Contacts (CR302000)
A business account can have multiple contacts associated with it.
You can open this window directly or from the Customers (AR303000) window.
What to do from this window
- Create a new contact
- Connect a contact to a company
- Delete customer contact
- Change a contact
- Copy one contact to several customers or suppliers
The window toolbar
- Actions
Provides the following menu commands, which you can click to invoke actions:
- Copy from company
- Copies the address and contact information from the associated business account.
The top part
In this area, you can create a new contact or select an existing contact for editing.
- Contact ID
The unique identifier of the contact, which the system generates automatically.
When you add a new contact, leave this box blank.
- First name
- The contact’s courtesy title (which is one of the following options: Dr., Miss, Mr., Mrs., Ms., or Prof. ) and first name.
- *Last name
- The last name of the contact.
- Type
- The type of the contact.
- Active
- A check box that indicates (if selected) that the contact is active.
- Owner
The owner of the contact.
If you specified a work group, you can select the owner from only its members. If you didn’t specify a work group, you can select any user. Selecting a work group clears the owner selection if the owner is not a member of the group.
- Work group
The work group for the contact.
If you select a group, you can select an owner only from the members of the group.
- Job title
- The contact’s job title or position.
The Details tab
This tab contains various information about the contact, with elements grouped into sections to make details easier to find.
- Company name
- The business name of the contact’s company.The value is inherited from the business account description (if specified).
- Parent account
- The parent business account or the business account of the parent company, if applicable.
The Personal data section
- Language/locale
The language in which the contact prefers to communicate. By default, the system fills in the field with the locale specified for the contact’s country. The value is to be used to fill in the Language/locale field for a business account to be created from the contact by using the Create business account action.
This field appears on the window only if there are multiple active locales are defined in the System locales (SM200550) window.
- Date of birth
- The birth date of the contact.
- Gender
- The gender of the contact: Male or Female.
- Marital status
- The marital status of the contact. The following options are available: Single, Married, Divorced, and Widowed.
- Spouse/partner name
- The name of the contact’s spouse or partner.
- Last incoming activity
- The date of the latest incoming activity that is associated with the contact.
- Last outgoing activity
- The date of the latest outgoing activity that is associated with the contact.
The Address section
- Same as in account
- A check box that indicates (if selected) that the contact’s address is the same as the address of the business account.
- Address line 1
- The first line of the contact’s address.
- Address line 2
- The second line of the contact’s address.
- City
- The city of the contact’s address.
- Postcode
- The postcode. An input validation mask can be set for the country postal codes in the Countries/counties/postcodes (CS20400S) window.
- Country
- The country of the contact’s address.
- County
- The county of the contact’s address.
- View on map
- A button that opens the map viewer.
The Contact section
- The email address of the contact.
- Web
- The website of the contact, if any.
- Phone 1
- The primary phone number of the contact. Select the type from the drop down.
- Phone 2
- An additional phone number of the contact. Select the type from the drop down.
- Phone 3
- Another phone number of the contact. Select the type from the drop down.
- Fax
- The fax number of the contact.
The Additional info tab
This tab contains additional information about the contact, generally the information about the lead converted to this contact.
The Lead history section
- Source
- The source of the lead.
- Source campaign
- The identifier of the campaign as a result of which the lead has been generated.
- Status
- The status of the lead.
- Reason
- The reason the status of the lead has been changed.
- Converted by
- The name of the employee who qualified the original lead.
- Qualification date
- The date when the original lead was qualified and converted to the contact.
The Image section
- Browse
- Opens the file selection window, where you can select an image to upload.
- Upload
- Uploads the selected image to the system.
The Upload file dialog box
By using this dialog box, you can upload a photo of the contact to be displayed on the Additional info tab. The dialog box has the following elements.
- Upload file
An option button that, if selected, causes the system to display the Choose file and Comment elements on the dialog box.
Select this option if you want a local file to be uploaded on the website.
- Link to existing file
An option button that, if selected, causes the system to display the Existing file and Comment elements on the dialog box.
Select this option if you want a file from the website to be uploaded on the window.
- Choose file
The path to the local file.
Locate the file; once you select it, the path will be filled in here.
- Browse…
- A button that you can use to locate the file.
- Existing file
- The path to the file located on a website.
- Comment
Any comments relevant to the file.
You can view the comments in the Search in files (SM202520) window.
- Upload (button)
- Uploads the file to the website.
- Close (button)
- Closes the dialog box and cancels the upload.
The Activities tab
This tab has a table with the list of activities associated with the contact. On this tab, you can associate particular tasks, events, and other activities with the contact.
The columns
The table includes, in addition to the columns described below, columns (labelled with icons) you can use to attach notes and files to the activity, see if it is completed, and check its priority level.
- Type
- The type of the activity.
- Summary
- The description provided for the activity.
- Status
- The status of the activity.
- Start date
- The start date and time of the activity.
- Created at
- The date and time when the activity was created.
- Time spent
- The total time spent on the activity.
- Work group
- The work group the activity is assigned to (if any).
- Owner
- The username of the user to whom the activity is assigned.
- Created by
- The user who has created the activity.
- Project
- The project to which the activity is connected.
- Project task
- The project task to which the activity is connected.
- Released
- When this check box is selected, the activity is released.
In addition to the table, the tab has the Activity description area, at the bottom of the tab, which displays the full description provided for the activity (if any). To edit the description, click within the Summary column of the activity. This brings up the appropriate window.
The Notifications tab
This tab has a table that contains mailings the contact is subscribed to. On this tab, you can remove a mailing from the list or make it inactive if necessary. To subscribe a customer contact to mailings defined for the customer, use the Recipients area on the Mailing settings tab of the Customers (AR303000) window.
- Workspace
- The workspace where mailing settings are defined. This workspace is the source of emails for the mailing.
- Source
- The entity, Supplier or Customer, that is the source of the emails for the contact.
- Mailing ID
- The unique identifier of the mailing.
- Class ID
- The identifier of the contact class that the contact belongs to (if any).
- Description
- The business account that the customer belongs to and the company name (if any).
- Report
- The report to be used as the email’s body for this mailing, if the mailing uses a report rather than an email template.
- Notification ID
The notification template that is used to generate emails for the mailing.
For each mailing, either a report or a template may be specified.
- Format
- The format in which the document based on the report will be send to the contact (if the mailing uses a report rather than a template). The following options are available: PDF, Text, HTML, or Excel.
- BCC
- A check box that indicates, if selected, that the recipient will receive a blind carbon copy (BCC) of the email for this mailing.
- Active
- A check box that indicates, if selected, that this mailing is active. Only active mailings are used to generate emails.