👥 External Contacts

"Stay connected without full access."
Engage external stakeholders in approvals, distributions, and updates — without requiring a login.

Not all collaborators require full access to Brainframe’s document management system. To address this, Brainframe differentiates between Workspace Users and External Contacts.

1️⃣ What Are External Contacts?

External Contacts:

• Do not need to log in.
• Can still be included in specific workflows, such as:
• 📩 Receiving notifications (e.g., policy approvals).
• 📤 Participating in document distributions.
• 🔔 Being notified of important updates without requiring workspace access.

2️⃣ External Contact Configuration

The External Contact Configuration screen provides flexibility for managing non-user stakeholders.

1. 📥 Import – Upload contacts using a template Excel file.
2. ✍ Manual Creation – Define name, email, and optional tags.
3. 🏷 Tagging – Organize contacts by department, role, or project for quick selection in notifications.
4. 🛠 Edit or Remove – Keep contact lists up to date as roles or projects change.

3️⃣ Best Practices

• 📌 Use tags strategically — group external contacts by function (e.g., “Vendors,” “Auditors”) for faster selection.
• 🧾 Keep contact lists clean — remove outdated entries to stay compliant and reduce noise.
• 🔐 Limit external use — only involve external contacts in necessary workflows to reduce exposure.
• 📊 Track engagement — review how often external contacts are included in approvals or distributions.

🎯 Visual Checklist

• [x] Tags defined for departments or roles
• [ ] Outdated external contacts removed
• [ ] Approval workflows tested with externals
• [ ] License usage monitored for external contacts

Updated on: 05/09/2025