Contacts in KEBS represent the individual people you interact with at client organizations. This guide covers how to view and search your contact list, create new contacts linked to accounts, use persona segmentation and filters, mark favorites, and manage activities and attachments on contact records.
Contacts List & Persona Segmentation
Get an instant overview of all your contacts segmented by persona type — so you can quickly find the right people and focus on the segments that matter most to your deals.
Navigate to Contacts from the left sidebar (or via More apps). The Contacts module opens with a list view showing all your contacts and persona-based summary cards at the top.
Persona Cards
The colored summary cards at the top of the Contacts page group your contacts by persona type. Each card shows the persona name and the number of contacts in that segment. Click any card to filter the list below to that segment only.
| Persona Card | Description |
|---|---|
| Commercial | Contacts involved in sales, business development, and commercial partnerships |
| R&D | Contacts in research and development roles |
| Clinical | Contacts in clinical operations or clinical research |
| Manufacturing | Contacts in manufacturing, production, or supply chain |
| Media | Contacts in media, communications, or marketing roles |
| Entertainment | Contacts in the entertainment vertical |
| Others | Contacts that don’t fall into a specific persona category |
Contact List Columns
The contact table displays key information for each record:
| Column | Description |
|---|---|
| ID | System-generated unique contact identifier (e.g., #CID 51766). Sortable. |
| Is Important | Star icon — click to mark a contact as a favorite for quick access. |
| Name | Full name of the contact (clickable link to open the contact detail page). |
| Primary email address of the contact. Sortable. | |
| Reports To | The person this contact reports to within their organization. |
| In Account | The account (company) this contact belongs to (clickable link to the account). |
Toolbar Actions
The toolbar above the list provides quick actions for managing contacts:
- Search Contacts: Type a name, email, or keyword to instantly find contacts across all fields.
- Filter: Open the advanced filter panel to narrow results by account, owner, date, or email (see next section).
- Customize: Choose which columns are visible in the contact table.
- Download: Export the contact list as a downloadable file.
- Settings: Configure persona cards and display preferences.
- Version: View version history and change logs.
Filtering & Searching Contacts
Quickly narrow down large contact lists using multi-criteria filters — find contacts by account, owner, creation date, or email in seconds.
Click the Filter button in the toolbar to open the advanced filter panel. The panel displays multiple filter columns side by side, allowing you to combine criteria.
Available Filter Columns
| Filter | Description |
|---|---|
| In Account | Filter by the associated account (company). Select one or more accounts from the list. Use the search icon to find specific accounts quickly. |
| Contact Owner | Filter by who owns the contact record in KEBS (e.g., James Cooper, KEBS Support). |
| Created By | Filter by who originally created the contact record. |
| Created On | Filter by when the contact was created — options include Current Year, Previous Month, This Month, and This Week. |
| Filter by specific email addresses or email domains. |
Filter Panel Features
- Filters tab: The main filtering view with all criteria columns displayed side by side.
- Sort tab: Switch to sorting mode to reorder the contact list by any column.
- My Filters tab: Access your saved custom filter combinations for one-click reuse.
- Search within filters: Each column has a search icon (🔍) — use it to quickly find values within long filter lists.
- Apply filters: Click the checkmark button (✓) to apply your selected filters. Click the red X button to clear all filters.
Configuring Persona Cards
Tailor the Contacts dashboard to show the persona segments most relevant to your role — focus on the categories that drive your pipeline.
Click Settings (gear icon) in the Contacts toolbar to open the persona card configuration panel. Here you can choose which summary cards appear at the top of your Contacts page.
How to Configure Persona Cards
- 1Click Settings in the Contacts toolbar to open the configuration panel.
- 2The panel displays all available Persona Cards in a grid layout. Each card shows the persona name and the number of contacts in that segment.
- 3Cards shown on your page appear with a pink/red background. Click any card to toggle its visibility on or off.
- 4Click the save icon (floppy disk icon in the top-right corner) to save your configuration.
- 5Close the panel. The Contacts page now shows only your selected persona cards.
Available Persona Segments
| Persona | Typical Use | Count (Example) |
|---|---|---|
| Commercial | Sales and business development contacts | 398 |
| R&D | Research and product development contacts | 88 |
| Clinical | Clinical operations and research contacts | 199 |
| Manufacturing | Production and supply chain contacts | 32 |
| Media | Communications and marketing contacts | 210 |
| Entertainment | Entertainment industry contacts | 0 |
| Gaming | Gaming industry contacts | 0 |
| Information | IT and information services contacts | 0 |
| Others | Contacts not classified in other personas | 365 |
Creating a New Contact
Build a complete, organized contact database by creating contacts properly linked to their accounts — ensuring your CRM data stays clean and connected.
There are two ways to create a new contact in KEBS:
Method 1: Using the Global Create Button (+)
Click the + (plus) button in the top navigation bar from anywhere in KEBS. A dropdown appears with quick-create options organized by category.
Under the Sales section, click New Contact to open the Create Contact form. The same menu also provides quick access to create accounts, leads, and opportunities.
Quick Create Menu Options
| Category | Available Quick Actions |
|---|---|
| Sales | New Account, New Lead, New Opportunity, New Contact |
| Miscellaneous | New CTA, New Resource Request, Associate Details, New Meeting |
| Admin | App Token |
Method 2: From the Contacts Module
Navigate to the Contacts page and the + (plus) button is also available in the global navigation while you’re on the Contacts page.
