EspoCRM Duplicate & Link Contact

This module allows to create a copy of a contact (duplicate) and at the same time to link all duplicates in one field for easy navigation. So, each duplicate can have different contact data, descriptions, comments, history of communication etc., unlike the standard function of EspoCRM that allows to assign one contact to multiple accounts. However, for each such connection you can specify only "title" and "inactive" (activity characteristic).

The module adds to the contact page a new menu item "Duplicate & Link Contact", the field "Duplicates", which contains the links to all duplicates, the fields "Active" and "Main", which affect the formatting and can be used for the contact sorting and filtering.

duplicates

Module installation

  1. To install the module,go to the settings and select "Extensions" - ../#Admin/extensions.

  2. Select the installation package in item "SELECT EXTENSION PACKAGE" and then click on "UPLOAD".

Administration

  1. After installing the module, it will be displayed in the module list in ../#Admin/extensions.

  2. After installing (and deactivating) the module, it is recommended that you rebuild the software, clear the server cache and clear the local cache.

after_install

Deactivation and reactivation of the module

The module will be displayed in the list of installed EspoCRM modules in ../#Admin/extensions. This list contains the name of the module, its version and a short description. In the list of actions there is an option to deactivate the module.

Uninstall

  • After deactivation of the module the fields "Duplicates", "active" and "main" lose their contents and functions (they must be deleted from layouts). The menu item "Duplicate & Link Contact" is hidden.
  • After reactivating the module, the functions of the module and contents of all fields are completely restored.
  • After updating of EspoCRM, you may have to reinstall the module.

Administrator Functions

Add fields to layouts

  • After installing the module, the following new fields appear in the entity "Contacts":
  • The technical fields. These fields in layouts are not required: [_duplicatingEntityId], [contactsLeft], [contactsRight], [contactParent], [contactsDuplicate]
  • The fields to be added to layouts (you can change the display names in the Entity Manager or Label Manager):
    • [contactsMain]="Duplicates" (Link Multiple) - This field is suitable for details layout and can not be added to the list layouts.
    • [active]="Active" (bool)
    • [main]="Main" (bool)
    • [account] = "Account" / "Company" (Link)
  • the fields to be deleted from the layouts in order to not confuse the users:

    • [accounts] = "Accounts" / "Companies" (Link Multiple) - the default function of EspoCRM uses this field to assign a contact to multiple accounts and at the same time allows to specify "title" and "inactive" (activity characteristic). This field can display irrelevant information, so it is recommended to hide it.
    • We also DO NOT recommend using the relation panel "Duplicates" or linking the contacts in another way, because the menu item "Duplicate & Link Contact" binds all contacts globally (all duplicates are linked with each other).

    To modify details layout:

  1. Open Administration / Layout manager / Contacts / Detail view or ../#Admin/layouts/scope=Contact&type=detail

  2. Drag the new field from the list of available fields into the required part of the layout (drag-and-drop) and save it to add the field to the layout.

layouts

  1. Click on "x" in the right part of the field, which you want to delete from the layout and save the changes.

lay-delete

User functions

Difference to EspoCRM standard function

After installing the module, the Duplicate & Link Contact menu appears on the contact page (detail view), that allows you to create a duplicate of the contact and easily navigate between all duplicates by using the links in the field "Duplicates". For each contact you can specify different companies, contact details, descriptions, comments, communication history etc.

This feature distinguishes module functionality from the EspoCRM standard function that allows to assign one contact to multiple companies and to specify only "title" (title, position) and "inactive" (activity characteristic) for each such connection. This standard function is controlled from the field "Companies" [accounts]. We recommend to hide this field and DO NOT use its functionality with our module to avoid the confusions.

When the duplicates are created using the menu "Duplicate & Link Contact", all duplicates are globally linked with each other. It means, when "contact 1" and "contact 2" are linked, and you create a duplicate "contact 3" from "contact 1" and a duplicate "contact 4" from "contact 2", at the end you can view all 4 linked contacts in the field "Duplicates".

Create a linked duplicate of a contact

  1. Click on the menu item "Duplicate & Link Contact" on the contact page (detail view).
  2. Fill in/ edit the data fields of the new contact (also possible to do it later).
  3. If the contact name already exists in EspoCRM, you have to accept the system warning about possible duplicates.

Delete a linked duplicate of a contact

If you delete (or merge) a duplicate using the standard EspoCRM tools, this duplicate disappears from the field "Duplicates" of all linked contacts.

Field view and management

The module adds the following new fields, which have to be added to the layouts (you can change the display names in the Entity Manager or Label Manager):

  • [contactsMain]="Duplicates" (Link Multiple) - after creating the duplicates using the function "Duplicate & Link Contacts", all duplicates of that contact will be added to this field. Until the first duplicate is created, this field remains empty. After creating the first duplicate the field will show links to 2 contacts (parent and child) and links to the companies, which are specified in the [account] field (type link) of these contacts.
    • Placement order - the newest contacts are always up, the order does not change when switching between duplicates;
    • The open contact (on whose page we are at that moment) is highlighted in the list by the underlined font;
    • You can not edit the field "Duplicates" manually;
    • The contents of the field "Duplicates" can not be used for filtering, searching or sorting. This field can not be added to list layouts.

duplicates

  • [active]="Aktiv" (bool). Recommended usage: If the specified contact doesn't work at the specified company anymore, but you want to keep the history of communications, comments etc., you have to deactivate this checkbox. In this case, the line of this contact will be formatted with underlined font in the field "Duplicates".
    • The number of duplicates with the mark "active" is not limited by the system.
    • The sorting and the filtering of contacts are possible on this basis, the search is impossible.
  • [main]="Main" (bool). Recommended usage: If the specified account is the main workplace of the contact, you have to activate the checkbox. In this case, the line of this contact will be formatted bold in the field "Duplicates".
    • The number of duplicates marked as "main" is not limited by the system.
    • The sorting and the filtering of contacts are possible on this basis, the search is impossible.