥 Create and Manage Groups

You can organize users into Groups for quicker access and simplified participant management in processes.

To create a new group:

1. Click + New Group

2. Name the group (e.g., “CAPA Reviewers”, “External Auditors”)

3. Add users by searching and selecting from your contacts list

Groups can be reused when assigning participants to records or checklists.

➕ Add New Contacts

To add a new user to your organization:

1. Click Invite User

2. Enter their email address

3. Assign a role (e.g., Viewer, Org Member)

4. (Optional) Add to groups

5. Click Send Invite

The user will receive an invitation email to join your Org.

---

Demo: Using the Contacts View

This interactive demo covers:

• Navigating to the Contacts view

• Searching and filtering users

• Viewing user roles and last login activity

• Creating user groups

• Sending user invites

---

Best Practices

• Keep user data clean: Regularly review user details and deactivate old accounts.

• Use groups strategically: Assign users to groups based on function or role to streamline record assignments.

• Audit login activity: Monitor last login to identify inactive users or follow up with invited users who haven’t joined.

• Set roles clearly: Ensure every user has the correct permission level to avoid access issues or compliance gaps.

• Segment vendors and external users: Use roles and groups to distinguish them from core team members.

---

The Contacts view in Unifize is your go-to view for managing users across your organization. From internal team members to external collaborators, it gives you visibility into user details, roles, group memberships, and engagement history. Use it to maintain a secure, organized, and role-appropriate user base—ensuring everyone is aligned and accountable.