How to Add, Merge, Export, and Delete Contacts

On TaxDome, you use the Contacts feature to store the personal data of everyone your firm interacts during the course of business. Whether it is the details of an individual or a company. The email addresses listed in your contacts allow clients to have portal access to TaxDome; without one, they can’t log on. The feature is also useful for storing the personal details of coworkers, prospective clients, partners, and clients’ family members. 

Here, we show you how to maximize your use of Contacts.

Covered here:

Adding Contacts 

New contacts can be added by a firm owner or any team member who has been given access rights to manage contacts.

Whenever you create a new account on TaxDome, you’ll need to add a contact for it:

1. Click on the + NEW button in the left sidebar menu, then select Contact from the pull-down menu.

2. Enter the person’s first, middle, and last name. 

3. That’s it! Just click CREATE to save the contact.

Plus, you can also...

  • ...enter more details in the default or custom fields. Learn how to add custom CRM fields
  • ...add notes about a contact (a job title, a spouse’s name, or a birthday, for example).
  • ...assign tags to help organize your contacts. All tags are available in the Personal Details window (learn more about tags here).

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Importing Contacts

There are two ways to import contacts to TaxDome:

  • Import a vCard file (below): This option allows you to import contacts from email applications only, but you won’t be able to customize.
  • Import a CSV file (see our Import article): This option is more involved. You’ll need to map: This means matching properties from a spreadsheet—such as name and address—to the corresponding fields on TaxDome. While you map your contacts, you can also create new accounts. 
Importing From an Email Application Using a vCard file

To import your contacts from an email account to TaxDome, you first need to export your contact list to your desktop as a vCard file. Once you complete this step, you’re ready to import. If you have custom fields in your contacts, they are replicated on TaxDome.

1. Exporting a Contact List From an Email Application

Contact-exporting options are available from all email applications. Below, we offer instructions for Apple Mail, Gmail, and Outlook. If you have any difficulties, please reach out to our support team! We’re here to help. 

  • Exporting a Contact List From Apple Mail
  • Exporting a Contact List From Gmail
  • Exporting a Contact List From Outlook

Exporting a Contact List From Apple Mail

In the Contacts application on your Mac, go to File, Export, then select Export vCard. You can also choose Edit, and then Select All to select all cards for export. The contacts are then exported as a vCard file (.vcf) to your desktop. 

Exporting a Contact List From Gmail

Go to Gmail, click on the Google apps icon in the upper right-hand corner, then click Contacts. In Google Contacts, click Export in the left sidebar menu, select vCard in the pop-up, then click Export. The contacts are then exported as a vCard file (.vcf) onto your desktop.

Exporting a Contact List From Outlook

Outlook doesn’t support the vCard format, which is what you need to import your contacts to TaxDome. 

However, follow this workaround to get your Outlook contact list into the right format: 

1. Export your contacts to a .csv. file: Go to File, then to Open & Export and select Import/Export. Choose the Export to a file option from the list, select Comma Separated Values, then follow the wizard to download a .csv file to your desktop.

2. Open your .csv file in Excel to make sure that contacts have standard field names, such as Name and Email Address. Rename them if needed.

3. Import your .csv file to Gmail: Go to Gmail, click on the Google apps icon in the upper right-hand corner, then click Contacts. Once you are in your Google Contacts, click Import in the left sidebar menu, locate the .csv file on your desktop, then click Import. The contacts will then be imported to Gmail with a data label.

4.  Export your contacts from Gmail to a .vcf file: Click Export in the left sidebar of your Google Contacts, select your recently imported contacts, choose the Export as vCard option, then click Export. You will now have a vCard file (.vcf) of your Outlook contacts on your desktop.

2. Importing a Contact List to TaxDome

Once you’ve exported your contact list from your email application in vCard format (.vcf) to your desktop, you’re ready to start importing it to TaxDome. 

On TaxDome, go to the Contacts tab in the Clients section, click on the IMPORT VCARD button, locate the .vcf file on your desktop, then select it.  If you have a lot of contacts, the import process may take a while. When you’re done, you’ll get a notification with the import results. 

Contacts are skipped if TaxDome can’t interpret data in one of the fields. 

Merging Duplicate Contacts 

Contacts are considered duplicates when you have more than one contact with the same email address, phone number, andname and there are no conflicting fields among them. If you end up with duplicate listings, you can merge them either automatically or manually. If you merge two or more contacts that are linked to different accounts, the resulting contact will still be linked to those accounts.

Which Contacts are Flagged as Duplicates

Contacts are considered duplicates when the completed fields all contain the same data. Contacts are still flagged as duplicates when one or more has less completed fields, as long as all of the provided data matches.  

In the example below, the two contacts wouldn’t be flagged as duplicates because their data doesn’t fully match.


Contact 1:

First Name: Bob  
Last Name: Smith
Contact Name: Bob Smith
Phone: (555) 555-5555

Contact 2:

First Name: Bob
Last Name: Smith
Contact Name: Bob Smith
Phone: (444) 444-4444

First Name: SAME
Last Name: SAME
Contact Name: SAME
Phone: DIFFERENT

In the example below, the two contacts would be flagged as duplicates because all their available data matches, even though the first has less.

