November 25, 2017 - Some of the features described here are available to some customers already and will be rolled out to all customers in the coming weeks.  We will inform customers by email when their accounts have been updated.

Contacts (formerly called "Text users") are placeholder accounts. Use them to manage assignments to projects, tasks, issues, or events for people who don't have access to Midaxo, either temporarily or permanently.

Contacts are particularly helpful in these common situations:

  • When a project admin wants to set up a new project before onboarding the project team
  • When a project admin wants to pre-assign tasks/issues/events before a team member has signed the project NDA
  • When a project/task admin wants to assign tasks/issues/events to a certain role (e.g. stream lead) who has not yet been named
  • When a project team prepares a due diligence questionnaire before inviting the counterpart
  • When a person no longer needs access to the project (e.g. former employee, person released from the project, person changed roles), but their activity should be preserved

Note: a Contact does not consume a user license until it is converted to an active user account by a process admin.

Creating a new Contact

Process Admins and Project Creators can create new Contacts and assign them to projects.

Under the Project Team

  1. Open the PROJECT TEAM view of a project
  2. Click "+USER"
  3. Type a name for the new Contact
  4. Select the option to add the account as a Contact

When assigning tasks

Contacts can also be created in the TASKS view when assigning an owner to a task.

  1. Click the “Assign responsible” link (or list of task owners) under a task
  2. Select the “Other users” tab in the popup
  3. Type a name for the new Contact.
  4. Select the option to add the account as a Contact
  5. Save
  6. Click the checkbox to add the Contact to the project and Confirm. (Note, however, that Contacts do not have access to the project since they cannot even sign in to Midaxo.)

Converting a Contact to an active user account

Follow the instructions here

Good to know

  • Contacts cannot sign in to Midaxo.
  • Contacts do not consume user licenses.
  • Contacts are not required to have an associated email address, but may have one if the Contact was created by converting it from an active user account.
  • Even if a Contact has an associated email address, Midaxo will not send any notifications about assigned tasks, documents, or new comments to these addresses.
  • Configuring task permissions for Contacts will have no immediate practical effect since Contacts cannot even sign in. However, it may be useful to pre-configure them in preparation for converting a Contact to an active user later on.