| Excerpt |
|---|
|
Find out how to create a new Contact Information |
What does this section cover?Learn to work with Contact Information |
Back to Contact Information Main Page
Demographics | The demographic information of the specific person
| |
|---|
Date of birth | The date of birth of the specific person |
|---|
Name Day | The name day of the specific person |
|---|
Country of Residence | The country of residence of the specific person |
|---|
ID Number | The ID number of the specific person |
|---|
| Registration Country | The ID registration country of the specific person |
|---|
Passport Number | The passport number of the specific person |
|---|
| Registration Country | The passport registration country of the specific person |
|---|
Social Security Number | The social security number of the specific person |
|---|
Industry | The Industry that the specific person belongs to |
|---|
Industry Sector | The Industry sector that the specific person belongs to| Info |
|---|
CRM APPLICATION > CONTACT INFORMATION > MANAGE CONTACT INFORMATION |
| |
|---|
Type * | The contact information type which in this case is Person |
|---|
Gender | The gender of the person which can be either Male or Female |
|---|
| Title | The title of the person |
|---|
First Name | The first name of the person |
|---|
Middle Name | The middle name of the person |
|---|
Last Name | The last name of the person |
|---|
Category | A category that the person belongs to |
|---|
Profile Photo | The profile photo of the person |
|---|
Owned by Group | The group that owns the specific contact information |
|---|
Privacy Level | The privacy level of the specific contact. It is always read only and can be changed through a dedicated action |
|---|
Use the Contact Information page to update contact details, personal and corporate information, as well as set the personal preferences of your customers or prospects.
- Navigate to Contact Information and explore existing records via the Summary page.
- Click on the link (name or number) of the record of your interest to access the Data Entry page and see more detail.
- Use the Actions Menu to create a new person (NEW > Person) or company (NEW > COMPANY) and modify (EDIT) or DELETE an existing contact.
- Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Contact Information.
- Click on ACTIONS to discover more options.
Check the Validations & Restrictions Table below for a list of available Actions when working with Contact Information, including each Action's related validations, restrictions, a description of its system process, and additional information. View the Attributes Table for a comprehensive description of the Contact Information fields.
Image Added
Validations & Restrictions Table | Action | Restrictions | Validations | System Processing | Additional Information |
|---|
| Create | | | | |
|---|
| Save | | - Mandatory fields must be defined
| - If validation is completed successfully then
- Contact Information Life Cycle State is set
- If the Contact Information is related to an Accounts Receivable then the state is set to “Marketing”
- If the Contact Information is not related to an Accounts Receivable then the state is set to “Financial”
- Sets the Contact Information privacy levels if PLAR is defined
- Sets log information
| | Info |
|---|
| Status |
|---|
| colour | Red |
|---|
| title | Available from CRM.COM R9 |
|---|
|
The values provided for the following fields in Contact Information are validated against the Contact Information Formatting Settings if they are configured: - Address Post Code
- Phone Number
- ID Number
- Passport Number
- Social Security Number
- Registration Number
- VAT Number
- Tax Reference Number
Visit Configuring Formatting Settings to find out more about configuring Contact Information Formatting Settings. |
|
|---|
| Edit | | | | - Editable Fields
- All the information is editable
|
|---|
| Delete | Contact Information can only be deleted if:- The Contact Information record is not related with any other entities
- Not Applicable
- The Contact Information record is related with entities which are also deleted
- The Contact Information record is related with entities which will be deleted by the same (parent) process
| | | |
|---|
Attributes TableContact Information can be created for either a person or a company. The selection determines available sections/fields/attributes on the Contact Information window/pane.
An * indicates a field is mandatory
| |
|---|
| Main Information |
|---|
Type* | The Contact Information type (Person or Company)
This field is not available on screen |
|---|
| For Contact Person |
|---|
Gender | The gender of the person (Male/Female) |
|---|
| Title | The title of the person |
|---|
First Name | The first name of the person |
|---|
Middle Name | The middle name of the person |
|---|
Last Name | The last name of the person |
|---|
Profile Photo | The profile photo of the person |
|---|
| For Contact Company |
|---|
Company Name* | The name of the company |
|---|
Profile Photo | The profile photo of the company |
|---|
| ADDRESSES |
|---|
Addresses | The addresses of the specific person
Visit | Changing Contact Address State /wiki/spaces/WIP/pages/10010198 for more information on the address state | |
|---|
Type * | The type of the address |
|---|
| . It is mandatory for each specified address such as Business, Home e.t.c This is a mandatory field if an address is specified, but not mandatory for the |
| whole contact information. Each address type can be added maximum once for each contact information.Contact Information. You can have one address type per Contact Information | Country | The address country |
|---|
Street Name * | The address street name
(Mandatory on conditions: only for existing addresses) |
|---|
Street Number | The address street number |
|---|
Postal Code | The address postal code |
|---|
Floor | The address floor |
|---|
Apartment | The address apartment number |
|---|
Area | The address area |
|---|
Town/City | The address town or city |
|---|
District | The address district |
|---|
Municipality | The address municipality |
|---|
PO Box | The address PO Box |
|---|
PO Box Postal Code | The address PO Box Postal Code |
|---|
Care of | The address care of information |
|---|
|
|---|
| PHONES |
|---|
Phones | The phones of the specific person | |
|---|
Type * | The type of the phone |
|---|
| . It is mandatory for each specified address such as Mobile, Landline e.t.c This is a mandatory field if a phone is specified but not mandatory for the |
| whole contact information. Each phone type can be added maximum once for each contact informationContact Information. You can have one phone type per Contact Information. | | Country * | The phone country |
|---|
Area Code | The phone area code |
|---|
Phone Number * | The phone number
(Mandatory on conditions: only for existing phones) |
|---|
Notes | Notes for the specific phone |
|---|
|
|---|
| EMAILS |
|---|
Emails | The emails of the specific person | |
|---|
Type * | The type of the email. It is mandatory for each specified email but not mandatory for the whole |
|---|
| contact information. Each email type can be added maximum once for each contact informationContact Information. You can have one email type per Contact Information. | Email Address * | The email address.
