Contacts, as opposed to Company Reps, are the people who work for your customers. Contacts are the people who submit work orders, pay invoices, etc. It is important to keep thorough records and ensure that you update contacts as people move, leave, or update their contact information.
Adding A Contact
When a user opens the Contacts Search (click Contacts from the Search drop down), they will be presented with the screen shown below. The Search Criteria and Search Results will be discussed later on in the manual.
Click the More drop down in the bottom right corner of the screen. Select the Add option. This will open the Add Contact window, as shown below.
Once the Add Contact window is open, the user will click the Find button next to the customer field. This will open the Customer Search window (shown below). The user will input either the Customer Code or or the Customer Name associated with the customer the contact is to be added to. Click the Find button to view the Customers that fit the search criteria. Click the Select link next to the customer name to complete the customer selection process.
After the Customer has been selected, there may or may not be a Site selection option. If the customer is has multiple sites attached to it, the user will see a drop down arrow in the Site Field. The user will then select the Site that the new contact is to be added to. This can be seen in the screen below.
If there are not multiple Sites associated with the customer, the system will take the option for Sites away. You can see an example below.
The rest of the fields remain the same, regardless of Site status. Not all of the fields need to be filled in to successfully add a contact, the more information added to the contact page will return more quality information upon future searches for the contact.
- Type: The position the contact holds. Select the one that fits from the drop down. More information on adding and editing job types can be found in the Setup portion of this manual.
- Active: If the check-box shows a blue check mark, the contact is active. If there is no blue check mark, the contact is set to inactive.
- Salutation: Examples include Mr., Mrs., Dr., etc.
- First Name: The contact's first name.
- Last Name: The contact's last name.
- Name: The contact's full name - first and last.
- Email: The contact's email address.
- Web: The URL of the contact or company's website.
- Mobile No (Mobile Number): The contact's cell phone number. Can be personal or company-assigned.
- Work No (Work Number): The contact's work phone number. Can be a land-line or a company-assigned cell phone.
- Ext (Extension): The extension, if there is one, on the contact's land-line work number.
- Fax No (Fax Number): The contact's fax number.
- Text Phone:
- Address: The contact's street address. This can be a personal address or a work address.
- Address 2: Can be used to include apartment number or a suite number.
- Address 3: Can be used for an additional street address.
- Zip: The zip code associated with the contact's address.
- City: Will automatically populate when the Zip is added.
- State: Will automatically populate when the Zip is added.
- Country: Will automatically populate when the Zip is added.
- LinkedIn: The URL associated with the contact's LinkedIn profile.
- Teams: The phone number associated with the contact's Microsoft Teams account.
- Twitter: The URL associated with the contact's Twitter profile.
- Notes: Use this free form section to add any additional information about the contact that is pertinent to the user or others who will access the contact's information.
- Contact by Phone: If the box shows a blue check mark, then it is ok to contact the contact by the phone.
- Contact by Fax: If the box shows a blue check mark, then it is ok to contact the contact by fax.
- Contact by Email: If the box shows a blue check mark, then it is ok to contact the contact by email.
- Contact by Mail: If the box shows a blue check mark, then it is ok to contact the contact through a mail carrier.
- Opt Out: If the box shows a blue check mark, the contact does not want to receive any form of communication.
- Include Customer\Sites: If the box shows a blue check mark, the customer or site information will be included in the contact information.
Once all the data has been input in the appropriate fields, click save in the bottom right corner to complete the contact addition.
Contact Search Criteria
The first window users will see upon entering the Contacts Search page is the search criteria. The search criteria will be explained below.
- Active: If the blue check mark is visible, the user will only be able to search for contacts marked as active.
- Display: Use the drop down to select how many rows of contacts will be displayed per page in the search results. Options are 15, 30, 40, or 50.
- Contact Name: Search by the name entered into the Name section when the contact was created.
- Customer Name: Search by the name of the Customer the contact is associated with.
- Site Name: Search by the name of the Site the contact is associated with.
- First Name: Search by the contact's first name.
- Last Name: Search by the contact's last name.
- Work Phone: Search by the contact's phone number.
Once the user has added all the search criteria, they will click the Find button in the bottom right hand corner of the window. This will signal the system to populate the contacts who fit the search criteria in the search results window.
Contact Search Results
The second window users see upon entering the Contacts Search page is the search results window. This is where the contacts who meet the search criteria entered in the search criteria window will be displayed.
Contacts are displayed with the following fields visible:
- Name: Usually the full name of the contact.
- First Name: The first name entered for the contact.
- Last Name: The last name entered for the contact.
- Telephone: The work phone number entered for the contact.
- Active Status: Shows whether or not the contact is in active status.
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