Introduction and Overview

The contact-to-user conversion process has been enhanced with automatic organization creation and intelligent field mapping between accounts and organizations. This significant improvement ensures data consistency and reduces manual setup when promoting contacts to users, using predefined field mappings and validations to transfer information accurately.

This functionality enables the system to automatically create an associated organization when a contact is converted into a user. The new organization inherits mapped data from the account linked to the contact through customizable field mappings between Account Fields and Organization Fields, streamlining the user onboarding process while maintaining data integrity.

Field Mapping Configuration

Account to Organization Field Mapping:

Mapping Rules:

• Static Fields: Name, address, and other standard fields map automatically without manual configuration

• Custom Fields: Must be mapped manually through the account field setup interface

• Type Alignment: Mappings must align by field type for compatibility:

• Text → Text

• HTML → HTML

• Other field types do not cross-map and must match exactly

Contact Creation and Preparation

Setting Up Contacts for Conversion: When creating a contact that may eventually be converted to a user, proper preparation ensures smooth conversion without errors or data loss.

Required Steps:

• Account Selection: Select the Account to which the contact belongs during contact creation

• Custom Field Completion: Ensure all required custom fields are properly filled

• Required Field Validation: If required fields defined in organization custom fields are not provided, an error message will display during conversion attempt, preventing incomplete conversions

Account Field Preparation: Before converting a contact to a user, verify that the associated account fields contain necessary data:

• Static Fields: Name and address information map automatically from account to organization

• Custom Fields: Only map if properly configured in the field mapping setup

• Data Completeness: Review account data to ensure all relevant information is present for transfer

Conversion Process

Executing Contact to User Conversion: The conversion process transforms a contact record into a full user account while simultaneously creating the associated organization structure.

Conversion Steps:

• Open the contact record designated for conversion

• Select Convert to User from available actions

• Assign a User Group if needed for proper access control

• Complete the process to generate the user account

Conversion Results: Once the conversion completes successfully, the system executes several automated operations:

• Contact Removal: The original contact is removed from the contact list

• User Creation: A new user record is created with login credentials

• Organization Generation: A corresponding organization record is automatically created

• User Assignment: The newly converted user is automatically placed inside the created organization

Organization Creation and Data Inheritance

Automatic Organization Management: After conversion, the system creates an organization under User Management → Organizations with inherited data from the source account.

Field Length and Validation Rules

If the organization’s custom field has a smaller character limit or number range than the corresponding account field:

• The system displays an alert:
  “Character limit or number range of the account field does not match with the organization field. Some data may be lost during conversion.”

• Only the data that fits within the organization field’s limit will be saved.

• This rule applies to all custom field types, including Text, Text Area, HTML, and others.

Despite the warning, the conversion proceeds, and the organization is created with truncated data where applicable.

Conclusion

The enhanced contact-to-user conversion feature ensures structured data transfer, reduces manual effort, and maintains accurate organizational mapping. Through proper configuration of account and organization fields, users can ensure clean and consistent data creation during conversion.