Managing Contacts

Contacts are people who can own systems in DataGrail without needing an account or the ability to log in. You manage them from the Contacts tab under Settings > User Admin, alongside your users and roles. Use a contact when you need to record a system owner—such as a business or technical owner—who doesn't require access to the DataGrail application.

Accessing Contacts

Managing contacts requires a Super Admin role, the same access that governs the rest of User Admin.

1. Navigate to Settings and select User Admin.
2. Select the Contacts tab.

The Contacts tab lists everyone recorded as a contact, with a search box to find a specific person by name or email.

Contact Details

Each contact in the list shows the following:

Column	Description
Name	The contact's full name
Email	The contact's email address
Title	The contact's job title
Phone	The contact's phone number
Systems	The systems the contact owns—select the count to view the full list
Source	How the contact was added: Manual for contacts added by hand, or the name of your identity provider for contacts synced from your directory
Added	When the contact was added

You can sort the list by Name, Email, Title, or Added.

Adding A Contact

Add a contact when you need to record a system owner who doesn't need a DataGrail account.

1. On the Contacts tab, select Add Contact.
2. Enter the contact's First Name, Last Name, and Email Address. Email is required.
3. Optionally add a Title and Phone Number.
4. Select Add Contact.

Editing A Contact

Select any contact in the list to open their details, where you can update their information and view the systems assigned to them.

1. On the Contacts tab, select the contact you want to edit.
2. Update the contact's details.
3. Select Update Contact.

Contacts Synced From Your Directory

If you sync your directory with DataGrail through an identity provider (for example, Okta or OneLogin), some contacts are managed there rather than in DataGrail. For a synced contact, the Name, Email, and Phone Number are managed by your identity provider and can't be edited in DataGrail—any changes you make are overwritten on the next sync. You can still edit the contact's Title in DataGrail.

Synced Contacts

The Source column shows which contacts come from your identity provider. Deleting a synced contact in DataGrail does not change their status in your directory.

Deleting A Contact

You can remove a contact you no longer need.

1. On the Contacts tab, select the contact you want to remove.
2. Select Delete Contact.
3. In the confirmation window, confirm the deletion.

Assignments Are Removed

If a contact currently owns one or more systems, deleting them removes those system assignments. Reassign any systems you want to keep owned before you delete the contact.