CounselLink Answer Center for Clients

Creating and Managing Contact Groups

  • Updated

This article covers the following:

You must have the Contact Administrator or Contact Setup role to perform actions on this page.

About the Contact Group Overview Page

The Contact Group Overview page displays detailed information about a Contact Group, including:

  • General group information
  • Assigned matters
  • Sub-groups
  • Contacts within the group

Top Section of the Overview

The main details area displays high-level information about the Contact Group, including activation status, Contact Type, contact information, and several other useful details.

Available actions include:

  • Edit: Click the pencil icon to edit the Contact Group. 
  • Export: Click the download icon to export group information as an .xlsx file.
  • Inactivate / Activate: Click the vertical ellipses to manage the status of the Contact Group.

Tabs on the Contact Group Overview Page

The table below lists the tabs available on the Contact Group Overview page.

Tab Description
Matters Lists matters assigned to the Contact Group. Click a matter name to open its Matter Overview page.
Sub-Groups Lists Contact Groups assigned as sub-groups. You can add or remove sub-groups here.
Contacts

This tab lists the Contacts assigned to the Contact Group. You can manage the contacts on this tab.

  • Add: Add Contacts to a Contact Group.
  • Remove: Remove selected Contacts.
  • Export: Export selected Contacts to .xslx.
  • Create: Select Create Contact under the More Actions drop-down to create a new Contact.
  • Import: Select Import Contacts under the More Actions drop-down to import Contacts into the group.
History Displays a log of all actions performed on the Contact Group.

Creating a Contact Group

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Contacts Groups allow you to organize existing contacts into a group that can then be assigned to a matter or legal hold.

You must have the Contact Administrator or Contact Setup role to create a Contact Group.

  1. You can create a Contact Group from one of two places:

    • Homepage

      Click Create Group in the Contacts panel.

    • Contact Search Page

      Click +Create Contact Group.

    The Create Contact Group page displays.

  2. Complete all fields as necessary.

    Fields marked with a red asterisk (*) are required.

    Field Description
    Contact Type Select one or more types from the drop-down list.
    Contact Group Name* Enter a name for the group.
    Business Name* Enter an organizational title.
    Email Enter an email contact for the group.
    Business Phone Enter a business phone number.
    Fax Enter a fax number.
    Address Enter a physical address for the group.
    City Enter a city.
    Country/Region

    Select from the drop-down list.
    State/Province Select from the drop-down list.
    Zip/Postal Code Select from the drop-down list.
    Description Select from the drop-down list.

  1. Enter the Contact Group Details.

    Field Description
    Business Unit Enter a business unit if not supplied by a custom data feed.
    Record ID Enter the unique identifier assigned at setup.
    Payment Currency Select from the drop-down list.
    Edit Restricted

    Select Yes or No to control deletion permissions.
  2. Optional: Complete any Additional Information fields based on your organization’s configuration.
  3. Click Save.

Importing Contacts into Contact Groups

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You can import Contacts directly into a specific Contact Group instead of importing them separately and then assigning them.

You must have the Contact Setup or Contact Admin role to import contacts into a Contact Group.

Importing Contacts into a Contact Group

  1. Navigate to the Contact Group Overview page.
  2. Click the Contacts tab.
  3. Click More Actions.

  4. Click Import Contacts. The Import Contacts window displays.

  5. Upload your completed template by dragging and dropping the file or clicking Choose a File.
  6. Click Import. 

Imported Contacts are automatically assigned to the selected Contact Group.

An Import Summary page displays totals and any errors.

Adding Contacts to a Contact Group

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You must have the Contact Setup or Contact Administrator role to add a Contact to a Contact Group.

Adding from the Contact Group Overview Page

  1. Navigate to the Contact Group Overview page.
  2. Click the Contacts tab.
  3. Click +Add.

The Search Contacts window displays.

  1. Enter search criteria into the search field.
  2. Click Search.
  3. Select the checkbox by one or more Contacts.

  1. Click Save. 

Adding from the Contact Overview page

  1. Navigate to the Contact Overview page.
  2. Click the Groups tab.

  3. Click +Add.

    The Search Contact Group window displays.

  4. Enter search criteria into the search field.
  5. Click Search.

  6. Select the checkbox by one or more Contact Groups.

  7. Click Save. 

Adding Groups to a Contact Group

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You can combine existing Contact Groups into a larger group.

You must have the Contact Administrator or Contact Setup role to add groups to a Contact Group.

  1. Find the Contact Group Overview page.
  2. Click the Sub-Groups tab.

  3. Click +Add.

    The Search Contact Groups window displays.

  4. Enter search criteria into the search field.
  5. Click Search.

  6. Select the checkbox by one or more Contact Groups.

  7. Click Save. The Contact Group is assigned.

Removing Contacts from a Contact Group

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You must have the Contact Administrator or Contact Setup role to remove Contacts from a Contact Group.

Removing on the Contacts Search Page

  1. Navigate to the Contact Group Overview page.
  2. Click the Contacts tab.

  3. Click Remove.

  4. Click Yes, Remove on the confirmation window. 

Removing on the Contact Overview Page

  1. Navigate to the Contact Overview page.
  2. Click the Groups tab.

  3. Click Remove.

  4. Click Yes, Remove on the confirmation window.

Removing a Sub-Group from a Contact Group

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  1. Navigate to the Contact Group Overview page.
  2. Click the Sub-Groups tab.
  3. Select the checkbox next to the group(s).

  4. Click Remove.

  5. Click Yes, Remove on the confirmation window.

Deleting One or More Contact Groups

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Deleting a Contact Group removes it from matters and legal holds but does not delete the individual contacts within the group.

Important considerations:

  • Contacts within the group remain active.
  • If assigned to a matter, the group is removed from the Participants tab.
  • If assigned to a legal hold, individual custodians remain assigned.

You must have the Contact Administrator or Contact Setup role to perform this action.

  1. Find the Contact Group(s).

    Use the Type filter to select only Contact Groups in your search results.

  2. Place a check mark by the group(s).

  3. Click Delete Contact.

  4. Click Yes, Delete in the Delete Confirmation window.