Filling Out the Create Contact Form
The Create Contact form is divided into sections:
Account Association
| Field | Description | Required |
|---|---|---|
| In Account | Select the account (company) this contact belongs to. This links the contact to an existing account in your CRM. | Yes |
| Is Important | Check this box to mark the contact as a favorite. Important contacts are highlighted with a star in the list view. | No |
Contact Details
| Field | Description | Required |
|---|---|---|
| First Name | The contact’s first name. | Yes |
| Last Name | The contact’s last name. | No |
| Value Chain | Select the persona / value chain segment for this contact (e.g., Commercial, R&D, Clinical). This determines which persona card the contact appears under. | No |
| Job Title | The contact’s job title or designation at their company. | No |
| Primary email address for the contact. | Yes | |
| Mobile Number | Contact’s phone number. Click the phone icon to initiate a call. | No |
| Reports To | Select the person this contact reports to within their organization (dropdown from existing contacts). | No |
| Contact Owner | The KEBS user responsible for managing this contact. Defaults to the logged-in user. | Yes |
| Overview | Free-text field for notes, context, or background information about this contact. | No |
Steps to Create a Contact
- 1Click the + button in the top navigation and select New Contact under Sales.
- 2Select the In Account — choose the company this person belongs to from the dropdown.
- 3Enter the First Name and Email (required fields).
- 4Fill in optional details: Last Name, Job Title, Mobile Number, Value Chain, and Reports To.
- 5Verify the Contact Owner (defaults to you) and optionally check Is Important to star the contact.
- 6Add any relevant notes in the Overview field.
- 7Click the submit button (red checkmark icon at the bottom) to save the contact.
Marking Favorites & Important Contacts
Keep your key contacts — decision-makers, champions, and stakeholders — just one click away so you never lose track of the people driving your deals.
KEBS lets you mark any contact as “Important” using the star icon in the Is Important column of the contact list. There are two ways to do this:
From the Contacts List
- In the contact table, find the Is Important column (star icon).
- Click the star next to any contact to toggle it on (filled star) or off (empty star).
- Starred contacts can be filtered and sorted to the top of your list for quick access.
From the Create Contact Form
- When creating a new contact, check the Is Important checkbox at the top-right of the form.
- The contact will be starred immediately upon creation.
Logging Activities on Contacts
Maintain a complete interaction history for every contact — ensuring nothing falls through the cracks and your team has full context for every conversation.
Once a contact is created, you can log activities directly on the contact record. Open any contact by clicking their name in the list view, then use the activity section on the contact detail page.
Activity Types
| Activity | Description |
|---|---|
| Tasks | Create follow-up tasks tied to a contact — e.g., “Send proposal to Ken Lucas” or “Follow up on contract review.” Tasks have due dates, priority, and assignees. |
| Meetings | Log scheduled or completed meetings with the contact. Record the date, time, attendees, agenda, and meeting notes. |
| Calls | Log phone call interactions — record the date, duration, purpose, and outcome of the call. |
| Emails | Track email correspondence with the contact. Log sent and received emails for a complete communication trail. |
How to Log an Activity
- 1Open a contact by clicking their name in the Contacts list.
- 2Navigate to the Activities section on the contact detail page.
- 3Click the appropriate activity type (Task, Meeting, Call, or Email).
- 4Fill in the activity details — date, description, outcome, and any notes.
- 5Save the activity. It now appears in the contact’s activity timeline.
Managing Contact Attachments
Keep all contact-related documents — contracts, proposals, business cards, meeting notes — in one place so your team always has the right context.
Each contact record in KEBS can hold file attachments. This is useful for storing documents, scanned business cards, signed agreements, or any file relevant to the contact.
How to Add Attachments
- 1Open a contact by clicking their name in the Contacts list.
- 2Navigate to the Attachments section on the contact detail page.
- 3Click Add Files to browse and upload documents from your computer.
- 4The uploaded file appears in the attachments list with the filename, upload date, and size.
Common Attachment Use Cases
- Business cards: Scan or photograph a business card and attach it to the contact for reference.
- Signed contracts: Upload signed agreements or NDAs linked to the contact.
- Meeting notes: Attach detailed meeting notes or presentation decks shared during interactions.
- Proposals: Store proposal documents sent to this specific contact for deal tracking.
Updating, Deactivating & Reactivating Contacts
Maintain a healthy CRM by keeping contact information up to date, deactivating stale records, and reactivating contacts when they re-engage.
Updating a Contact
- 1Click the contact’s name in the Contacts list to open their detail page.
- 2Edit any field directly on the detail page — name, email, phone, job title, account, reports to, or value chain.
- 3Save your changes. The contact record is updated immediately and reflected across all linked accounts and opportunities.
Deactivating a Contact
- Deactivation soft-deletes the contact — the record is hidden from active lists but preserved in the system for historical reference.
- Deactivated contacts no longer appear in persona card counts or active search results.
- Use deactivation when a contact leaves their company, becomes unresponsive, or is no longer relevant to active deals.
Reactivating a Contact
- If a deactivated contact becomes relevant again (e.g., they join a new client company), you can reactivate them.
- Reactivated contacts reappear in the active list, persona cards, and search results with their full history intact.
