Last updated: 2025-12-01
Contacts and Businesses - Additional Contact and Business Features
In this topic:
- Mass Assigning a SmartOffice User to Multiple Contacts/Businesses
- Mass Assigning a Primary Advisor to Multiple Contacts
Using Sets
Sets can be used to group contacts and businesses regardless of whether they have traits in common. Sets are useful for tasks such as sending correspondence to groups of people or limiting searches to a specific group of contacts. For more information, see Sets.
Mass Modifying Contacts and Businesses
With Mass Modify, the user can change a specific field in many contacts or businesses at once. For more information, see Lists - Mass Modify.
Mass Assigning a SmartOffice User to Multiple Contacts/Businesses
This feature enables a user with the appropriate user rights to assign one or more SmartOffice users to multiple contacts or businesses. User assignment is a security feature designed to restrict contact access to specific users in the office. For more information, see Office Security.
Mass Assigning a Primary Advisor to Multiple Contacts
The user can designate the same primary advisor for several contacts at once using the Mass Assign Primary Advisor feature.
Privatizing Contacts and Businesses
A user can designate certain contacts/businesses as private so that only specific users in the office can see those records. For more information, see Record Privatization.
Merging Contact/Business Records
The contents of once contact/business record can be consolidated into a second contact/business to create a single, merged record. This is especially useful when duplicate contacts/businesses are discovered in SmartOffice. For more information, see Record Merge.
Converting a Contact/Business
A contact or business can be converted to another record type, such as an advisor or agency record. For more information, see Record Conversion.
Hiding a Contact
Note: This feature is available when Office Security is enabled and when the user is not designated as a Super User.
Contact and businesses can be hidden so that they do not appear in search results. Hidden records are stored in the Hidden Contact area of SmartOffice and can be viewed and/or unhidden from that area.
To hide a contact:
- Perform a contact or business search.
- In the list of search results, tag the contact or business to be hidden.
- Select Menu > Hide Current Contact.
To view/unhide hidden contacts:
- From the SmartOffice side menu, select Utilities > Hidden Contact to open the Hidden Contact List.
- To unhide a record, tag it and select Menu > Unhide Contact(s).
Mass Modifying Area Codes
An area code change can affect the phone numbers of many contacts, businesses and other records in the SmartOffice database. To make these changes in the system quickly, use the Area Code Change utility.
Note: To enable a user to mass modify area codes, an administrator must enable the Mass Area Code Change (Side Menu) user right for the user.
- From the SmartOffice side menu, select Utilities > Area Code Change to open the Area Code Change dialog box.
- Enter the area code to be changed in the Old Area Code field.
- Click the Refresh button to display the phone number prefixes associated with that area code in the Old Area Code Prefixes section.
- Tag the prefixes to which the area code change will apply.
- Enter a value in the New Area Code field and then click the Update button. The dialog box refreshes, and any prefixes affected by the area code change are removed from the Old Area Code Prefixes section.