Contacts & Organizations

Power users decide what roles people play on a record, how they can be reached, and how addresses and identities are checked.

Contact roles

A contact role (contact template) defines one way a person or company relates to a record, for example the applicant on an application, the customer on an order, or an opposing party on a case.

Setting	Property	Purpose
Name	ContactTemplate	The role’s label, shown when adding a contact.
Type	ContactTemplateType	A grouping you define for reporting and filtering.
Applies to	AppliesTo	The kind of record the role belongs to.
Repeatability	Repeatable	How many contacts of this role a record may have: exactly one, one active at a time, or many.
Partner security	ExtranetEnabled	Whether contacts in this role take part in partner (extranet) security.
Custom statuses and types	CustomStatusList / CustomTypeList	Lets the role define its own statuses and types instead of the standard lists.

These settings work the same way for every template; see Templates. Use Copy on a role’s summary page to start a similar one.

Contact method types

Contact method types (such as Email and Phone) are a list you maintain, so you can add types like a fax or portal username. Each method stores a value, a primary flag, valid start and valid end dates, and the source it was verified against.

Every type can be set directly when a contact is saved: a field named after the type (Email, Phone) creates the contact’s method of that type, or updates it if one already exists. This is what makes simple imports and web forms work without a separate step for each phone number.

Contacts used as message template recipients can also hold two special types:

Type	Value	Resolves to
XPath	An expression against the record’s data	An address from the record, such as its primary party’s email
Method	A method signature	Every email address the method returns

See Messaging for how templates use them.

Address validation

Normalize sends a contact’s address to your configured mapping providers and, if a match is confident enough, rewrites the address, city, state, postal code, and country, and stores latitude, longitude, the verifying source, and the date.

• Confidence is scored from 0 to 100, where 100 matches every part of the address. The default threshold is 80; pass Confidence to change it, or Provider to choose which mapping providers to try.
• Apartment and unit details are stripped before lookup, so they don’t lower the match.
• Run it on selected contacts, from a workflow step, or on a schedule.

Identity and compliance

• Social Security numbers are stored with a separate last-four field and displayed masked. Revealing the full number requires the UnmaskSSN permission, and every reveal writes a security log entry naming the user and the contact.
• Name matching compares two names and returns a 0 to 100 confidence that they belong to the same person or company, which helps when deciding whether an incoming record matches an existing contact.
• Military status checks can be queued for any set of contacts; each contact records its status, source, and verified dates. See Military Search.

Licenses

A license records a credential held by a contact or organization:

Field	Purpose
ProfessionalLicenseType	The kind of credential; forms are provided for licenses, insurance certificates, and W-9s
Effective / Expires	When it’s valid, so expiring credentials can be found with a search or worklist
VerificationType, VerifiedDate, VerifiedBy	How, when, and by whom it was checked
AttachmentID	The supporting document
GeographyID	The jurisdiction that issued it

Collections: teams, lists, and labels

A collection is a named group of members drawn from one kind of record (its source object), built from a collection template:

• Teams are collections of users, used to assign work and grant access.
• Distribution lists are collections that a message template can send to as To, Cc, or Bcc.
• Labels are collections of records; searching for a label’s name finds its members.

Members can carry effective and expiry dates and a priority, so a team can change over time without losing its history. A collection’s description can also guide AI classification.

Organizations and registration

Organizations are shared across records, own users and teams, and can carry their own configuration overrides. They’re the anchor for partner security: clients and vendors see only the records their organization is granted. See Security.

Organizations can register themselves when you allow it: the registration operation creates the organization and its first user, can start a process for onboarding, and emails the new user to set a password.