CONTACT RECORD PREPARATION · Workflow idea
Prepare a contact entry from information a person has provided or your team is permitted to use. Check that the details are complete and not already on file, then request approval before creation.
01 / The starting point
A name and contact information supplied for a legitimate business purpose
“Prepare a contact record from the supplied details, check for a likely existing match, and hold the record until an authorized person approves it.”
02 / The work
Helps a team organize a new business contact and keeps the decision to add that person to an external contact list with an authorized reviewer.
Gather the name and business contact information the team needs for its stated purpose.
Look for missing, malformed, or unclear details and ask a person to confirm them before proceeding.
Compare the proposed entry with the team’s current contact records and route likely matches for human resolution.
Show the supplied details and their context to the person responsible for contact records.
Require an authorized person to confirm accuracy and permitted use before creating the external contact.
Keep the approved, held, or duplicate outcome clear so the team knows whether any follow-up is appropriate.
03 / The result
A proposed contact with verified available details, or a clear request for clarification when the information is incomplete or may duplicate an existing contact.
Sales · Example outcome
A proposed contact with verified available details, or a clear request for clarification when the information is incomplete or may duplicate an existing contact.
Confirm that the details are accurate and appropriate to retain. Do not create a duplicate or use contact information for outreach unless the team has confirmed it is permitted.
04 / Make it yours
A few choices shape the work around your team.
Collect only the fields needed for the team’s stated business purpose.
Choose how existing names and addresses are compared and who resolves possible duplicates.
Define who may access the contact details and what use has been permitted before any outreach is considered.
Name the person who approves new contact creation and decide where the approval outcome is recorded.