Recently I was asked whether contacts may be added to multiple companies. One of the great benefits of Sage ACT! is its flexibility as a productivity tool. You may use Companies to track multiple individuals that are related to a company, but not necessarily employees of the company for example. You can add a single contact to multiple companies; however a single contact may only be linked to a single company. Read on to find out more…
Adding Contacts to Multiple Companies
Imagine Garrett Wilson is a drywall contractor that sub-contracts for many Companies. He has his own company, and subs for several others in our database. You may create a company record for Garrett’s company like this:
1. After creating Garrett’s contact record, click Contacts > Create Company from Contact.
2. This will create a Company record, and link Garrett’s contact to Wilson Drywall.
3. If Garrett also sub-contracts for Yale Construction, you can select the Groups/Companies tab on Garrett’s record and then click Add/Remove Groups.
4. From the “View” list, select Companies.
5. Select the appropriate company (Yale Construction, for example) and click the > to add the Company to the list of Companies that Garrett is a member.
6. Click OK.
Now that Garrett is a member of both, you can either open the Wilson Drywall Company, or Yale Construction Company and view a roll-up of notes, activities and other data for all contacts that are members of the Company. Considering Garrett is not linked, but is simply a member of Yale Construction:
The Company name field on Garrett’s record will be hyperlinked to Garrett’s company named Wilson Drywall, and not the Yale Construction company.
Updates to the Yale Construction Address, Phone, Website, and other linked fields will not be pushed/pulled to Garrett’s record when the Update Linked Contact command is enacted (from the Contacts or Companies menus).
New Activities, and Opportunities will not be associated with Yale Construction in this example, but will be associated with Wilson Drywall automatically. Additionally, Notes and History will not be shared with Yale Construction, but will be shared with Wilson Drywall automatically:
Practically speaking, you will see a roll-up of Garrett’s notes, history, activities, and opportunities on both company records, but if you filter to only view data associated/shared with the Company, you will only see linked contact’s data:
These are subtle differences, but worthwhile to understand the implications of linking vs. simply adding a contact to a Company. Depending how you use Company records to work with data and document your business relationships, you may find a need to link a single contact to multiple companies.