Managing contacts in your address book in PitneyTrack Asset, PitneyTrack Inbound, PitneyTrack Enterprise, and the Locker Management Module

You can add, edit, and delete contacts in your address book as needed.

In this article:

• Adding a contact
• Searching for contacts
• Editing a contact
• Deleting a contact
• Exporting contacts
• Importing contacts
• Importing contacts automatically on a schedule

Adding a contact to the address book

If you use PitneyTrack Inbound, PitneyTrack Enterprise, ParcelPoint Smart Lockers, or PitneyTrack Asset there are additional contact settings.

1. Select Settings > Address Book.
2. Select + Add Contact.
   
   
3. Select Recipient, Sender, or both.
   Important: This setting cannot be changed once the user is saved.
4. Select Add Internal Delivery Details and add the recipient's internal delivery information. (PitneyTrack only)
5. By default, contacts are shared with all users in your enterprise. If you do not want the contact to be shared, select the Mark As Private box. Private contacts are only visible to you.
   Note: If Private is checked, lockers cannot be reserved for the contact (ParcelPoint Smart Lockers only).
6. Enter the contact information.
   
7. If you use Departments, select the Departments that you want this contact to be associated with.
8. Select the Receiving notifications for this contact (PitneyTrack and ParcelPoint Smart Lockers):
   • Send Email Notifications to ensure that the recipient is notified via email of their internal deliveries.
   • Send SMS Notifications to ensure that the recipient is notified via text message of their internal deliveries.
9. Select Needs Accessibility Accommodations for Locker Use if the contact needs an accessible locker. (ParcelPoint Smart Lockers only.
10. Select an Office Location and Mailstop if needed (PitneyTrack only):
    • Select Mark Office Location as Primary if you want the contact's delivery location to be their office location, or
    • Select Mark Mailstop as Primary if you want the delivery location to be their mailstop location.
11. If you want additional people to be notified whenever this contact is notified, add them in the Additional Email Address for Receiving Notifications field. (PitneyTrack only)
12. Under Mailing Address, enter the contact's address.
13. Select Save and Close.
    

Adding additional address types (Optional)

If needed, you can add additional address types for this contact. Additional address types apply to this contact only; address types added for one contact will not be visible for other contacts.

1. Under Mailing Address, select +Add. (You may need to scroll down to see it.)
2. Change the Address Label as needed to indicate the address type. The label you enter will become the name of the tab for that address.
   
3. Enter the address information for the contact.
4. Select Save and Close.
   
5. To remove an address, select its tab, then select Remove.

Searching for contacts

If you have a lot of contacts in your address book, you may need to use the search feature to find the one you want.

1. Go to Settings > Address Book.
2. By default, Search By: Name, Company, Email is selected. To search by a different field, select Search By: Name, Company, Email and select the field you wish to search. This selection will be saved for future searches.
3. If you select Name or Company, it will default to a "Begins With" search. To change how the search is performed, select Begins With and select either Ends With or Contains.
4. To filter the results by only senders or recipients, select All Types, then select Sender or Recipient
5. To search only your private contacts, select the Private box.
6. To filter the results by Department, select Filter by > Department, then from the next menu that appears, select the specific department.
7. To filter the results by Office Location (PitneyTrack Inbound only), select Filter by > Office Location, then from the next menu that appears, select the specific office location.
8. In the Search field, begin typing your search criteria. The results will be narrowed as you type.
9. To change the columns that are displayed, select the Columns menu, then select or deselect the columns you wish to view. This setting will be saved for future searches.

Editing a contact

You can edit contact information as needed.

1. Select Settings > Address Book.
2. Select the Edit icon next to the contact you wish to edit.
   
3. Update the contact information as needed.
4. Select Save and Close.
   

Deleting a contact

If you no longer need a contact in the address book, you can delete it.

1. Select Settings > Address Book.
2. Select the Delete icon next to the contact you wish to delete.
   
   OR
   To delete multiple contacts at once, select the boxes next to the contacts you wish to delete, then select Remove Selected.
   
3. Select Delete to confirm.

Exporting contacts

You can export contacts from the address book in CSV format.

1. Select Settings > Address Book.
2. Select Export > Export Manual Contacts.
3. Select the type of contacts you wish to export.
4. Select Export.
   
