Contacts

Contacts is your register of the people and companies you sell to. Each contact is a person or a company, and either a prospect or a customer. Omnilinker adds contacts by itself when orders are confirmed, and you add the ones you are still selling to by hand. Open Sales > Contacts. You need the Contacts permission. If Contacts is not in the menu, contact management is switched off for your organization, and the page says “The “Contacts” module is disabled”; see Modules and feature availability.

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Types and stages

The type is chosen when the contact is created and cannot be changed afterwards. The stage cannot be edited. It moves from Prospect to Customer by itself when Omnilinker matches an order to the contact: when the order is confirmed, or when you click Create from order data on it (see Contacts created from orders). It never moves back. Choosing a contact on an order with Choose customer does not change its stage.

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The contact list

The list shows 20 contacts per page. Click Name, Type, Stage or Created to sort by it; click again to reverse the order. Click a row to open the contact’s details. The ⋯ menu at the end of a row has Edit, Anonymize (RODO) and Delete, as your permissions allow. To narrow the list:

• The search box finds contacts whose name, e-mail, phone or NIP contains what you type.
• The type and stage lists, set to Type: all and Stage: all, show one type or one stage only.
• Anonymized shows or hides anonymized contacts. It is on by default.

More filters and the CSV export button are not available yet. With only the Contacts permission, the page says “You have read-only access. Create, edit, anonymize and delete actions are hidden.”

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Add a contact

A person needs a first or last name, and a company needs a company name, unless you enter a Display name. You need the Create permission.

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Edit a contact

Open the contact’s ⋯ menu, or its details, and click Edit. Change what you need and click Save changes. The type and stage cannot be changed. You need the Edit permission. An anonymized contact cannot be edited.

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Contact details

Click a contact to open its details on the right. They show:

• the stage, the type and, for an anonymized contact, RODO;
• Identity data: the first and last name, or the company name and NIP;
• Contact: the e-mail address and phone;
• Orders: the number of orders and the date of the last one, with Show orders and New order for this customer;
• Addresses: the delivery and invoice address, or “Not provided”;
• Contact preferences: what the contact has agreed to and what may be sent (see Contact preferences);
• Notes;
• when the contact was created, changed and anonymized.

The buttons at the top are Edit, New order, Anonymize and Delete, as your permissions allow. Close the details with × or Escape. Show orders opens the Orders list filtered to the contact’s orders; the filter appears as a Contact chip. When order management is switched off, the Orders card says “Pending data · Ordering module unavailable” and its buttons are disabled.

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Contact preferences

Contact preferences in a contact’s details shows what the contact has agreed to and what may be sent to each channel: one block for E-mail and one for Phone · SMS. A stopped address blocks that channel only. Do not contact blocks both channels, for service messages and for news and offers, whatever consent was given. A consent belongs to the address it was given for. When you change a contact’s e-mail address or phone number, the consent given for the old one no longer covers the new one, so the channel reads Not given and no news and offers are sent there until you record consent again. Consent history still lists the earlier entry as given, because entries are never edited. Changing only the letter case of an e-mail address changes nothing. A withdrawal stays in force whatever the address. Consent history lists every consent that was given or withdrawn, newest first, with the channel, date, who recorded it, where and under which wording. Entries are never edited or deleted: a change of mind is a new entry, and the latest entry of a channel decides.

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Record or withdraw marketing consent

You need the Manage consent and do-not-contact permission. The actions do not appear on an anonymized contact. Ask the customer first: record a consent only when they have agreed. Withdraw next to a channel’s News and offers row (shown while consent is given there) withdraws consent on that channel only, after you confirm; the other channel is left as it is. Withdraw marketing consent under Contact preferences withdraws it on every channel where it was given, after you confirm. Recording what a channel already says changes nothing. Do not contact is a switch under Contact preferences. Switch it on when a contact asks not to be contacted at all, and off to lift it.

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Allow messages again

When a channel reads E-mail stopped or SMS stopped (for example “E-mail stopped (unsubscribed)”), a button Allow messages again appears beside it for people with the Manage consent and do-not-contact permission. Click it, write under Why are messages allowed again? why (up to 500 characters) and click Allow messages again. Messages to that address or number are sent again from then on. This removes the block only: it does not give marketing consent, and a new bounce, complaint, STOP reply or unsubscribe stops the channel again. The contact then shows who allowed it again, when and why. See Consent and opting out. When you anonymize a contact, the e-mail address and phone number kept with each consent entry are erased. The entries stay, with their dates, places and wording versions, and so do Do not contact and the stopped addresses, so messages do not start again.

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Start an order for a contact

Click New order for this customer in the contact’s details, or New order at the top. Omnilinker creates a draft order linked to the contact, copies the contact’s e-mail, phone and addresses into it, and opens it. See Orders. You need the Create order, Edit order and View personal data permissions in Ordering. If the order cannot be created, the page says “Could not create an order for this contact.” with Back to contacts and Go to orders.

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Contacts created from orders

When an order is confirmed and has no contact yet, Omnilinker looks for one:

1. a contact with the NIP from the order’s invoice details, when the NIP is valid (10 digits with a correct check digit; a leading PL is allowed);
2. then a contact already known by the buyer’s marketplace account (on Allegro, the buyer’s account number);
3. then a contact already known by the buyer’s marketplace login, for contacts created before the account number was recorded. Such a contact learns the account number on this order, and is found by it from then on;
4. then a contact with the buyer’s e-mail address, but only for an order without a marketplace account number. An Allegro address that forwards to the buyer (…@allegromail.pl) is never used to find a contact: Allegro gives each order its own.

If it finds one, it links the order to it and makes it a Customer, and fills in the first name, last name and company name where the contact has none. Otherwise it creates a contact from the order’s buyer, delivery and invoice details, links it, and marks it auto. The new contact is a Customer, and a Company when the order has a valid NIP or a company name. A guest purchase (an Allegro buyer without an account) is never matched to another contact by account, login or e-mail: each such order gets its own contact, unless its NIP matches one. An order without an e-mail address, a NIP, a marketplace account or login, or the buyer’s name gets no contact. A NIP that is not valid, or an e-mail address that is not valid, is left out of the new contact; the order keeps it. The order is confirmed even when this fails. You can also link a contact yourself on the order card with Choose customer, or click Create from order data. Create from order data looks for a contact in the same way and creates one when there is none; the contact becomes a Customer either way, but one created this way is not marked auto. See Customer and buyer details. A contact and its orders keep separate copies of the data: editing a contact does not change its orders, and editing an order does not change the contact.

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Anonymize a contact

Anonymizing erases a contact’s personal data and keeps the record, for example when someone asks you to delete their data under the GDPR (RODO). The contact stays on the list as “Anonymized contact”, with “data erased — RODO” and the date. Its links to orders stay, and the orders keep their own copy of the buyer’s data: to erase it there too, anonymize each order; see Anonymize an order. Anonymizing cannot be undone. You need the Anonymize (RODO) permission.

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Delete a contact

Open the contact’s ⋯ menu, or its details, and click Delete. The Delete contact? dialog asks “Delete contact ”…”? This cannot be undone.” Click Delete contact: “Contact deleted.” You need the Delete permission. The details of an anonymized contact have no buttons; delete it from its ⋯ menu on the list. To erase someone’s data for GDPR reasons, anonymize the contact instead: deleting removes the record, anonymizing keeps it for your records.

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Troubleshooting

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Permissions

The permissions are under Contacts in the role editor. See Permissions reference. Linking contacts to orders uses the order permissions; see Orders.