Contacts

Under Contacts you manage clients, customers, business partners and other people or organizations your team works with. Each contact brings together everything that belongs to it: emails, tasks, deadlines, documents, notes and a timeline. Contacts are visible to the whole team.

The contact list

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1. Search – finds contacts by name, case or content.
2. Filter – Active clients, With open tasks, Deadline today, Deadlines this week, Deadlines this month or Inactive.
3. Sort order – by first name, last name, company, last updated or creation date.
4. New client – creates a contact.
5. Contact – click it to open the contact record.

The columns show the Priority (such as Important or Active), open Tasks, unanswered Mail and the Type: private person, company or association/foundation.

The contact record

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1. Name and type – with a note on whether web research is set up for this contact.
2. Quick actions – Send email, Call, start Web research and Edit.
3. Workflow – the workflow center. Other tabs: Documents (with count and upload), Timeline with all events, and More with master data, notes and tasks.
4. Next action – what to do next, for example review a task.
5. AI summary – a short assessment of the current situation: deadlines, open tasks, unanswered emails.

At the top of the workflow center, tiles count Mail, Tasks, Deadlines, Documents, Notes and Agent runs. Below them, a bar shows the path of a case from Inbox through Context, Task, Deadline and Document/reply to Approval. Today and This week list the upcoming items.

If Clapilot has found information about a company on the web – such as its website, logo or industry – a suggestion appears, and Accept suggestion writes it into the master data.

Creating a contact

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1. Type – private person, company or association/foundation.
2. Name – the last name for people, the company name for companies. Next to it, the Email address.
3. More details – address, phone, tax number, legal form, industry and other fields.
4. Create client – saves the contact.

As you type, Clapilot checks whether the contact already exists. If it finds a similar entry, it offers Open profile or merging the two – so you don't end up with duplicates.

To import many contacts at once, use a VCF file under Settings → Modules → Contacts.

What you can ask the agent

• “Show me all open tasks for Elbtal Logistik.”
• “What's the current status with Perspektive Pflege?”
• “Create a new contact: Hansa Werkbau GmbH, Hamburg, construction industry.”
• “Which contacts have a deadline this week?”