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Contacts
Getting Started > Setting Up a New Company > CRM Setup > Contacts

Glossary Item Box

Introduction About:

Contacts may be any one related to the entity that you may communicate with in behalf of the entity e.g. customer, suppliers and sales reps. You can set up a contact related to an entity or a personal contact.

Tip:
 Instead of setting up each lead using the Contact detail form, you can also use the Import Wizard to import your existing contact file (in excel format) into Interprise Suite. See Also: Working with System Manager module > Importing Records

 

Terminology Steps:

Create a contact related to an entity

Create a personal contact

 

a. Create a new contact related to an entity

You can create a new contact related to entity in two ways:

 

From the entity form,

  1. Open an entity form e.g. Customer detail form.
  2. From the row of buttons beside the supplementary CRM tabs, click on the New Contact option. You will be brought to the Contact tab to provide the contact information. See Also: Working with Customer Module > Manage Customers > Edit/maintain billing information > Manage customer contact information.

From the CRM Module,

  1. Go to the CRM module.
  2. Select Contact under the New menu.  A search screen of entities will appear.
  3. Select which entity you will create the new contact for to display the Contact detail form.
  4. Provide the primary contact information in the Contact Information tab. The details to provide are as follows:
    • Contact Full Name: Enter the full name of the contact. To select salutations and suffixes to use for the contact name, click on the Contact Full Name button to display the Check Name window.
    • Entity Code: Displays the name of the entity related to the contact. To view full details to the entity, drill down on the value inside the Entity Code field.
    • Address: Notice that the address fields reflects the address information of the entity. You may modify the address information as necessary.
    • Bus. Phone/Ext: Notice that the Business Phone field reflects the primary telephone number of the entity. You may modify the business phone number as necessary.
    • Next to the Bus. Phone/Ext field is the option to set the contact as OK to Call. Click on the button next to the Extension field to indicate that the contact can be called through the Campaign Wave – Outbound Call. See Also: Working with CRM module > Manage Campaign Waves > Record Campaign Activities > Outbound Calls.
      Note: Click only when the contact has given consent to be contacted with the business phone number. If the contact is the default contact of the entity, the system will look up the business phone number of that contact. If no business phone number is set up, the system will look up for the entity’s primary telephone number.
    • Bus. Fax/Ext: Notice that the Business Fax field reflects the primary telephone number of the entity. You may modify the business fax information as necessary.
    • Next to the Business Fax/Ext field is the option to set the contact as Ok to Fax. Click on the button next to the Fax Extension field to indicate that the contact can be sent with fax through the Campaign Wave – Fax. See Also: Working with CRM module > Manage Campaign Waves > Record Campaign Activities > Send Fax.
      Note: Click only when the contact has given consent to send fax messages. If the contact is the default contact of the entity, the system will look up the fax number of that contact when sending fax messages to the entity. If no fax number is set up, the system would look up the primary fax number of the entity.
    • Email Address: Notice that the Email Address field reflects the primary email address of the entity. You may modify the email address information as necessary.
    • Next to the Email field is the option to set the contact as Ok to Email. Click on the button next to the Email field to indicate that the contact can be sent with emails through the Campaign Wave - Email. See Also: Working with CRM module > Manage Campaign Waves > Record Campaign Activities > Send Email.
      Note: Click only if the contact has given consent to be emailed. If the contact is the default contact for the entity, the system would look up for the email address of the contact when sending emails to the entity. If no email address is set up, the system would use the primary email address of the entity.
    • Mobile/Ext: Enter the mobile number and extension if any.
    • Pager/Ext: Enter the pager number and extension if any.
    • Time Zone: Reflects the time zone in your computer. You may change the default value as necessary.
    • Active: Indicates if the contact is active. When unchecked, the contact is listed in the Inactive list (Find > Contact) and would not appear in the list of contacts in the entity form e.g. Customer detail form. See Also: How To topic list > Inactivate Contacts
  5. Provide miscellaneous information in the Additional tab. The details to provide in the additional information are as follows:
  • Bus. Title: Select the business title of the contact. If the business title is not in the list, you may define new ones using the Business Title option in the System Manager module. See Also: System Setup > CRM Contact Setup > Maintain Business Titles.
  • Job Role: Select the job role of the contact. If the job role is not in the list, you may define new ones using the Job Role option in the System Manager module. See Also: System Setup > CRM Contact Setup > Job Roles.
  • Department: Select the department where the contact belongs. If the department is not in the list, you can define new ones using the Department option in the System Manager module. See Also: System Setup > Departments
  • Home Phone/Ext: Enter the home telephone number or any alternative number of the contact.
  • Home Fax/Ext: Enter the home fax number or any alternative fax number.
  • Assigned To: Displays the user assigned to the contact. By default, this is set to the user that created the contact record.
    Note:
    When importing the contact record, the contact would not have an assigned to value unless specified in the import file. See Also: Working with System Manager module > Importing Records
  • Manager: Assign a manager or a direct supervisor to the contact. You will be able to select from the existing contacts related o the entity.
  • Asst Full Name: Allows you to put in assistant information for the manager contact. Enter the assistant full name in the Asst Full Name field or click on the Asst Full Name button to bring up the Check Name window to separate the contact first and last name, select salutations and suffixes.
  • Asst Phone Number: Enter the assistant phone number.
  • The following fields are intended for the online customers that trade with you through your ecommerce website (enabled in the eBusiness Edition of Interprise Suite). The Is Allow Web Access option should be enabled to enable the other fields.
    • Is Allow Web Access: Indicates that the customer is or is not allowed access into your ecommerce store. When the customer registers an account in your website, a customer record is created with this option enabled.
    • Web Site: Next to the Is Allow Web Access checkbox is the Web Site field that displays the web store where the contact has registered an account.
    • User Name: Displays the user name of the user that the contact registered in your web store.
    • Password: Displays the user name and password of the account that the contact registered in your web store. When the contact changes his account password from the web store, the changes will reflect in this field. By request, the user can also change the password for the contact. To change the password, click the Password button to display the Password window. Enter the old password in the first field and type in the new one in the second. Click Ok to apply. To clear the password field, click on the Clear Password button inside the Password field.
    • Language Code: Displays the default language for the customer to use when accessing your web store. The language will be applied after the contact logs in to his account in your web store. Note that the language must be supported in the web store otherwise the default web store language will apply.
    • Sub. Exp. Date: This field allows you to specify a date for the contact’s account subscription to expire.


