Editing Contact Details

Editing Contacts #

PloverCRM offers multiple ways to update contact information: full edit screen, quick edit, bulk edit, mobile app, and REST API.

Prerequisites #

• update_contacts permission
• Contact ownership or appropriate view scope
• Field-level permissions

---

Full Edit Screen #

Accessing Full Edit

1. From Contacts List: Hover over contact → Click Edit
2. From Contact Detail: Click Edit Contact button
3. Direct URL: /wp-admin/post.php?post=123&action=edit

Editing Fields

Standard Fields: First Name, Last Name, Email, Phone, Address fields

Custom Fields: Appear in metaboxes by group (Business Info, Personal Details, Lead Info)

Lists & Tags: Right sidebar metaboxes

• Check/uncheck lists
• Type to add tags, click X to remove
• Create new tags inline

Stage: Select from dropdown in right sidebar

Owner: Select user or “Unassigned” (requires reassign permission)

Avatar: Set featured image (200×200px recommended, JPG/PNG/GIF, max 2MB)

Saving Changes

• Click Update button (top or bottom)
• Keyboard: Ctrl+S (Windows) or Cmd+S (Mac)
• Required fields marked with a red asterisk (*)

---

Quick Edit #

Fast inline editing without opening the full edit screen.

Using Quick Edit

1. Hover over contact → Click Quick Edit
2. Edit fields in the expanded row
3. Click Update Contact

Available Fields: First/Last Name, Email, Phone, City, State, Lists, Tags, Stage, Owner

Not Available: Custom fields, Notes, Full address, Avatar

Best For: Quick corrections, phone updates, list/tag changes, owner reassignment

---

Bulk Edit #

Edit multiple contacts simultaneously. See Bulk Operations for a detailed guide.

1. Select multiple contacts (checkboxes)
2. Choose Edit from the Bulk Actions dropdown
3. Select fields to update
4. Enter new values
5. Click Update

Bulk Editable Fields: Lists (add/remove), Tags (add/remove), Stage, Owner, Status (FluentCRM only)

---

Field-Level Permissions #

Your ability to edit fields depends on your role and permissions.

Viewing Edit Permissions

Editable Fields: Normal appearance, can click and type, changes save successfully

Read-Only Fields: Grayed out or disabled, cannot modify, may show a lock icon

Hidden Fields: Not visible at all, completely restricted, no indication the field exists

Permission Levels

Super Admin: Can edit all fields, no restrictions, full access

CRM Manager: Can edit most fields, may have restrictions on sensitive fields, cannot edit protected fields

CRM Agent: Can edit basic fields, limited custom field access, cannot edit ownership or advanced fields

Handling Permission Errors

Error: "You do not have permission to update this contact"

Solutions:

1. Contact administrator for permission
2. Ask the owner to make the change
3. Request a role upgrade if needed
4. Use fields you have access to

---

Ownership-Based Editing #

Your ability to edit contacts depends on ownership and view scope.

Edit Permissions by Ownership

Own Contacts:

• Can always edit (if you have update permission)
• Full access to all permitted fields
• Can reassign to others (if permitted)

Unassigned Contacts:

• Can edit if update_scope = all
• Can claim and then edit
• Limited if update_scope = owned

Others’ Contacts:

• Can edit only if update_scope = all
• Cannot edit if update_scope = owned
• Super Admins can always edit

Checking Edit Permission

Before Opening:

• “Edit” link visible = you can edit
• No “Edit” link = no permission

After Opening:

• Can modify fields = have permission
• Fields disabled = no permission
• Error on save = insufficient permission

---

Validation and Error Handling #

Required Field Validation

Unique Identifier Field cannot be empty:

Error: "Email is required as it is configured as the unique identifier"

Solution: Enter a valid value for the required field.

Email Format Validation

Error: "Please provide a valid email address"

Valid: [email protected] ✓, [email protected] ✓
Invalid: john@example ✗, @example.com ✗

Duplicate Detection

If you change the unique identifier (e.g. email) to one that already exists:

PloverCRM: Updates the existing contact with that email, merges data, current contact may be deleted

FluentCRM: Shows error “Email already exists”, prevents the change, keeps the original email

Best Practice: Search for an existing contact before changing the unique identifier.

