What It Does
The Auto Relate Contacts option determines how Aptly should automatically pull in people records (Contacts) when a Location or related object is selected in a lookup field. This reduces manual work and ensures consistency in how Residents, Owners, and other contacts are tied into workflows.
Options Explained
- None
- No automatic contact linking occurs.
- Users must manually relate contacts on each card.
- Set Related Contacts Field
- Copies all contacts from the related location/object into the card to the ‘Related Contacts’ field, regardless of type.
- Example: If a Property has 5 linked contacts (Owner, Resident, Vendor, etc.), all 5 will be copied onto the card.
- ⚠️ Risk: May clutter cards with irrelevant contacts, especially in high-contact portfolios.
- Set Fields by Contact Type
- Looks at the field name and compares it to the contact type.
- If the field is named Resident, Aptly will auto relate the Resident contact(s).
- If the field is named Owner, it will auto relate the Owner contact(s).
- ✅ Safer and more precise, since only the matching contact type gets pulled in.
Risks of Using Incorrectly
- Using Related Contacts Field at a high level (like Portfolio/Building) can flood cards with irrelevant contacts, including old Residents and Vendors no longer tied to current workflows.
- Field naming conventions matter. If field names don’t align with actual contact types (e.g., calling a Resident field “Tenant”), Aptly won’t auto relate correctly.
Recommended Best Practice
- Use Set Fields by Contact Type whenever possible.
- Ensures only the correct, role-based contact (Resident, Owner, etc.) is linked.
- Keeps workflows clean and avoids unwanted data clutter.
- Reserve Set Related Contacts Field for cases where all related contacts are always relevant (rare, usually in small portfolios or limited-use boards).
👉 Summary:
Auto Relate Contacts makes sure the right people are automatically tied into your processes. Use Set Fields by Contact Type for precise, role-based relationships and avoid overloading cards with irrelevant contacts.