Documentation

Add-on Description

CRM Contact List add-on is a CRM tool that allows you to keep the list of your business contacts in Confluence. Besides keeping the list of your business contacts, you can freely mention them on your Confluence pages while writing reports on business trips, meetings and so on.

Add-on Installation

Add-on can be installed directly from Marketplace or by uploading the add-on package (*.OBR) in the Manage Add-ons sections of Confluence.

Add-on Configuration

Add-on allows you to configure the following:

  • permissions for Confluence and anonymous users
  • manage custom fields for contact data
  • configure the contact mention mask for Confluence users and anonymous users

Management of Restrictions and Permissions

After installation of the add-on you need to define two types of restrictions:

  1. Navigate to Confluence Administration > CRM Contact List Settings.
  2. On the opened page you can define restrictions and permissions for Confluence users and for anonymous users
  3. For Confluence users you can configure the following restrictions:
    1. Contact List Management – specify users or user groups who can manage contacts in Contact List.
    2. Contact Details Viewing – specify users or user groups who can view detailed information about the contact. By default, only the full name of the contact is displayed.
  4. For anonymous users you can define the appropriate permission level. The higher level of permissions inherits permissions of the previous level. You can allow anonymous users the following:
    1. Level 0: No permissions granted
    2. Level 1: View basic contact data (full name)
    3. Level 2: View detailed contact data (view all information about the contact)
    4. Level 3: View the list of contacts (open the Contacts section)
    5. Level 4: Add contacts on pages and view the list of pages where the contact was mentioned
    6. Level 5: Manage contacts
  5. Click Save when configuration is complete for Confluence or anonymous users.

Management of Custom Fields

You can create custom fields that will be further displayed in the Add / Edit Contact forms. Custom fields allow you to specify additional information about contacts.

  1. Open Confluence administration.
  2. Open the add-on configuration section.
  3. Switch to the Custom Fields tab.
  4. Enter the field name.
  5. Enter the placeholder for the custom field (optional).
  6. Click Add.
  7. To modify the custom field, click Edit and update the field name or placeholder.
  8. To delete the custom field, click Delete and confirm the removal.

Deletion of the custom field will cause removal of all the related data stored within this field for all contacts available in the list.

Management of the Contact Mention Mask

You can configure the look of the contact mention mask on Confluence pages. The Contact Mention Mask allows you to use both default and custom fields in it.

You can alternate the contact mention mask for Confluence users with full permissions and for Confluence users with limited access and anonymous users.

  1. Open Confluence administration.
  2. Open the add-on configuration section.
  3. Switch to the Contact Mentions Mask tab.
  4. Configure the contact mention mask. Each field (either default or custom) should be placed within the square brackets. You can use any symbols, numbers or words between them. They will be rendered as is. The incorrectly specified field names are rendered as text in the contact mention mask.
  5. Click Save when complete.

To view the full list of available fields, click icon located to the right side of the input box.

You should use only English names for default fields.

On Confluence pages, the contact mention mask will be rendered, as follows:

Management of Contact List

Only users allowed to manage Contact List can add new accounts, the rest of users can only view the list of added contacts.

On the Confluence menu, select Contacts.

The section with the list of contacts opens. Here you can view the grid of available contacts.

By default, all users (except anonymous users) can open this section and view the available contacts. The set of displayed information varies for users having or not having permissions to view contact details. For the latter, only the full name is displayed.

Only users or users groups listed in Contact List Management restriction can perform actions on actions:

  • add new contacts
  • edit the existing contacts
  • deactivate contacts
  • delete the no longer needed contacts
  • restoring the deleted contact

The search operation is available for all Confluence users and no restrictions affect this operation. Search is performed by full name, email, company name and across all the custom fields.

Adding a New Contact

  1. Open Contacts.
  2. Click Add new account.
  3. In the Create new contact form, specify the following information:
Field Name Data Format Description Required Comments
Full Name Alphanumeric Text field to specify the first name of the contact. Yes
Email Email Text field to specify the email address of the contact. Yes Basic validation of the email address is performed. Email address is used to verify uniqueness of the contact.
Company Alphanumeric Text field to specify the company where the contact works. No
Department Alphanumeric Text field to specify which department the contact relates to. No
Position Alphanumeric Text field to specify position which the contact takes in the company. No
Work Phone Numeric Text field to specify the work phone of the contact. No
Mobile Phone Numeric Text field to specify the mobile phone of the contact. No
Fax Numeric Text field to specify the fax number of the contact. No
Address Alphanumeric Text area to specify address of the contact. No
Website URL Text field to specify the URL of the contact’s website. No
Notes Alphanumeric Text area to specify some information about the contact. No

Click Create, or also select the Create another option to create one more contact.

Editing the Contact

    1. Locate the contact you want to edit.
    2. Point to the contact until the pop-up form opens.
    3. Select Edit.
    4. Make modifications in the contact.
    5. Click Save when complete.

Deactivating the Contact

Deactivation of the contact allows you to preserve all the contact mentions on pages, but disable a capability to add new mentions of this contact on other pages.

  1. Locate the contact you want to edit.
  2. Point to the contact until the pop-up form opens.
  3. Click Actions.
  4. Select Deactivate. The deactivated account becomes grayed out and is displayed in the end of the list with contacts.

Restoring the Contact

  1. Locate the deactivated contact you want to restore.
  2. Point to the contact until the pop-up form is displayed.
  3. Click Actions.
  4. Click Restore. The contact becomes active.

Deleting the Contact

You can delete only contacts that have not been mentioned on Confluence pages. Otherwise you will have to remove all the mentions and only then remove this contact from your list of contacts.

You can delete both active and deactivated accounts.

  1. Locate the contact you want to delete.
  2. Point to the contact until the pop-up form is displayed.
  3. Click Actions.
  4. Click Delete.
  5. Confirm the removal of the contact.

Viewing Details of the Contact

  1. Locate the contact and point to it.
  2. The pop-up form with contact details is displayed.

An alternative way for viewing contact details is clicking the full name of the contact. You will be redirected to the page with contact details.

Only the fields with the specified data are displayed when you hover over the contacts on Confluence pages on in the Contacts section.

Mentioning the Contact

The action of mentioning the contact is performed in the way similar to user mentioning in Confluence. The function of mentioning is mapped to the # key. Up to 5 contacts are are shown in the list of prompted contacts.

Search for possible contact matches is performed by:

  • full name
  • email
  • company name
  1. Open the Confluence page.
  2. Type # and continue entering full name, company name or email of the contact.
  3. Select the appropriate contact from the list of prompted matches.

You can modify the contact name on the page. The link to the contact in Contact List is read-only and cannot be modified.

Viewing the Contact Details on Page

Once the page with the contact mention is saved, hover over the contact for viewing details. The contact mention is displayed according to the configured .

Viewing the List of Pages with Contact Mentions

  1. On Confluence page, locate the contact which mentions you want to view.
  2. Point to the contact.
  3. In the pop-up form, click Mentions.
  4. You are redirected to the Pages Mentioned on page. Here you can view and filter the list of pages where the contact was mentioned. Click the page opens the page part where this contact is mentioned (anchor is used to the first mention of the person). The index page includes both Confluence pages and comments where the contact was mentioned.

An alternative way to view the list of mentioned pages is to open the details of the contact and switch to the Pages Mentioned on section.