Contacts

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Your contacts section in the back-end admin is where you create all the different people or companies you work with, such as artists, songwriters, bands, publishers, record labels etc.

• Contacts and Organizations Upload
• Upload a Spreadsheet
• Contact Groups
• Contributor Roles
• Additional Information

Contacts and Organization Upload

An organisation could be a publisher, label, production company etc. 

Add one organization at a time

1. Click on the organizations tab and select the green create button in the top right. 
2. Fill out the data fields provided - the Name field is required. 
3. When finished click the green Save button. 
4. The Contact page will then load displaying the contact you have just created.

Add one contact at a time

1. Click on the Contacts tab and select the green on Add Contact button. 
2. Fill out the data fields provided. The First Name field is required. You can select previously created Organizations in the appropriate field.
3. When finished click the green Save button. 
4. The Contact page will then load displaying the contact you have just created.

Upload a Spreadsheet

1. Within the Contacts/ Organizations tab select the Import button in the top right. 
2. Select the spreadsheet you wish to upload and drop where the file cloud icon is. 
3. Once the spreadsheet is uploaded, match fields from the uploaded spreadsheet to the available Synchtank fields. You can preview the matches in the right column.
4. When you're finished matching contact fields, click the green Save button and Synchtank will import your contacts.

Import notes for spreadsheet imports:

IMPORTING CONTACTS SPREADSHEET

• The uploaded spreadsheet must be saved in the XLSX file format.
• The spreadsheet should have initially been downloaded from the Synchtank CMS under the reports section.

ID COLUMN NOTES

• If a row contains data in the id column, the Contact with that id will be edited.
• If a row contains no data in the id column, a new Contact will be created.

ORGANIZATION_ID AND ORGANIZATION_NAME COLUMN NOTES

• If an organization_id column is present in the spreadsheet, only the ids in that column will be used. Data in the organization_name column will be ignored.
• If an organization_id column is not present in the spreadsheet, we will search your system for any data in the organization_name column (if present) and use that organization_name. If no matches are found, a new organization_name will be created.

GENERAL_TYPE_IDS AND GENERAL_TYPES COLUMN NOTES

• If a general_type_ids column is present in the spreadsheet, only ids in that column will be used. Data in the general_types column will be ignored.
• If a general_type_ids column is not present in the spreadsheet, we will search your system for any data in the general_types column (if present) and use those general_types. If no matches are found, new general_types will be created.

CONTACT_GROUP_IDS AND CONTACT_GROUPS COLUMN NOTES

• If a contact_group_ids column is present in the spreadsheet, only ids in that column will be used. Data in the contact_groups column will be ignored.
• If a contact_group_ids column is not present in the spreadsheet, we will search your system for any data in the contact_groups column (if present) and use those contact_groups. If no matches are found, new contact_groups will be created.

REP_USER_IDS AND REP_USER_NAMES COLUMN NOTES

• If a rep_user_ids column is present in the spreadsheet, only ids in that column will be used.
• Data in the rep_user_names column is always ignored regardless of the presence of a rep_user_ids column.

Contact Groups

Within the Contact Groups section you are able to create a group with the name of your choosing and also notes which can be a description of your group. To create a group, select the green create button, type the name of your group and hit save. Once you have your group you can then add your contacts to them. 

Contributor Roles

Within the Contributor Roles you will see a lost of all the roles you have and how they map across to your Deliveries i.e. DDEX and Fuga. More on Delivery here. 

Additional Information

Top tips for managing Writers and Publishers:

When assigning Writers or Publishers to Masters/Tracks you can select from a database of entities that have previously been setup as well as creating a new one.

Creating a Writer

Writers can be added to the system on the Contact page in the Contact tab.

To add a writer you can click on Create at the top right of the page. There are a variety of data fields that can be assigend to the writer such as address, social media links and contact details however there are few required fields that need to be added to the system when creating a writer:

• Writer First Name and Last Name should be populated with the writer name. This can also include the middle name. This data will be used to assign the writer to the track in bulk if updating the metadata using the All Tracks report.
• The General Type needs to be added. For a contact that will be a Writer the General Type will be Writer

The CAE/IPI number is not required but can be added on the contact page.

Creating a Publisher

Publishers can be added to the system on the Organisation page in the Contact tab.

To add a publisher you can click on Create at the top right of the page. There are a variety of data fields that can be assigned to the publisher such as address, social media links and contact details however there are few required fields that need to be added to the system when creating a publisher:

• Publisher name should be added in the Name field. This data will be used to assign the publisher to the track in bulk if updating the metadata using the All Tracks report.
• The General Type needs to be added. For a Organisation that will be a Publisher the General Type will be Publisher.

The CAE/IPI number is not required but can be added on the organisation page.