Linking contacts to other elements

Links are used to quickly and easily associate related elements such as tasks or appointments with contacts: thus, they establish a relationship between contacts and other elements. You can link all contacts and distribution lists from your personal contact folders as well as from public and/or other users' shared contact folders (provided you have suitable access rights) to arbitrarily many other contacts and/or other elements such as appointments, tasks, or InfoStore entries.

Establishing Links

In order to link to another contact or to another element, select the relevant contact in any view of the Contact module and then click on Start in the Linking panel section.

The title of the Linking panel section will be highlighted to indicate that the linking process is active. Now, you can navigate to the element that you would like to link with the previously selected contact.

Ideally, you use the folders from the folder tree to directly navigate to the element you wish to link. For example, if you would like to link the selected contact to a task from one of your personal task folders, expand the relevant task folder in the folder tree to open this folder and to be able to select a specific task from this folder.

After you have navigated to the relevant folder, select the element you wish to link. Confirm your choice by clicking on the Close function in the Panel. If you happen to have selected an element by mistake that you do not want to link to the contact, click on Cancel instead. Both the Close function and the Cancel function end the linking process.

If you confirm your choice, the selected element is linked to the previously selected contact and the link will be displayed in the Links tab of the detail view for this contact.

Please note that you can always select only one element during the linking process to link it with a previously selected contact. If you would like to link a contact with several elements, repeat the linking process for each element you wish to link to.

Linking contacts to other elements

Links are always bidirectional: If you link contact "A" with task "B", task "B" is automatically linked with contact "A".

If you would like to link contacts from public and/or other users' shared contact folders with other elements, you need read rights for the objects of these folders.

Switching to links of a contact

If you would like to switch to linked elements of your contacts, display the relevant contact first in the Detail view. Then activate the Links tab, select there the link to which you want to switch and then click on the Go to function under the Linking panel section.

Here you switch to the element linked with the contact shown in the detail view. Please note that this may also open another module depending on the type of the linked element. In the example shown in these figures, the element linked with the contact was a task that is managed in the Tasks module; thus, changing to this link also opens the Tasks module at the same time.

Editing elements linked with contacts

If you want to edit the elements linked with a contact, double-click on the linked element you wish to change in the Links tab of the contact's detail view. This takes you to the editing window of the linked element where you can make the desired changes.

Editing elements linked with contacts from public and/or shared folders

If you would like to edit elements linked with contacts from public or other users' shared folders, you need modify rights for the objects of these folders. If these rights have not been granted to you, you cannot edit elements from these folders.

Removing links from contacts

If you would like to remove links from contacts, display the relevant contact first in the Detail view. Then activate the Links tab, select there the link(s) you want to remove from this contact and then click on the Remove function in the Linking panel section.

You will be asked whether you really want to remove the selected link(s). If you confirm this check with OK, the previously selected links are irretrievably deleted from the contact.

Removing links from contacts

When you remove links from contacts, you merely break the connection between the contacts and the linked elements by doing this. The linked elements are not deleted.

If you want to remove links from contacts from public or other users' shared contact folders, you need read rights for the objects of these folders.

If such rights have not been granted to you, the Remove function in the Linking panel section remains deactivated and it is not possible for you to remove linked elements from these contacts.