Accounts and relationships
Accounts is Axis Capture's CRM: the people and organizations behind the work — agencies, primes, partners, subcontractors and vendors — and what your team knows about each of them. It is private to your workspace. The public record tells you who awarded a contract; this is where you keep who you actually spoke to, what they said, and whether they are on your side.
TL;DR — Open Axis Capture → Set up → Accounts. Add an organization, then add contacts under it with their relationship to you. Log each call, email or meeting in the contact's Communication history. Open View relationships to see what a contact or organization is connected to and what those pursuits became.
Before you start
- Who can edit. Business Development Users, Managers and Capture Administrators add and edit organizations and contacts. Removing a record is narrower — Managers and Capture Administrators only — because a contact carries communication history that an edit never destroys. Everyone else with access to Axis Capture can read the CRM.
- Notes are private. The Private notes on organizations and contacts, and the What was said of every logged exchange, are readable only by people in your workspace. They are never shared, never indexed for search and never written to the audit trail.
Organizations
| Field | What it does | Accepted values / default |
|---|---|---|
| Organization | The organization's name. | Required. Must be unique within your workspace. |
| Type | What the organization is to you. | Agency, Prime, Partner, Subcontractor, Vendor or Other. |
| What they do | A short description. | Optional. |
| Website | Their site. | Optional. |
| Reference id | Your own identifier for them, for example from another system. | Optional. |
| Private notes | What your team knows. | Private to the workspace; never in the audit trail. |
Contacts
| Field | What it does | Accepted values / default |
|---|---|---|
| Name | The person's name. | Required. |
| Organization | Which organization they belong to. | Optional — a contact can be unfiled ("No organization"). |
| Role | Their job title. | Free text. |
| Relationship | How they bear on your pursuits. | Champion, Decision maker, Influencer, Gatekeeper, Blocker, or Not assessed. |
| Email / Phone | How to reach them. | Optional. Email must look like an email address. |
| Last contacted | When someone last spoke to them. | Shown on the workspace clock. |
| Buyer reference | Links the contact to a public official in the state & local reference data. | Set from the State & local → Who buys tab. See State and local government. |
| Private notes | What your team knows about them. | Private to the workspace; never in the audit trail. |
Email a contact
Choose Email on a contact, or Email a contact on a pursuit, and pick one of Axis Capture's contracting templates. The merge fields — your company's name and identifiers, the solicitation, the agency — are shown before you send. Your workspace can reword each template under Settings → Email templates, where they are listed under Axis Capture.
After sending, Axis Capture shows what happened to each recipient:
- Sent — the email went. Only a sent email is added to the contact's communication history and moves Last contacted.
- Not sent — with the reason, such as the address being on your workspace's Do not email list, or the template being turned off.
- Failed — the email could not be delivered. Nothing is logged; try again later.
Log an exchange
Open the contact's communication history
On the contact, choose Show communication history.
Choose Log an exchange
Pick the Kind — Call, Email, Meeting, Event or Note — and write a one-line Summary.
Record what was said
What was said is private to the workspace, never searchable, and never in the audit trail.
Set when it happened
Leave When it happened blank to use now. An exchange can't be logged more than a day ahead. The time is shown to everyone on the workspace clock, not each viewer's own.
Save to history
The exchange is added to the contact's history. The list shows the most recent exchanges; there is a cap on how many can be logged against one contact.
The relationship map
View relationships on an organization or contact opens the Relationship map: who you know there, what they are connected to, and what those pursuits became.
| Field | What it does | Accepted values / default |
|---|---|---|
| Connected opportunities | Solicitations this person or organization is connected to. | Connect one with Connect to an opportunity and its solicitation id. |
| What these pursuits became | Awards the shared reference data already links to those opportunities. | Shows the awarded company and value where known. |
| Open tasks | Follow-ups attached to the organization or contact. | See Documents, requirements and tasks. |
If the shared reference data cannot be reached, connected opportunities and awards are left out and the map says so, rather than showing an empty map that looks complete.
Tasks on CRM records
Organizations and contacts accept tasks — "call the contracting officer before Friday" — just like pursuits and solicitations. They appear in the assignee's workspace task list. See Documents, requirements and tasks.
Common gotchas
- "You already have an organization with that name." Organization names are unique within the workspace. Search for the existing record and add the contact to it.
- "I can't edit a contact." Analysts, Proposal Managers, Standard and Read-Only Users can read the CRM but not change it. Ask an administrator for the Business Development or Manager role.
- "I removed a contact and lost the history." Removal deletes the contact and its communication history. That is why only Managers and Capture Administrators can do it.
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