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My Smartsheet Contacts vs Group Management
In using the Assigned To column, I found that several Contacts did not have their First and Last name fields populated. So, I went into My Smartsheet Contacts and updated all of my Contact items so that all have their First and Last name fields set. I then saved the sheet, closed it, reopened it and went back to the Assigned To column. I once again found the entries *without* their First and Last name fields populated! In evaluating the issue, it seemed to me that the Assigned To list was being populated from the list of persons I had shared the sheet with, not from My Smartsheet Contacts as I initially assumed. I am sharing the sheet via a group, so I went into Group Management and found the Contacts were missing their First and Last name values!
My question then is how to manage the Contact items in a Group? My assumption was that when I updated the Contact items in My Smartsheet Contacts, that the Group would have pulled from that to update those Contacts also. However, it appears that each Group is using a wholy separate list of Contact items stored independently from My Smartsheet Contacts. The only option I see is to remove each entry and readd them. However, that will span unwanted emails to those persons. How can I work around this?
Screenshot of My Smartsheet Contacts showing the fully populated Contact item:
Comments
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Good question, Richard! Your Smartsheet contacts are specific to you. You can add any name you want to any email address. However, functionality that is associated with a users Smartsheet account (such as groups, user management, etc) pulls in the name and email address from their Smartsheet account (not your Contacts). The reason why you do not see a name for Bryan is because they have not set a name for their account.
Ask Bryan to set a name for his account by going to Account > Personal Settings > Profile to set a name for his account. A SysAdmin for your account (Team/Enterprise only) can set a name for him by going to Account > Account Admin > right click on his name > Edit User.
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