Custom Field Validation

• Date Fields: Must be a valid date format (e.g. 2026-02-03 or 02/03/2026)
• Number Fields: Must be numeric, no letters or special characters
• Select/Radio Fields: Must choose from available options, cannot enter custom values
• URL Fields: Must be a valid URL format (e.g. https://example.com)

---

Best Practices #

Data Quality

1. Keep Information Current: Update when you learn new information, verify details periodically, remove outdated data
2. Use Consistent Formatting: Phone: +1-555-0123 (with country code), Names: Proper case (John Doe), Addresses: Complete and accurate
3. Add Context with Notes: Record why changes were made, note source of new information, track communication history

Workflow Efficiency

1. Use Quick Edit for Simple Changes: Faster than full edit screen, perfect for single-field updates, stays on contacts list
2. Use Full Edit for Comprehensive Updates: Multiple field changes, custom field updates, adding notes
3. Use Bulk Edit for Multiple Contacts: Same change to many contacts, assigning lists/tags, reassigning ownership

Change Tracking

1. Add Notes When Making Significant Changes:

Type: Note
Title: Contact information updated
Description: Updated phone number and company name per email from contact on 2026-02-03

2. Review Contact History: Check last modified date, review notes for context, understand contact journey
3. Coordinate with Team: Communicate major changes, avoid conflicting updates, use notes for team visibility

---

Common Scenarios #

Scenario 1: Correcting Contact Information

Situation: Contact emails with an updated phone number.

1. Search for contact by email
2. Click Quick Edit
3. Update phone number
4. Click Update Contact
5. Add note documenting the change

Scenario 2: Promoting Lead to Customer

Situation: Lead makes their first purchase.

1. Open contact in full edit
2. Change stage from “Lead” to “Customer”
3. Add to “Customers” list
4. Add “Active” tag
5. Update custom fields (purchase date, amount)
6. Add note with purchase details
7. Click Update

Scenario 3: Enriching Contact Data

Situation: Research reveals additional information about a contact.

1. Open contact in full edit
2. Fill in missing custom fields
3. Update company information
4. Add relevant tags
5. Add note with information source
6. Click Update

Scenario 4: Bulk Updating List Assignment

Situation: Need to add 50 contacts to a new campaign list.

1. Filter contacts by criteria
2. Select all 50 contacts
3. Choose Edit from Bulk Actions
4. Check the new list
5. Click Update
6. Verify changes

---

Troubleshooting #

Cannot Save Changes

Problem: Update button doesn’t work or changes don’t save.

1. Check for validation errors (red text)
2. Ensure required fields are filled
3. Verify you have update permission
4. Check browser console for errors
5. Try refreshing the page and re-editing

Changes Revert After Saving

Problem: Changes save but revert to old values.

1. Check if another user is editing simultaneously
2. Verify field permissions
3. Check for plugin conflicts
4. Review custom field validation rules
5. Check server error logs

Quick Edit Not Showing

Problem: Quick Edit link doesn’t appear.

1. Verify you have update permission
2. Check ownership (may need update_scope = all)
3. Ensure contact is not locked
4. Try full edit instead
5. Check role permissions

Custom Fields Not Saving

Problem: Custom field changes don’t persist.

1. Verify custom field exists and is active
2. Check field type validation
3. Ensure you have permission to edit the field
4. Check for field-specific validation rules
5. Review error logs for specific issues

---

Mobile App Editing #

Edit contacts on-the-go with the PloverCRM mobile app.

Features: Edit all standard fields, update custom fields, change lists and tags, add notes, update stage, take photos for avatar

Sync: Changes sync immediately, offline edits sync when back online, conflict resolution if edited on multiple devices

---

Need Help? #

If you’re having trouble editing contacts:

1. Verify you have update permission for the contact
2. Check field-level permissions
3. Review validation errors
4. Try a different edit method (Quick Edit vs Full Edit)
5. Contact support with specific error messages

---

Last updated: February 3, 2026