Contacts: Managing Your Contacts and Data in Subflow – Subflow, Inc.

The Contacts section in Subflow functions as your built-in CRM, giving you full visibility and control over each individual in your system. You can view and manage both contact data and activity history, personalize communication, create segments, and leverage data to drive automation.

⚠️ HIPAA Compliance Note:
To store or transmit Protected Health Information (PHI), you must be on the Teams plan or higher and under an active Business Associate Agreement (BAA) with Subflow, Inc.
Contact support@subflow.com for more information or to request a BAA.

Accessing the Contacts Table

To begin, click “Contacts” in the left-hand navigation menu. This will take you to the Contacts Table, which displays all contacts in your Subflow account.

By default, you’ll see:

Contact name
Phone number and email
Communication preferences (opt-in status)
Tags
Any open action items

You can customize the view by clicking the “Columns” button at the top. Choose which fields to show or hide to better suit your workflow.

Filtering Contacts

Use the filter bar on the left side of the table to search contacts by:

Tag
Custom fields (like state, status, or provider)
Communication preferences
Any property stored in the contact record

For example:

“Show me all contacts in Tennessee who have opted into SMS.”

When filters are applied, you’ll see a “Save as Segment” button appear. Click this to create a dynamic segment using your filter conditions.

Viewing a Contact Record

To view more information on a contact, either:

Click the contact row directly
Or select “Manage Contact” from the Actions column

This opens the Contact Record Detail View, where you’ll see several tabs with in-depth data and actions:

1. Activity Tab

This is your activity timeline for the selected contact. You’ll see:

Messages sent and received
Workflows triggered
Opt-in events
Segment membership

More activity data coming soon.

2. Details Tab

This tab stores all the contact’s profile data, including:

Name, phone, email, and custom fields
Tags (e.g., “New Patient”, “Pre-Op”, “Total Joint”)
SMS and email opt-in status

🛑 Note: If a contact opts out of SMS, they must text “Unstop” to your number to re-enable communication.

You can also:

Edit fields directly
Add or remove tags
Click “Manage Fields” to customize your field options
Don’t forget to click Save after making changes

3. Forms Tab

This tab displays all form submissions from the contact. Click any form to view the full submission.

Key actions:

Assign Contact – Updates the contact record with the latest submitted values
Export – Downloads the form as a PNG file, which can be uploaded to an external system or stored in your records

For more, visit: How to Use Forms

4. Workflows Tab

Here, you’ll see every workflow the contact has been enrolled in—whether active or completed.

You can:

Click “View Run” to see the workflow path and progress
Cancel an active workflow from the dropdown menu
View timestamps for every action, message, or trigger in the flow

Learn more in the Workflows Guide

5. Notes Tab

Quickly add internal notes about a contact for context or future reference.

To add a note:

Click “New Note” in the top-right dropdown
Write your note (e.g., “Follow up after telehealth session”)
Notes are time-stamped and saved under the Notes tab

✅ Best Practices for Using Contacts

Use tags and custom fields to keep your contact list organized and filterable
Always respect opt-in/opt-out preferences for compliance
Leverage the “Assign Contact” button on forms to keep data synced
Use segments to group contacts for targeted messaging and automation
Document important info with Notes to improve follow-up and care continuity