Contacts (Address Book)

The Contacts feature in Vodia PBX allows you to manage your personal and shared address books. You can store contact information, categorize contacts, and quickly access calling options for your contacts.

Getting Started with Contacts

Accessing the Contacts List

The Contacts list displays all your available contacts with essential information for quick reference.

Key features of the contact list:

• View contact names and phone numbers
• See company and position information
• Access quick action options for each contact
• Filter and search your contacts
• Manage contact categories

Understanding Contact Types

Contacts in Vodia PBX can have different types:

• Personal Contacts: Your individual contacts (local address level)
• Shared Contacts: Contacts available to all users (domain address level)
• Extensions: Internal contacts within your PBX system

Managing Your Contacts

How to Add a New Contact

1. Click the Add button (+ icon) in the contacts toolbar
2. Fill in the contact details form:
   • First Name and Last Name (required)
   • Position and Company information (optional)
   • Phone Number (required)
   • Mobile Number and Fax Number (optional)
   • Speed Dial Code (optional)
   • CMC (Client Matter Code, optional)
   • Email Address (optional)
   • Contact Type (None, White List, or Black List)
   • Category (select existing or create new)
   • DNC (Do Not Call) setting
   • Custom Ringtone selection
   • Comments (optional)
3. If you have administrator permissions, you can choose to add the contact to the shared address book
4. Click Save to create the contact

note

Required fields are marked and must be completed before saving.

How to Edit a Contact

1. Locate the contact in your contacts list
2. Click the Options dropdown (three dots) at the end of the contact's row
3. Select Edit
4. Update the contact information as needed
5. Click Save to apply your changes

How to Delete Contacts

You can delete a single contact or multiple contacts at once:

Delete a single contact:

1. Find the contact in your list
2. Click the Options dropdown
3. Select Delete
4. Confirm the deletion when prompted

Delete multiple contacts:

1. Select contacts by checking the boxes next to each contact
2. Click the Delete button (trash icon) in the toolbar
3. Confirm the deletion when prompted

How to Call, Text, or Fax a Contact

For each contact, you can quickly initiate communication using the action options:

1. Find the contact in your list
2. Click on the contact row to open contact details, or use the quick action options:
   • Click the Call icon to initiate a voice call
   • Click the Chat icon to send a text message (if SMS is enabled)
   • Click the Fax icon to send a fax (if fax capability is enabled)

tip

You can also drag an active call onto a contact to transfer the call to that contact.

Importing and Exporting Contacts

How to Import Contacts from a CSV File

1. Click the Import button in the contacts toolbar
2. Paste your CSV data into the text area
   • CSV data should have headers and values separated by semicolons (;)
   • Example format: First Name;Last Name;Phone Number
3. Check First Line Contains Headers if your CSV includes a header row
4. If you have administrator permissions, you can choose to import contacts as shared contacts
5. The system will provide a preview of the import and detect the column mappings
6. Adjust the column mappings if needed
7. Click Save to import the contacts

note

If contacts with the same phone numbers already exist, they will be updated rather than duplicated.

How to Export Contacts to a CSV File

1. Optionally, select specific contacts by checking the boxes next to them
2. Click the Export button in the contacts toolbar
3. If contacts were selected, only those contacts will be exported; otherwise, all contacts will be exported
4. Your browser will download a CSV file containing your contacts

Contact Information Details

Available Contact Fields

When adding or editing contacts, you can include the following information:

• First Name: Contact's first name
• Last Name: Contact's last name
• Position: Job title or role
• Company: Organization name
• Phone Number: Primary phone number
• Mobile Number: Mobile phone number
• Fax Number: Fax number
• Speed Dial: Code for quick dialing
• CMC: Client Matter Code for call tracking
• Email: Email address
• Type: Can be set to:
  • None (default)
  • White List (approved contacts)
  • Black List (blocked contacts)
• Category: Custom categories for organizing contacts
• DNC: Do Not Call indicator
• Ringtone: Custom ringtone for calls from this contact
• Comments: Additional notes about the contact

Contact Categories

Categories help you organize your contacts into groups:

• Select from existing categories in the dropdown
• Create a new category by selecting "Add new category" and entering a name
• Filter your contacts by category

Troubleshooting

Common Issues

• Cannot save a contact: Ensure all required fields are completed (First Name, Last Name, and at least one phone number)
• Cannot find a contact: Use the search box to search by name, number, or other details
• Cannot edit a shared contact: You may not have permission to modify shared contacts

Contact Display Issues

If contacts aren't displaying correctly:

• Use the Reload button to refresh the contacts list
• Check if you have the correct permissions to view certain contacts
• Clear browser cache if problems persist

Advanced Features

Contact Interactions with Active Calls

• Drag an active call onto a contact to transfer the call
• When a call comes in from a contact, their information is displayed

Viewing Contact Details

Click on any contact in the list to view their complete details, including:

• All phone numbers (primary, mobile, and fax)
• Action buttons to call, text, or fax the contact
• Complete contact information
• Option to edit the contact (if you have permission)

tip

When adding a new contact from an unknown caller, the system will attempt to pre-fill the name field with any available caller ID information.