Copy a Contact to Another Sub-Account Using a Workflow

Overview

This guide explains how to use the Copy Contact to Sub-Account workflow action to duplicate a contact from one sub-account to another. This action can copy core contact information, tags, and custom fields while providing options to handle duplicates and incomplete records.

Prerequisites

Before you can use the Copy Contact action, ensure the following conditions are met:

• Your agency must be subscribed to a qualifying CRM plan.
• The Premium Triggers & Actions feature must be enabled in your Agency Settings.
• Existing and newly created sub-accounts will receive an initial allocation of free executions for this feature once it is enabled.
• To prevent execution charges for existing sub-accounts, you may need to manually enable rebilling for each one from the Agency view.
• If Premium Actions are enabled via the SaaS Configurator, new sub-accounts will automatically have access to the feature without further setup.

Steps to Copy a Contact

1. Access the Workflow Builder

Navigate to the Workflow Builder in your CRM dashboard. Create a new workflow or open an existing one for editing.

2. Add the Copy Contact Action

Add the Copy Contact to Sub-Account action to your workflow.

3. Configure the Action

Select the target sub-account where you want the contact to be copied.

4. Configure Optional Settings

You can enable the following options to customize the copying process:

• Copy Tags: Duplicate all tags from the source contact. You can manage which tags are applied to the new contact.
• Copy Custom Fields: Copy the values of custom fields, but only if an identical custom field exists in the target sub-account.
• Update Contact if it Already Exists: If a contact with the same details already exists in the target sub-account, this option will update that record instead of creating a duplicate.
• Skip Copy if Contact Lacks Email and Name: This prevents the action from running for contacts that are missing an email address or a name, ensuring only complete records are copied.

What Information is Copied?

When the action runs successfully, the following data is transferred to the new contact record:

• Basic contact information and general details.
• All contact tags (if the Copy Tags option is enabled).
• Custom field values (if the Copy Custom Fields option is enabled and the field exists in the target sub-account). The field type must be the same in both accounts.

What Information is Not Copied?

The following associated data is not transferred during the copy process:

• Conversations, activity history, notes, tasks, and appointments.
• Payment records.
• Documents and files. File transfer is not supported. References to files linked to the original contact may become inaccessible if the source contact is deleted. To maintain access to important files, keep the original contact record in the source sub-account.