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Can I share contacts between different workspaces?

Hello, I'm Zach and I work at a video production company called 12 Stars Media.

We're wanting to access the same contacts (clients) between our leads/deals space and our space that tracks the actual project after the deal stage. Currently, we have to add a contact two times - once in the leads/deals space and once in the project management space.

So, is there a way to have a contact created in one space be shared with other spaces?

Zach Downs Answered

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Hey Zach,

We recommend that you keep contacts in one app in a workspace instead. This could be your client app in your CRM space, you can then use the app reference function to use same contacts across workspaces in your projects. Here's a link: https://help.podio.com/entries/21683251-app-references

Could this work instead?

//Sara - Podio

Sara Høeg Højlund-Rasmussen 0 votes
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I could not find a guide to creating a centralized contact list in Podio, so I wrote my own: http://goo.gl/I0IM7

I hope the guide is helpful to this thread.  I know it has been several months since anyone posted here, but this thread still comes up quite high in searches.

Thanks!

-Todd

Todd Robinson 0 votes
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Hey Todd, good guide, thanks for taking the time to write that up.

I also wrote (a lot shorter) about having the Contacts as an app in this article.

Thanks again for helping everyone out! 

/Gustav - Podio

Gustav Jonsson 0 votes
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//Sara - Podio, There is a problem with this approach. I apps that I have integration with Zendesk and this creates new contacts. How to do in this case?

Riderman 0 votes
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Actually not quite good enough (by the high standards I expect of Podio at least). 

We have two separate workspaces, both of which need to access the same people every once in a while, and we don't want to replicate the contact list. 

Todd Robinson's solution, while clever, is an intelligent hack, rather than a long term solution. I for one would really like to have the option of using contacts across workspaces 

Pedro Fonseca 0 votes
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@Riderman, if you have a contact field in the app there is no way to avoid a new workspace contact unfortunately.

@Pedro, I agree - I would prefer unique contacts across workspaces as well. This is something we have discussed internally for quite a while. We know that there is plenty of room for improvement. Thanks for your feedback!

//Sara - Podio

Sara Høeg Højlund-Rasmussen 0 votes
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Having a centralized way of creating and sharing apps would REALLY help in large organizations with many workspaces. Possibly by defining which address book to use for each workspace? There could be a global one, or multiple unique ones depending on the need.

Eron Lloyd 0 votes
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Here's another vote for the ability to share contacts across workspaces.

I setup an job application app with a webform. When applicants submit their application via the webform, it automatically generates a "contact" for them our Human Resources workspace. When one of these applicants is hired, I would love to be able to access their "contact" info via Apps from other workspaces.

(These applicants are temporary contractors, so adding them as a Podio user is not within the scope of this use case.)

Matt Garfield 0 votes
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Thank you @Todd! 

This is the single most useful post I found for managing contacts in Podio. And it's not even hosted on Podio. There's so much confusion about managing contacts in Podio, when most people just want to manage them like their address book - in fact importing one or even better synching one so they have ONE central location for all their contacts in their (work-) life.

But I'll stay positive and have to stay that I'm just frustrated because Podio is so useful that I want to use it for everything. So, a big hands up for the Podio team!

One suggestion: could you add how you deal with migrating/synching/importing all your contacts that you keep somewhere else (outlook, google, Salesforce, etc.)? It's been hinted in some posts that you can add contacts to an app like you can add records to any other app from outside xl spreadsheets for example, but it's not clear if they will end up residing in the newly created contacts app or the linked 'contacts' which are the workspace contacts. I could experiment of course, but it'd be just very useful to have a post that explains it right away.

Thank you again,

Sascha

Sascha Boehme 0 votes
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Hi there,

My name is Therese and I have started using Podio recently to manage my HR consultancy business.

I have added all my main contacts in the 'Contacts' app within the 'Sales Management' workspace.
I have also created different workspaces, each one dedicated to a different client.

I'm having troubles relating these contacts to each workspace. When I try to edit the 'Contacts' template and add a 'Relationship' field, the workspaces don't come up as an option.

To resolve this, I cloned the Contacts app into each Workspace and created a filtered view that displays contacts related to that organisation. Not sure this is the right solution?

Could someone recommend a way to create this relationship or should I re-enter the contacts from scratch in each workspace?

Thank you.

Therese Ravell 0 votes