Add, edit, and search reference contacts

A reference contacts is a contact record that is stored in the database, independent of any application or record. You can search for and associate reference contact data when you are completing an application or form. When you associate a reference contact, all of the data for that contact populates automatically into the application. You can add reference contacts independent of individual records and applications, build relationships between reference contacts, merge reference contact records, and more.

Add a reference contact

You can add new contacts to your reference database. After you add a reference contact, you can look up the contact when associating contacts with a specific application, service request or other record type.

To add a reference contact

On the Contacts page, select New.
Complete the required fields and others as needed. See Contacts details for field definitions. If you are importing contact details from an external permitting system, see Applicant and contact section.
Select Submit.

Tips on searching for a contact

Perform a search

You can search for reference contacts using any combination of search criteria, including standard contact fields, template fields, associated activities, or contact addresses. See for information about using search functionality in Civic Platform.
Search by also-known-as names

If you search contacts by the First, Middle, Last name, and/or Full name fields, Civic Platform checks the standard contact fields and also the also-known-as names (see Add also known as names of a contact) for matches.
Look for close matches

Sometimes the search results do not include the contact you intend to find due to a variance in spelling. If your search does not return expected results, try using the Close matches function to find contacts that are close matches to your search criteria.

Look for close matches

You can start a contact close-match search without providing value for the individual/organization flag. Civic Platform can check the contact fields you already entered, and decide whether to search for individual or organization close matches. Specifically, if any of the following fields has a value: Organization Name, FEIN, or DBA/Trade Name, Civic Platform searches for close matches in organization contacts; Otherwise, it searches for close matches in individual contacts.

Note: Your agency can configure close match criteria for both individual reference contacts and organization reference contacts. Contact your agency administrator with questions.

To look for close matches to your search criteria

Perform a standard contact search.
Select Close matches to view the close matches to the search criteria.

Edit a reference contact

If you need to update contact details, you can search for and modify the contacts records as needed. Your changes do not affect any applications or any service requests currently associated with the contact. Your changes do, however, affect any new applications and new service requests that users create and associate with the contact.

To edit a reference contact

On the Contacts page, find and open the desired contact.
Modify the fields as needed. See Contacts details for field definitions.
Select Submit.

Add also known as names of a contact

You can add additional (also known as, or AKA) names for a contact into Civic Platform. For example, when a person changes their surname upon marriage, you can add the maiden name as an ‘also known as’ name. You can delete names from this list as well using the Delete button.

To add an Also Known As name for a reference contact

On the Contacts page, find and open the desired contact.

Select the Also known as tab.
Select Add.
Complete the required fields and others as needed.
Select Save.