b. Create a new personal contact 

  1. Click on Contact under the New menu of the CRM module. A search screen of entities is displayed.
  2. From the search screen toolbar, click on New Personal Contact button to display the Contact detail form. Enter the details to your new contact. See Also: Create a new contact related to an entity.
  3. The contact will then be assigned to the user that created the contact record. You may change the user assigned to the contact by selecting the user from the Assigned To field.
  4. When saved, the contact is listed in the Personal Contact list.

 

How To How To:

ShowManage Contacts

See Also: Working with the CRM Module > Manage Contacts

 

ShowCreate a target list of contacts

See Also: Working with the CRM Module > Generate and Manage Target Lists

 

ShowInactivate contacts

  1. Select Contact under the Find menu of the CRM module. The Contact search list will display.
  2. Select the contact in the list to display the Contact detail form.
  3. Uncheck the the Active checkbox to set the contact status to inactive.
  4. Save the details before closing the Contact detail form. The contact record will be placed in the Inactive Contact list.

ShowDelete contacts

Note that contacts that were linked to an activity or campaign wave or related to a previous transaction cannot be deleted.

  1. Go to the CRM Module.
  2. Select Contact under the Find menu. The Contact search list will display.
  3. Select a contact in the list to display the Contact detail form.
  4. Click on the Delete option in the toolbar menu.
  5. Choose Yes in the prompt to delete.

Next Steps Next Steps:

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