What are Contacts?
A contact in Kaana represents:
Team members and colleagues
Client stakeholders
Vendor representatives
External consultants
Any person you interact with
Contact Types
Type | Description |
Internal | Your organization's employees |
External | Outside parties (clients, vendors) |
Client | Customer contacts |
Vendor | Supplier or service provider contacts |
Viewing Contacts
Contact Directory
Navigate to Contacts to see all contacts.
The directory shows:
Name
Email
Phone
Company
Type
Filtering
Filter contacts by:
Type - Internal, external, client, vendor
Company - Specific organization
Active Status - Active or inactive
Searching
Search by:
Name
Email
Company
Phone number
Contact Details
Click on a contact to view:
Full name and title
Contact information (email, phone)
Company and department
Organization associations
Project involvement
Activity history
Creating Contacts
Add a Contact
Navigate to Contacts
Click + New Contact
Fill in the details:
Full Name - Person's name
Email - Email address
Phone - Phone number
Company - Where they work
Title - Job title
Department - Their department
Type - Internal, external, client, vendor
Click Create
Quick Add
When adding contacts elsewhere (projects, organizations):
Click + Add Contact
Click Create New
Enter minimum details
Complete the profile later
Linking Contacts
To Organizations
Associate a contact with organizations:
Open the contact
Click Link to Organization
Select the organization
Set their role
To Projects
Add contacts to project teams:
Open the project
Go to Team or Contacts
Click Add Member
Select the contact
Contact Roles
When linking contacts, specify their role:
Project Manager
Technical Lead
Executive Sponsor
Subject Matter Expert
Stakeholder
Custom roles
Editing Contacts
Open the contact
Click Edit
Update any field
Changes save automatically
Deactivating Contacts
Instead of deleting, deactivate contacts:
Open the contact
Click Edit
Toggle Active to off
The contact is hidden from active lists but preserved
Deleting Contacts
Open the contact
Click the ... menu
Select Delete
Confirm deletion
Note: This removes all associations and cannot be undone.
Importing Contacts
Import multiple contacts from a file:
Go to Contacts
Click Import
Download the template
Fill in your contacts
Upload the file
Review and confirm
Best Practices
Keeping Data Current
Update contact info when it changes
Deactivate contacts who leave organizations
Verify email addresses
Avoiding Duplicates
Search before creating new contacts
Merge duplicates when found
Use consistent naming
Complete Profiles
Include email at minimum
Add phone for key contacts
Specify company and title
Organization Links
Link contacts to their organizations
Update when people change companies
Track multiple affiliations