Contact List

The Contact List feature allows you to create and manage lists of people that can later be used within SmartForms.
Contact Lists are also used as an access control mechanism: only people in the list will be able to open and use a SmartForm.

Creating a Contact List

1. Navigate to Contact List in the application.
2. Click New to create a new list.
3. Give the list a meaningful name (e.g., Project Team, Customer Support Contacts).
4. Save the new list.

Managing a Contact List

Once a contact list is created, you can manage it from the list view.

• 3-Dot Menu Options
  For each contact list, click on the 3 dots to open the menu with the following actions:
  • Activate/Deactivate: Enable or disable the list for use.
  • Edit: Modify the contact list (see below).
  • Delete: Permanently remove the list.

Adding a Person to a Contact List

When you click Edit on a contact list, you will see a form like the one below:

Here you can add details for each person in the contact list:

• Name (required)
• Phone (required, with country code selector)
• Address
• City
• Postal Code
• Country
• Department

After entering the information, click Save to add the person to the list.

Using a Contact List in a SmartForm

After you have created and populated a contact list, you can use it inside a SmartForm:

1. Open the SmartForm you want to use.
2. Go to the Process tab.
3. Select the Contact List you created from the available options.

Only the people in the selected contact list will be able to open the SmartForm.

👉 For more details, see the process.

Authentication Process for Users

When a user tries to open a SmartForm that is linked to a Contact List:

1. The user will first see an authentication window.
2. They must enter their phone number.
3. A verification code will be sent via SMS to that phone number.
4. The user must enter the code correctly to gain access to the SmartForm.

✅ If the phone number is not in the Contact List, the user will not receive a code and cannot open the SmartForm.

Best Practices

• Use clear and descriptive names for your contact lists (e.g., HR Team, Emergency Contacts).
• Keep phone numbers accurate and up to date — authentication depends on them.
• Deactivate lists you no longer need instead of deleting them, in case you want to reuse them later.
• Regularly review and update lists to ensure only the correct people have access to SmartForms.