Individuals: Add/Edit/Share/Delete Phone Number(s)

Individuals: Add/Edit/Share/Delete Phone Number(s)

1. To add a phone number to an individual contact record, open the record in edit mode.
2. On the Personal Info tab, find the Phone block on the right hand side of the screen.

   

3. If there is no phone number already on file, there will be a blank field for the phone number as pictured above. If there is already a phone number on file, then click the + Add Phone button to add another phone number field (you can add as many phone numbers as you want).

   

   

4. If this is a non-United States phone number, start by clicking on the flag/country code drop down menu and selecting the country. If this is a U.S.-based phone number, USA/+1 populates by default and this step is not necessary.

   

   

5. Type the phone number in the box on the left of the empty row.Type only numbers - do not add parentheses, dashes or other characters. Type only the main part of the phone number. Any extensions will be entered in the field to the right.

   

6. Please Note: there is a watermark on this field suggesting the proper format for the phone number that might be mistaken for an actual phone number/phone number data in the field. Please note the difference in text color of the watermark (light gray) versus an actual phone number (black) in the two screen shots below. You'll also be able to tell the difference by hovering over the phone number box; the watermark disappears and you can see the field is empty (see third screen shot below).
   

   

   

   

7. If there is an extension for the phone number, type that into the Ext. box (this step is optional). In this field, you can precede the extension number with an "x" if you want (e.g. "x106"), but it's not necessary.
   

   

8. Click the Phone Type drop down and select the type of phone number this is (the contact's personal phone number, work phone number, etc.) (see our tutorial on configuring phone types for more information on how to customize this list). If you do not select a Phone Type, the system will assign the type "phone" to the phone number (this is necessary for certain sync operations and cannot be changed/customized). You can have more than one phone number of each type (e.g. you can have multiple work phone numbers on one record).
   

   

9. If you want this phone number to the be primary phone number used in communicating with the contact, check the box to the left of the phone number. There can be only one primary phone number per contact.
   

   

10. There is a hierarchy used by the system for determining which phone number to display in the upper right hand corner of view contact and on view search results (and to pull into reports when using the phone number field on the Contact or Contact with Contact Types table):
    • If any phone number is marked as Primary, that phone number will be used.
    • If no primary phone numberl, then the most recently edited/updated phone number that belongs directly to the contact (not shared to their record from another contact) will be used.
    • If no primary phone number and no direct phone number, then the first shared phone number (phone number shared to the contact's record from another contact) will be used.
11. Click the blue Save button in the lower right to save your changes.

    

12. If you wish to share this phone number to another contact record, click the Share With button underneath the phone number (this can be done at any time - while entering the phone number or at a later date/separate from the entry of the phone number). Please Note: phone numbers can only be shared between contacts in the same household. You must first indicate the contacts are in a household before sharing a phone number to another contact record (see our Individual Contacts: Add Household for more information).

    

13. A box will pop up with a list of all of the contacts that live in the same household as the contact. Click the check mark to the left of the contact(s) you want to share this phone number with.

    

14. Click the black Done button. Be sure to click the blue Save button in the lower right hand corner of the screen to save changes.
    

    

15. You will see that the phone number is now shared to another contact record (on both edit and view contact, on both the sharer's and the sharee's records). See our Individual Contacts: Householding and Shared Communication for more information on shared communications.

    

    

    

16. You can share a phone number with multiple household members/as many household members as you like. You can share each phone number independently/with different people. In the screen shot below, the first phone number is shared with Alia and Betty; the second phone number is just shared with Betty. The third phone number is not shared with anyone. (Please note: phone numbers do not have to be shared with other household members. This is optional).

    

17. To stop sharing a phone number with another contact, click the X to the right of the contact's name where it appears in the Share With area below the phone number.
    

    

18. The X will change into a circular arrow/refresh button. Clicking this will allow you to undo the unshare/reshare the phone number if you clicked the X by mistake.

    

19. To proceed with the deletion, click the blue Save button in the lower right of the contact record to save your changes. The name will be removed from the Share With area and the phone number will no longer appear on the other contact's record.

    

    

20. To Edit a phone number, simply make any changes you want to the phone number and then click the blue Save button in the lower right to save your changes. Edits to shared phone numbers can be made to the phone number from any record that it is shared from or to. The phone type and primary phone number status can only be edited from the sharer's record. See screen shot below for the edits that can be made on the sharee's record.
    

    

21. To Delete a phone number, click the trashcan icon to the right of the phone number, then click the blue Save button in the lower right hand corner of the screen.