Contacts are people who may be associated directly with CRM Accounts, Customers, Ship-To Addresses, Vendors, Vendor Addresses, and Sites. To create a new Contact, select the "New Contacts" option. The following screen will appear:
When creating a new Contact, you are presented with the following options:
- Title
Select a Title from the list of available Titles.
- First
Enter the Contact's first name.
- Last
Enter the Contact's last name.
- Initials
Enter the Contact's initials.
- CRM Account
Specify the CRM Account the Contact is associated with (if any). Contacts may also be attached to a CRM Account on the Account master.
- Active
Select if you are actively doing business with this Contact. Not selecting makes the Contact inactive.
- Job Title
Enter the Contact's job title.
- Voice
Enter the Contact's phone number.
- Alternate
Enter an alternate phone number for the Contact.
- Fax
Enter the Contact's fax number.
Enter the Contact's e-mail address.
- Web
Enter the Contact's website address.
Note
If a new Address is manually entered here, that Address will be added automatically to the master list of Addresses.
- Address
-
Manually enter Address information in the fields below—or use the browse button to select pre-existing Address information.
- Street Address
Enter the street Address for the Contact.
- City:
Enter the city where the Contact is located.
- State:
Enter the state where the Contact is located.
- Postal Code
Enter the Postal Code for the Contact.
- Country:
Enter the country where the Contact is located.
- Notes
This is a scrolling text field with word-wrapping for entering Notes related to the Contact. Any Notes entered on this screen are for internal purposes only.
To add Comments to a Contact, select the "Comments" tab at the bottom of the "Contact" screen. The following screen will appear:
When adding Comments to a Contact, you are presented with the following options:
- Comments
Display lists Comments related to the Contact.
To the far right of the screen, the following buttons are available:
- NEW
Opens the screen for creating a new Contact Comment.
- VIEW
Opens a read-only view of the Contact Comment.
To enter a new Contact Comment, select the NEW button. The following screen will appear:
- Comment Type
Specify one of the following Comment Types from the drop-down list: ChangeLog or General. Comment Types are used to categorize Comments. Once you have specified a Comment Type, you may type your Comment in the main text area. The text area features word-wrapping and scroll-bar support for longer Comments.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without creating the Contact Comment, returning you to the previous screen.
- SAVE
Creates the Comment and adds it to the list of Contact Comments.
Contact Characteristics are user-defined definitions of a Contact which may be used to provide additional layers of description. To enter Characteristics associated with a Contact, select the "Characteristics" tab. The following screen will appear:
Tip
Use Contact Characteristics, for example, to record and remember a Contact's birthday—or similar personal information.
- Characteristics
Display lists the Characteristics related to the Contact.
To the far right of the screen, the following buttons are available:
- NEW
Opens screen for creating a new Contact Characteristic.
- EDIT
Enables you to edit highlighted Contact Characteristics. The edit screen is the same as that for creating a new Contact Characteristic—except that when editing, the fields will contain Contact Characteristic information. Double-clicking on a Contact Characteristic will also bring you to the editing screen.
- DELETE
Highlight a Contact Characteristic and then select this button to remove the Contact Characteristic from the list.
To create a new Contact Characteristic, select the NEW button. The following screen will appear:
When creating a new Contact Characteristic, you are presented with the following options:
- Characteristic
Select a Characteristic from the list of Characteristics designated as being available for use as Contact Characteristics.
- Value
Enter a value to associate with the Characteristic.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without creating the Contact Characteristic, returning you to the previous screen.
- SAVE
Creates the Contact Characteristic and adds it to the list of Contact Characteristics
To locate where in the application the Contact is used, select the "Uses of the Contact" tab. The following screen will appear:
The "Uses of the Contact" list displays information on all Contact cross-references, including used-at reference, CRM Account Number, CRM Account name, role, and active status.
To the far right of the list, the following buttons are available:
- EDIT
Enables you to edit highlighted used-at references.
- VIEW
Highlight a used-at reference and then select this button to reach a read-only view of the "Edit" screen.