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Managing Contact Persons for Companies and Counterparties

Jovita Mogulevičiūtė
Updated

This article explains how contact persons behave in Avallone for:

  • Companies (KYC Responder)
  • Counterparties (KYC Collector)

Contact person details are managed separately per company/counterparty

You can have contact persons with identical details (the same name and email) under different companies or counterparties, but their details are not synchronized globally. That means that updating a contact’s name or email under one company/counterparty will not automatically update a contact with the same details under another company/counterparty.

 

Requests can reuse contact persons for the same company/counterparty

A single company/counterparty can have multiple requests. When you create those requests, you can reuse the same contact person across more than one request.

ℹ️You can also assign more than one contact person to a request, if needed.

 

Contact persons are selected when you create the request

You choose the contact person(s) as part of the request creation flow. 

Contact person that will be used for a new request

Here is an article on how to manage contact persons within a specific request: Change the contact person of a request

 

ℹ️Updating contact details when you have open requests

What if you have open requests, and you need to make changes to the contact person?

When you update a contact person’s name and/or email in the profile, that update applies to all open requests for that company/counterparty where that contact person is used.

What happens:

  • The existing sharing link for that contact is invalidated immediately
  • New link is generated and automatically sent by email using the updated contact details after the change

Examples

Scenario 1: You update the contact person’s email address

What happens:

  • All open requests using that contact person are affected
  • Existing link stops working right away
  • New link is emailed to the updated address

Scenario 2: You update the contact person’s name (email stays the same)

What happens:

  • All open requests using that contact person are affected
  • Existing link stops working right away
  • New link is emailed (to the same email address)

Scenario 3: You add a new contact person in the profile

What happens:

  • No existing requests are changed (open or closed)
  • The new contact person is simply available to select for future requests

Scenario 4: You delete a contact person in the profile

What happens:

  • Existing link for that contact person is invalidated
  • No new link is sent automatically


Updating a contact person while they are in the Sharing Portal

If you update a contact person’s details while they are using the Sharing Portal, their session will end right away.

What happens:

  • They are logged out immediately
  • They cannot generate a new link themselves
  • Access is restored only if a new link is sent (as described above)

 

Closed requests are not affected by contact person updates

Once a request is closed, it keeps the contact person details that were used at the time the request was completed, therefore, if you later update that contact person’s details in the company/counterparty profile, the closed request will still show the original contact details.

 

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