Manage external contacts

You can manage and share contacts with company members in External Contacts.

On the manage external contacts tab, administrators can search contacts, change Contact Master, change privacy settings, and delete contacts.

Search external contacts

Administrators can search and view contacts.

  1. Select 'Service' from the menu on the left of Admin to expand the menu and click 'Contacts'. On the mobile app, tap  to see the menu.
  2. Select the 'External Contacts' tab.
  3. Press  on the top right of the contact list, and then a search field will appear.
    You can search for the contact name you want to find in the search box, or click 'Details' to perform a detailed search with criteria. With advanced search, you can search by 'Contact type', 'Privacy', ' Contact master', 'Name', 'Company/affiliation'.

    Contact type Search by type of contact (LINE contacts, LINE WORKS contacts from other companies).
    Privacy Search for contacts that members entered in the search box can view.
    Contact master Search for a contact in which member entered in the search box is the Contact Master.
    Name Search for a name in a contact.
    Company/affiliation Search for a contact’s company/affiliation.
  4. Press 'Search'.

Filter external contacts

You can filter the contacts from the external contacts list.

  1. Select 'Service' from the menu on the left of Admin to expand the menu and click 'Contacts'. On the mobile app, tap  to see the menu.
  2. Select the 'External Contacts' tab.
  3. Press  on the top right of the contacts list.
  4. Select 'All', 'LINE contacts', 'LINE WORKS contacts from other companies', 'No public members', 'No master', or 'Contacts in the trash' to filter out the selected contacts.

Change the master of external contacts

Contact Master refers to the member who added the contact for the first time. If the Contact Master has been deleted, the administrator can assign a new Contact Master.

  1. Select 'Service' from the menu on the left of Admin to expand the menu and click 'Contacts'. On the mobile app, tap  to see the menu.
  2. Select the 'External Contacts' tab.
  3. In the contact list, select the contact of which you want to change the Contact Master.
  4. In the 'Contact' window, press 'Edit'.
  5. In the 'Edit contact' window, search for a new Contact Master and select the contact. You can only designate one person as the Contact Master. If the contact is set as 'Members', the Contact Master will automatically have access to the contact.
  6. Press 'Save'.

Change the master of external contacts in bulk

For contacts with the same Contact Master, you can change the Contact Master for multiple contacts in bulk.

  1. Select 'Service' from the menu on the left of Admin to expand the menu and click 'Contacts'. On the mobile app, tap  to see the menu.
  2. Select the 'External Contacts' tab.
  3. Press  on the top right of the contacts list, and then press ‘Details’.
  4. In the ‘ Contact master’ search field, enter the master of the contact you want to change, and then press the ‘Search’ button.
  5. Select  on the left of the contact.
  6. Press 'Change Contact master' on the top of the list.
  7. In the 'Change Contact master' window, search for a new Contact Master, select the member, and then press 'Save'.

Change privacy settings of external contacts

The administrator can change the contact privacy setting or add members who can access the contacts.

  1. Select 'Service' from the menu on the left of Admin to expand the menu and click 'Contacts'. On the mobile app, tap  to see the menu.
  2. Select the 'External Contacts' tab.
  3. In the contact list, select the contact to change the contact privacy settings.
  4. In the 'Contact' window, press 'Edit'.
  5. Press 'All' or 'Members’ for privacy settings on the ‘Edit contact’ window.
    If you select 'Members', you can add or delete members, teams, or groups.
  6. Press ‘Save’.

Delete external contacts

The administrator can delete contacts. You can check deleted contacts in 'External Contacts > Trash'.

You cannot delete LINE users or LINE WORKS users from other companies.

  1. Select 'Service' from the menu on the left of Admin to expand the menu and click 'Contacts'. On the mobile app, tap  to see the menu.
  2. Select the 'External Contacts' tab.
  3. In the contact list, select the contact to delete, and then press 'Delete' on the top of the list.
    Alternatively, you can delete a single contact. On the ‘Contact’ window, press the contact you want to delete, and then 'Delete'.

Organize external contacts

You can delete contacts ('Contacts without public members', 'Contacts without master', 'Contacts in the trash') you do not need at once.

Once you delete contacts, a service notification will be sent to the administrator.

  1. Select 'Service' from the menu on the left of Admin to expand the menu and click 'Contacts'. On the mobile app, tap  to see the menu.
  2. Select the 'External Contacts' tab.
  3. Press 'Contact clean-up' on the top of contacts list.
  4. Select the type to delete among 'Contacts without public members', 'Contacts without master', 'Contacts in the trash'.
  5. Press 'Move to trash' or 'Delete Permanently'. However, you cannot press 'Move to trash' when you select 'Contacts in the trash'.
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