Sharing and Review

Sharing copies one of your private contacts into the company directory. You decide, contact by contact, what to share. Admins can review each shared contact before the team sees it.

Share one contact#

1. Make sure the right company is selected in the company switcher.
2. Open the contact in My Contacts and click Share to Company.
3. In the Share to Company dialog, choose:
   • Visibility: Full (visible to all members), Limited (basic info only) or Request (details hidden). Full is preselected. See visibility levels.
   • Department (optional).
   • Notes for admin: context for the reviewer. Your company can make this field required.
4. Click Share Contact.

Share several contacts#

Select contacts in My Contacts and click the share button in the selection bar. You pick one visibility level, and it applies to every selected contact. Contacts you already submitted are skipped, and the button tells you how many.

What the company receives#

The company gets its own copy with these fields: name, email, phone, company and job title.

Your private notes and tags stay private unless you tick Also share my private notes or Also share my tags in the dialog. Both are off until you tick them.

Your private copy stays in My Contacts. Later edits to your private copy do not change the company's copy.

Duplicate check#

Before you confirm, Nanabase checks the directory and tells you what it found:

• Already in the directory. You are added to the people who know this contact (the Who Knows column), or an admin reviews it first if your company requires that.
• Similar contact found. An admin will review the merge.
• New to directory. The contact goes in according to your company's approval mode (see below).

Follow your shares#

Open My Contributions in the sidebar. Your shares are grouped as pending, approved, rejected, withdrawn and expired. Click Withdraw on a pending share to take it back. If an admin rejects a share, you see the reason they gave.

You also get a notification when a share is approved, rejected or merged.

How admins review#

Owners and admins review shared contacts in People & Access, under Contributions. The Queue lists each pending contact with the person who submitted it, the date and a quality indicator.

For each contact, an admin can:

• Approve it as it is.
• Edit & approve it in one step.
• Review match and merge it with a contact already in the directory, when Nanabase found a likely duplicate.
• Reject it, with a reason the member sees.

To approve many at once, tick them and click Approve N selected, then confirm. Nanabase processes them in batches of 25, and you can click Stop after this batch at any time. Contacts flagged as likely duplicates cannot be selected for bulk approval; review them one by one.

History lists past decisions.

Approval mode#

The owner chooses how strict review is, in Contributions under Governance. Only the owner sees this page.

| Mode | What happens to a new shared contact | |------|--------------------------------------| | Strict | It waits for admin review before it enters the directory. | | Semi | It enters the directory as unverified, and admins can verify it later. | | Open | It enters the directory as verified right away. |

A contact that looks like one already in the directory waits for review in every mode. Changes to the mode apply to new shares only.

The owner can also turn on:

• Require manual approval for perfect matches: a share that exactly matches an existing contact goes to review instead of merging on its own.
• Require contributor notes: members must write a note when they share.
• Notify admins on new contributions: admins get an in-app notification for each new share.