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Contact Record Types (Lightning)

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SummaryUtilize the different levels of “type” on a contact record to categorize and organize your data -- to make it actionable.
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Within this article:

Out-of-the-Box Contact Record Types
How to Assign a Record Type to a Contact
Further Segmenting Contact "Types" in Apto
How to Add Contact Types to Your Page Layout
How to add Data to your new “Type” field



There are 9 primary record types that come out-of-the-box in Apto:

Principal

Has this person owned real estate? Does this person currently own real estate? Would this person like to own real estate?

Attorney

Is this person a real estate lawyer?

Broker

Does this person primarily broker real estate?

Lender

Does this institution or individual loan a borrower money?

Manager

Does this individual operate commercial real estate?

Other

Is this person an assistant, media contact, etc.?

Tenant

Does this person occupy land or property rented from a landlord?

Title Company

Is this person involved in examining and insuring title?

Vendor

Is this person a vendor?

 

These record types are used in 2 primary ways: 1) To determine what is displayed on the contact records page layout, and 2) To segment your contact database.

When you create a contact record for the first time, you will be prompted to determine which Contact Record Type you would like to assign to that new contact. To do this, follow the steps below.


 

How to Assign a Record Type to a Contact

 

  1. From the Contacts page, select the “New” button in the top right corner.
  2. Choose the Record Type you would like to assign to that Contact.

*Note: Each different Record Type has different page layouts associated with them that are specific to the record type in question. 



 

Further Segmenting Contact “Types” in Apto

Contact types may help the user further segment their contact database. It is a secondary level of contact segmentation that may allow a user to define, for example, what type of Principal their contact is. There are four different fields that we utilize for this in Apto: “Contact Type”, “Principal Type”, “Broker Type” and “Vendor Type”. These fields can be used independently or in conjunction with each other, to allow the user the freedom to classify their contact database in any manner that they wish. 

See above for a refresher on the Contact Types.
 

Principal Types

Developer

Does this person develop and hold real estate?

Government Owner

Does this person belong to a government agency that owns the real estate?

Institutional Investor

Include insurance companies, retirement or pension funds, hedge funds, and investment advisors. 

Lender Owner 

For REO assets

Merchant Developer

Does this person develop and sell real estate?

Private Investor

An investor whose primary business is not real estate

Professional Investor

An investor whose primary business is real estate

REIT

Real Estate Investment Trust (Public and Private)
 

Broker Types

Investment

Leasing

Mortgage

 

Vendor Types (used if your contact is also a vendor of products and/or services)

Appraiser

Architect

Engineer

Insurance

Property Inspector



 

How to add Contact Types to your Page Layout

To allow this feature, we must first add the field directly into the page layout. Here’s how:

  1. In the top right corner, click the gear icon, then “Setup”.
  2. Select the “Object Manager” tab (if you don’t have this tab, you can also search for Object Manager in your quick-find search bar).
  3. Find and select “Contacts” in your list of available objects.
  4. Select “Page Layouts” on the left side of your screen.
  5. Select the page layout that you want to add the field into (Principal Layout, Broker Layout, etc).
  6. From the “Fields” menu at the top of the screen, select either “Contact Type”, “Principal Type”, “Broker Type” or “Vendor Type” and drag it into the section of the record you want that field displayed.
  7. Click Save (top left corner of that screen).

Here’s an example of steps 2 through 7:



 

How to add data to your new “Type” field

  1. Select the contact whose record type contains your new “Type” field.
  2. Double click on the “Type” field.
  3. Select the correct contact type from the values in the drop down menu.
  4. Click “Save” at the bottom of your screen.

Here’s an example:

 

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