5. Follow your web browser's prompts to save the file. (The exact steps will vary depending on your browser settings.)

Importing contacts

You can import contacts into your address book by uploading a CSV file up to 50 MB in size. If your file is larger than 50 MB, break it up into separate smaller files.

1. Select Settings > Address Book.
2. Select Import > Manual Import.
   
3. To download a template that you can use to create your address file, click on the Download a .csv template link.
4. Replace the sample records in the template with your contacts and save it as a CSV file.
   • The ContactType column in the CSV file determines whether the contact is a sender, recipient, or both. To make the contact a sender, enter SENDER. To make the contact a recipient, enter RECIPIENT. To make the contact both a sender and a recipient, enter RECIPIENT | SENDER.
     Important: This cannot be changed after importing.
     
5. Select Choose File and select your address file in CSV format.
6. Select the sharing options for the addresses you're importing:
   • To merge the contacts in your CSV file with your current contacts, select Merge contacts with my address book.
   • To replace your current contacts with the contacts in your CSV file, select Replace contacts (import will overwrite contacts), then select one of the following options:
     • To replace all contacts in the address book with the contacts in your CSV file, select Replace all existing contacts (total overwrite).
     • To replace only your current shared contacts with the contacts in your CSV file and leave your private contacts as is, select Replace only shared contacts (private contacts will be ignored).
     • To replace only your current private contacts with the contacts in your CSV file and leave your shared contacts as is, select Replace only private contacts (shared contacts will be ignored).
   • To make the imported contacts private, select Import contacts as private.
7. Select Continue.
   1. If you are replacing your contacts, select whether to replace just recipients or both senders and recipients:
      • Recipient contacts will be replaced
      • Recipient & Sender contacts will be replaced
   2. Select Yes.
8. In the Import Contacts window, match your CSV file fields in the Your CSV Fields column with the fields in the Address Book Fieldscolumn.
   
9. Select Import.

Import file status

If the import file is large, it may take some time to process. You can use the Job ID to check on the status of the import:

1. Click the Copy Job ID icon or highlight and copy the job ID.
   
2. Click Close to close the Import Contacts window.
3. Click the Jobs Status button and select Import History.
   
4. Click on Name next to the search box and change it to Job ID.
5. Paste the job ID into the search box. The status of that job is shown.
6. If there were any errors, click the download icon to download the error file and open it to view the errors.
   

Importing contacts automatically on a schedule

Enterprise administrators can import shared contacts into the system automatically on a fixed schedule from an SFTP server. Private contacts cannot be imported.

1. Select Settings > Address Book.
2. Select Import > Automatic Import.
   
3. Select Download a .csv template.
4. Make sure that the format of your contact file matches the format of the template file.
   Important: The data columns must be in the same order as in the template.
5. Select the Text Delimiter that is used in your file.
6. Enter the File Path and SFTP Server URL.
7. Select the Authentication Option you wish to use.
   • If you selected Password, enter the SFTP Username and Password.
   • If you selected SSH Keys (PEM Format), enter the Username, then select Choose File and upload your SSH Key file in PEM format.
8. Select the Test Access button to test the connection.
9. If you want to use PGP encryption when transferring your files (PitneyShip Enterprise only):
   1. Select Enable PGP Encryption.
   2. Check Enable PGP Encryption.
   3. Select Download PGP Encryption Key to download the key.
   4. Use the key to encrypt your file.
   5. Place your file on the SFTP server.
10. Select Notifications.
11. Enter the email address(es) you want to be notified if the import fails.
12. Select Schedule.
13. Select the Days and Time you wish the import to occur.
14. Select Merge or Replace Existing Contacts.
15. Choose whether you want the import process to merge the imported contacts with your existing contacts in the address book, or overwrite and replace them each time.
16. To make the imported contacts private, select Import contacts as private.
17. Select Continue.
18. In the Configure Automatic Import window, match your CSV file fields in the Your CSV Fields column with the system's fields in the Address Book Fields column, then select Save Configuration.
19. Select Import.

To view past automatic imports, go to the Automatic Import List tab and select History.

To view or change a saved configuration, go to the Automatic Import List tab and select Configurations.

Related topics

• Restricting contacts by user role

The features and options you see may vary depending upon your role and subscription. If you have any questions regarding your permissions, please contact your administrator.