Contact Management

Adding Contacts

To add contact records to your FuseSign account, you can either create new contacts, or choose to import contacts from your existing client data base via one of the Contact Data Sync integrations.

All contacts require a unique Name and Email combination, with Preferred Name and Mobile being optional fields. A mobile phone number is required for SMS functionality, including SMS 2FA and notifications.

Creating New Contacts

You can create a new Manual contact under Contacts > New Contact.

You can also create new manual contacts when setting up a bundle. From the Recipients section, start typing the new recipient's name and select Create New Contact.

Contact Data Sync

The Contact Data Sync allows you to import contact records from your practice management system, for ease of adding up-to-date recipient details to new bundles.

FuseSign currently integrates with the following platforms:

• APS Contacts+ Contact Data Sync

• CSV Contact Data Sync

• https://knowledgebase.fuse.work/FuseSign/fyi-elite-contact-data-sync

• MYOB AE Contact Data Sync

• XPM Contact Data Sync

Please see the individual integration sync pages for further details on connecting and managing these integrations.

Editing Contacts Records

You can edit a contact by selecting their name from the contact list to open the contact record and make changes.

It is never recommended to update contact details to change the identity of the contact record, as assuming the identity of another signer may result in data breaches across other bundles linked to that record.

Editing Active Contacts

Sometimes it is necessary to update the details of a recipient who is included on an Active bundle.

You can also edit a contact from any bundle screen by the extra options next to their name > Edit Recipient.

You will be warned that editing the contact will affect any Active bundles they are included on.

Updating a recipient’s email address? Make sure to generate a new email to the updated address by sending them an email reminder!

Editing Read-Only Contacts

Synced Contacts

Synced contact records should always be updated from their Source, where possible.

Opening these records will prompt you to make updates in the source platform directly:

Any changes you make will be automatically synced into FuseSign based on the integrations timeline (typically every hour).

FuseSign Champions can also immediately sync changes by forcing a manual sync via Settings > Contact Data Sync > … > Resync Now.

External Contacts

Because of the one-way nature of external contact records, it may sometimes be necessary to edit these records in FuseSign. A common example is where a client has updated their email address or phone number and cannot access the bundle with the current details.

You can achieve this by disconnecting the contact from its source following the instructions below.

Disconnecting and Reconnecting Contacts

Any read-only contact can be disconnected from its source to make it editable. This can be done by opening the contact record and going to Source > Disconnect From Source.

These contacts are easy identifiable in you contact list by the broken connection icon:

You can reconnect a record to its source at any time following the same steps.

Disconnected contacts will not be synced to their source platform and will cause errors if trying to send from an External platform. For this reason it is important that you reconnect the record once finished.

Archiving Contacts

Because contacts are linked to historical bundle data, it is not possible (and undesirable) to delete contact record permanently. Contacts can be archived however, which will prevent them from being added to bundles as recipients.

To archive a contact, select Archive Contact and confirm the action.

A contact cannot be archived if they are a recipient on Active or Draft bundle. The bundle must be first finalised or deleted, respectively.

Restoring Archived Contacts

You can restore an archived record by selecting the Unarchive Contact button from their contact record.

Archived contacts are stored in the Archived tab under the Contacts page.

You can also search for a contact name and toggle ‘Include Archived’ to make sure archived records are returned in the search.

Duplicate Contact Management

Because FuseSign stores contacts from multiple sources and integrations, duplicate records are sometimes unavoidable. For accuracy and security, FuseSign does not attempt to automatically match or merge records. Each contact is kept exactly as it came from its source, preserving data integrity and avoiding accidental mismatches.

However, to reduce confusion when working with recipients, there are several pathways for managing duplicates in FuseSign:

Option 1: Leave duplicates visible

This option provides the most transparency into your full contact list.

• When adding recipients to a new or draft bundle, the contact source (e.g., APS, Manual, External) is always shown beside each result.

• The search result will also indicate the last time the contact was included on a bundle.

• To help you choose the right record, Synced contacts and contacts with active bundles are automatically prioritised at the top of the search results.

Leaving duplicates visible ensures you can always see every record from every source and keep visibility on historic bundles.

Option 2: Hide contact types

If duplicates are appearing because you’re sending bundles through multiple external systems, the cleanest approach is to hide those contact types.

• From the Contact Settings page, you can hide entire contact types (Manual, External, or Synced).

• This removes the related tab (e.g., “External”) from the Contact List.

• Hidden contacts will also no longer appear in recipient searches.

This option is most useful for businesses regularly sending via BGL, FYIDocs, or other external platforms where contacts do not need to be directly accessed.

For details and instructions on this setting, see Contact Settings. For further information on Contact Types, see here.

Option 3: Archive duplicates manually

There may be situations where you need to see and manually manage your duplicate contacts. You can do this via Contacts > Duplicates.

The Duplicates tab groups contacts by email, allowing you to easily see and manage potential duplicates. You can expand duplicate records to:

1. Select multiple records for bulk actions

2. Edit/Archive individual records

3. See at a glance any differences between names, preferred names and mobile numbers

4. See the source of each contact

5. See when each contact was last modified

6. See what bundles and drafts that contact has been included on

7. Archive records after bulk selection