Nextiva NEXT - Contacts

Accessing the Contacts Area

The Contacts area in NEXT allows you to view, create, edit, and manage contact records.

To access Contacts:

1. Log in to NEXT.

2. In the left navigation, select Favorites, then select Contacts.

The Contacts page opens and displays your existing contacts. From here, you can search, filter, create new contacts, or manage existing ones.

Add a Contact

You can manually create a contact to store customer or internal contact information.  NEXT can also import contacts from a CSV or from Google or Office 365.  For more information, click here.

Before You Begin

• You must choose whether the contact is Public or Private before saving.

• Public contacts are visible to all users in your organization and cannot be changed to Private later.

• Private contacts are visible only to you.

Create a Contact

1. In the left navigation, select Favorites, then select Contacts.

2. Select Add contact.

3. Enter the contact details. Required fields may vary based on your account configuration.

4. Select Public or Private to set the contact's visibility.

5. Select Save.

After saving, the contact appears in your Contacts list based on the visibility you selected.

After Saving

• The contact is immediately available in Contacts.

• If the contact was created from a Shared Inbox, it is saved automatically and persists in Contacts.

• If a duplicate contact is detected, you will see a clear, actionable message explaining the conflict.

Note: Public and Private visibility cannot be changed after the contact is saved. If you attempt to add a contact that already exists, the system displays a duplicate-specific error message.

Find an Existing Contact

1. In the left navigation, select Favorites, then select Contacts.

2. Use the Search bar at the top of the Contacts screen to find a contact by name. Otherwise, scroll through the list using the arrows at the bottom of the screen.

3. Select a contact name to view their details. You can also hover over it to see a quick preview.

Edit a Contact

You can update an existing contact to keep information accurate.

Edit a Contact

1. In the left navigation, select Favorites, then select Contacts.

2. Select the contact you want to edit.

3. In the contact details panel, select the Pencil icon.

4. Update the required fields.

5. Select Save.

After Saving

• The updated contact information is saved immediately.

• The contact panel refreshes automatically to reflect your changes.

If your changes conflict with an existing contact, the system displays a clear, actionable error message explaining what needs to be corrected.

Important: Contact visibility (Public or Private) cannot be changed after the contact is created. Editing a contact does not affect other contacts unless you explicitly merge them.

Delete a Contact

1. In the left navigation, select Favorites, then select Contacts.

2. Use the Search bar to find the contact by name, or scroll through the list.

3. Hover over the contact name to verify it is the correct contact before proceeding.

4. Select the contact. In the contact panel, select the ellipses menu and choose Delete Contact.A confirmation window appears. Note: deleting a Public contact removes it for the entire company.

5. Select Delete.

Delete a Contact From the List View

1. In the left navigation, select Favorites, then select Contacts.

2. Use the Search bar to find the contact by name, or scroll through the list.

3. Select the ellipses menu to the right of the contact name and choose Delete Contact.

4. A confirmation window appears. Note: deleting a Public contact removes it for the entire company.

5. Select Delete.

Bulk Delete Contacts

Only Supervisors and Administrators can bulk delete contacts.

1. In the left navigation, select Favorites, then select Contacts.

2. Select the gray checkbox above the contacts list to select all contacts. You can also use the search bar to filter first, then select the checkbox to select all filtered results.

3. Select Delete from the action bar at the bottom of the screen.

4. A confirmation window appears. Note: deleting Public contacts removes them for the entire company.

5. Select Delete.

Merge Duplicate Contacts

If multiple contacts exist for the same person or share the same information (phone number, email, etc.), merge them to keep your Contacts area clean.

Duplicate Merge Option

Use this option to automatically identify and merge contacts with duplicate information.

1. In the left navigation, select Favorites, then select Contacts.If duplicate contacts exist, a warning appears below the search bar.

2. Select Merge contacts in the warning bar.

3. On the Smart merge duplicate contacts screen, scroll through the list to review highlighted duplicates.

4. Select Merge for contacts you want to combine, or Dismiss to skip. Both actions apply company-wide.

5. Select the radio button next to the contact you want to keep as the primary record.

6. Select the blue Merge button at the bottom of the screen.A confirmation message appears indicating the contacts have been merged.

7. To view additional duplicates, refresh the page or navigate away and return. The duplicate contacts warning reappears under the search bar.

Smart Merge Option

Use this option to manually merge two or more contacts. The Smart Merge option only works if all selected contacts are all Public or all Private.

1. In the left navigation, select Favorites, then select Contacts.

2. Select the checkboxes to the left of two or more contacts you want to merge.

3. Select Smart merge from the action bar at the bottom of the screen.Select the Merge button.

   Note: This action cannot be undone.Select the radio button next to the contact record you want to keep.

4. Select the blue Merge button.

5. The screen refreshes and a success message appears confirming the contacts have been merged.

List View vs. Table View

Switch to List View

1. In the left navigation, select Favorites, then select Contacts.

2. In the upper right corner of the Contacts page, select the List view icon.

   • Note: List View is temporary. Navigating away from Contacts reverts the display back to Table View.

Switch to Table View

1. In the left navigation, select Favorites, then select Contacts.

2. In the upper right corner of the Contacts page, select the Table view icon.

Contact Filter Options

1. In the left navigation, select Favorites, then select Contacts.

2. Select the All Contacts dropdown next to the search bar.

3. Choose a filter option:

   • All Contacts — shows all contacts.

   • Public — shows only contacts visible to your entire organization.

   • Private — shows only contacts visible to you.

4. Select Apply.