Contact 1:

First Name: Bob  
Last: Smith
Contact Name: Bob Smith
Phone: (555) 555-5555

Contact 2:

First Name: Bob
Last Name: Smith
Contact Name: Bob Smith
Phone: (555) 555-555
DOB: 8/1/1955
Address: 123 Main St.
Phone 2: (995) 222-444
Best Time to Call: 8 p.m.

First Name: SAME
Last Name: SAME 
Contact Name: SAME 
Phone: SAME
DOB: MISSING FOR CONTACT 2
Address: MISSING FOR CONTACT 2 
Phone 2: MISSING FOR CONTACT 2
Best Time to Call:
MISSING FOR CONTACT 2 

Though some data is missing for Contact 2, all of its available data matches Contact 1, so they are flagged as duplicates. 

How to Best Update Contact Information With Additional Imports

If you would like to update your contact information with a new import, follow these guidelines: 

  1. Export your existing contacts. For commonly used applications, find the details here.
  2. Add any additional columns to your spreadsheet for info you’d like to include (e.g., DOB, Address, Phone 2, or Best Time to Call).
  3. Do not modify the existing columns. See Which Contacts Are Flagged as Duplicates above to see which contacts won’t merge.
  4. Import your contacts as described here. Map fields exactly as you did before, plus add the new ones.
  5. When you get to the linking-accounts step, do not select any fields if you don’t wish to link contacts to accounts.
  6. Once the import is completed, you’ll see a duplicates report.
  7. Click the MERGE DUPLICATES button. 
  8. If the new contacts are exactly the same as the old contacts—but with additional fields added—they will successfully merge.

How to Merge Duplicate Contacts Automatically

To merge all of them at once:

Go to the Clients section, open the Contacts tab, then click the MERGE DUPLICATES button. The MERGE DUPLICATES button will be displayed only if TaxDome has found duplicates (your contacts are scanned hourly for duplicates).

To merge them one by one:

1. Go to Clients, open the Contacts tab, then click on a contact’s name in the list. If TaxDome finds a duplicate listing for a contact, a Duplicates section is displayed on the right. 

2. Click the bracket-arrow icon to the right of the duplicate’s name to merge it. All fields from a duplicate listing are copied to the main contact, and the extra one is deleted.

How to Merge Duplicate Contacts Manually

If your contacts have conflicting fields, but you still consider them duplicates, merge them manually. 

Note:

  • If some of the duplicates’ matching fields contain data, select the data you want to keep for the resulting contact.
  • If the duplicates’ matching fields contain different data, select the data you want to keep for the resulting contact.

    For example: There are three contacts for the same person. In the First Name field, the first says “Mike”; the second, “Michael”; and the third, “M.” Select the first name you prefer for the resulting merged contact. Once you save it, the others are deleted. 
  • If any of the contacts are linked to one or more client accounts, the resulting contact is still linked.
  • Once contacts have been merged, they cannot be unmerged. However, you can always create a new contact.
When merging manually, duplicates shouldn’t have conflicting fields. If they or you’ll lose data.

To merge contacts manually: 

1. Go to Clients, open the Contacts tab, then select the checkboxes to the left of the contacts you want to merge.

2. Click on the Merge selected link.

3. You’ll see the fields for the person’s contact information. Carefully review each field by clicking on it and selecting the information you want to keep.

4. Then click SAVE.

Your Contact List

A firm’s entire contact list is available to both the firm owner and any team member who has been given access rights to view all contacts. Otherwise, team members can view only the contacts linked to their assigned accounts.

To see your contacts on TaxDome, go to Clients and open the Contacts tab. Here, you can view the names, email addresses, phone numbers, company names, and assigned tags of all your contacts.

You can filter a contact list...

  • ...by the date and time contacts were imported. This shows them according to when they were added. Once you filter the list, apply bulk actions if needed (such as merging selected ones). Use the FILTER button, then select an option by clicking in the Imported at field.
  • ...by using several tags or no tags. Click on a tag to see all contacts with that same tag or use the FILTER button. For more on tags, go here.

Or you can sort the contact list by name, phone number, or company: Click on the up-down arrow to the right of the header for the column you want to sort.

Exporting Contact Lists From TaxDome

To export a contact list to CSV, click on the Export Contacts button, then save a CSV file to your computer. This will save all contact data including custom CRM fields.

Tip: You can filter your contact list using tags before you export.

Searching for Contacts

To search for a specific contact using a keyword from any field:

  • In the top left of the Contacts section, click on the search button. In the slide-out, enter the keyword into the search field and press enter on your keyboard. The contact list is then narrowed accordingly. Click the cross icon in the search field to clear it.
  • Click the search button on the left sidebar on any page, type in the search field, then navigate to the Contacts tab.

Editing Contacts

To make changes to a contact’s details, go to Clients, open the Contacts tab, click on the name of the contact in the list, edit their data, then click SAVE.

You can also get to Contacts via Clients by opening the Info tab in the client’s profile, then clicking on the contact’s link in the Contacts section.

Deleting Contacts

To remove one or more contacts, select the checkbox next to the contacts you want to delete, click the trash can icon in the menu bar, then click CONFIRM. To select all contacts, click the topmost checkbox.

To remove a contact, you can also click on the trash can icon to the right of the contact’s name, then confirm by clicking the DELETE button.

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