How to manage Contacts in a Portfolio or Project Record
Assign one or more Contacts to a Portfolio or Project record to indicate the Contact's relationship to, or involvement with, the record of interest. Once a Contact has been linked to a Portfolio or Project record, it assumes a Contact Role with that record. Use record Contacts to view ownership history, create meaningful Communication entries, generate content in reports, and much more.
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Remove a Contact from a record
Did you know? Contact Role is a special data type that applies only to Contacts that have been assigned to a record (vs. all Contacts). The All Active Record Contacts default view in Data Viewer will show you which active Contacts are related to which records - and what their relationships are - using the Contact Role data type.
Review the Contact List
The Contacts button in the left-side navigation panel of your record will display the number of Contacts associated with the Portfolio or Project record you're working in (it will be blank if there are none). Review the Contact list by clicking on the Contacts button.
How Contacts are ordered
The Contact list follows a nested sorting format to match the setup of its Portfolio or Project record. Contacts are sorted alphabetically within the following categories:
- Related records (if applicable; sorted alphabetically); then
- Active Contacts; then
- Inactive Contacts
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This is a Property record with no related Parcels or Groups. The Contacts are simply listed alphabetically by Display Name. |
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This is a Property record with three Relationships (related records). The related records are sorted alphabetically. Within each related record, the Contacts are sorted by Active/Inactive (blue/gray), then alphabetically by Display Name. |
Advanced Tip: In complex scenarios you may have a parent Portfolio record comprised of several child records, where the child records are separate Stewardship Sites. If there is a common landowner amongst the child records, that Contact should be added to each Stewardship Site rather than to the parent record. This means you will see that contact listed several times in the parent record - and that's OK!
Add, Edit, or Remove a Contact in a record
Prerequisites:
You must have sufficient permissions to add, edit, or remove Contacts. You will also need sufficient permissions to edit Portfolio and/or Project records.
Read more about how to configure permissions HERE.
How to add a Contact to a record
- Click on the Contact button in the left-side navigation menu.
- Click Add Contact in the top of the list that appears.
- In the pop-up window that appears, select the Contact from your existing list, or click Add New to create a new Contact.
- Select one or more tags for the Contact. The tag assigns a Contact Role to this Contact.
Contact Tags are established in Settings > List Items > Portfolio > Contact Tags. You must be an Administrator to access Settings.
- Click OK. A new side panel will open on the left to display the full Contact card information. Read on to learn more about editing the available fields.
"Do I add a Contact to the Property or the Project?"
Property records (a type of Portfolio record) are designed to capture information that relates to your perpetual interest in the land, while Project records are designed to capture moments in time — the process of acquisition, for example. So when you're adding Contacts, think about whether a future steward will need to know about that Contact 20, 50, or 100 years from now! If the answer is "No," that Contact might belong to the Project instead of to the Property.
How to edit a Contact in a record
- Open the Contact list and click on the Contact you need to edit.
- Click Edit contact role details to change information about this Contact's relationship to the Portfolio or Project record.
| Field | Description |
|---|---|
| Tags | Describe the relationship between the contact and the record |
| Active since | When the Contact's relationship with the record began |
| Make inactive/Inactive since | When the Contact's relationship with the record ended |
| Relationship notes | A place to enter notes about the Contact's relationship with the property. |
Advanced Tip: Relationship Notes is a good place for capturing the ID number that another organization assigns to a property if that number differs from your own ID number. You can then easily pull this number into monitoring reports, letters, etc.
- Click Edit contact details to change name-related information, or Edit in any of the relevant cards to change Addresses, Emails, or Phone Numbers. You can also add new Addresses, Emails, or Phone numbers by clicking the + (plus) buttons in those cards.
Descriptions of Contact record fields — and suggestions for common scenarios, like "How do I enter the name of a couple?" — are available HERE.
How to remove a Contact from a record
There are two ways to remove a Contact. Either action will only remove the association between the Contact and record - it will not delete the Contact from Landscape.
- Open the Contact list and hover your mouse over the contact you wish to remove. Click on the trash can icon that appears in the top right corner of the Contact card.
OR
- Open the Contact list and click on the Contact you need to remove. Click on the trash can icon in the top right corner of the Contact Role Details section.
A note about Communications
Adding a Contact to a Portfolio or Project record does NOT automatically filter the visible Communications in the Contact card to just those associated with that record. To see Portfolio- or Project-specific Communications, navigate to that record's Communications tab.
Read more about Communications HERE.