Mandatory on conditions: It is mandatory only for existing emails and it should include the character @ and a dot at a position after the @. |
|---|
Notes | Notes for the specific email |
|---|
| Relations |
|---|
DEMOGRAPHICS
Section is available for Contact Persons |
|---|
Demographics | The | related contact demographic information | and of the | relation with the specific person |
|---|
| |
|---|
Type * | The contact information type which in this case is Company |
|---|
Company Name * | The name of the company |
|---|
Category | A category that the company belongs to |
|---|
Profile Photo | The profile photo of the company |
|---|
Owned by Group | The group that owns the specific company |
|---|
Privacy Level | The privacy level of the specific company. It is always read only and can be changed through a dedicated action |
|---|
Related Contact * | The related contact |
|---|
Type * | The relation type between the two contacts. The available relations are filtered based on the business & personal relations specified on the active contact information definitions. |
|---|
| Notes | Notes for the specific relation |
|---|
Authorisation Settings | Status |
|---|
| colour | Red |
|---|
| title | Available from CRM.COM R9 |
|---|
|
| Authorisation settings defining whether the contact will be contacted for direct and affiliate marketing material. | |
|---|
| Send me Direct Marketing material | Defines whether the contact wants to be contacted or not through Customer Care Notifications run for Direct Marketing Purposes. In addition, the date on which this authorization was set and the user who updated this information by either setting its value to Yes or No are kept. In order for the setting to be taken into consideration when executing Notification Runs then the respective setting in Notification Type should be selected. (i.e.Apply Contact Information Data Protection for Direct Marketing should be checked) If the setting in the Notification Type is not checked, then the system will create the notification and communication for the customer, no matter what the preferred selection is in the Contact Information. If for one of the 2 between Affiliate and Direct settings are set to No then a notification/communication won't be created. | Info |
|---|
| title | Subscribe in and Out of Direct Marketing via emails |
|---|
| - Subscribing in (Opt In) and Subscribing Out (Opt Out) of Direct marketing material can also be done automatically, from the contact via email links.
For more information visit Understanding Communications Key Concepts section related to email and link tracking.
|
|
|---|
| Send me Affiliate Marketing material | Defines whether the contact wants to be contacted or not through Customer Care Notifications run for Affiliate Marketing Purposes. In addition, the date on which this authorization was set and the user who updated this information by either setting its value to Yes or No are kept. In order for the setting to be taken into consideration when executing Notification Runs then the respective setting in Notification Type should be selected. (i.e.Apply Contact Information Data Protection for Affiliate Marketing should be checked) If the setting in the Notification Type is not checked, then the system will create the notification and communication for the customer, no matter what the preferred selection is in the Contact Information. If for one of the 2 between Affiliate and Direct settings are set to No then a notification/communication won't be created.
| Info |
|---|
| title | Subscribe in and Out of Affiliate Marketing via emails |
|---|
| - Subscribing in (Opt In) and Subscribing Out (Opt Out) of Affiliate marketing material can also be done automatically, from the contact via email links.
For more information visit Understanding Communications Key Concepts section related to email and link tracking.
|
|
|---|
|
|---|
Log Information | Includes the standard log information plus the shared notes |
|---|
Attachments | The attachments related with the specific person |
|---|
| Info |
|---|
| Status |
|---|
| colour | Red |
|---|
| title | Available from CRM.COM R9 |
|---|
|
The values provided for the following fields in Person Contacts are validated against the Contact Information Formatting Settings if they are configured: - Address Post Code
- Phone Number
- ID Number
- Passport Number
- Social Security Number
Visit Configuring Formatting Settings to find out more about configuring Contact Information Formatting Settings. |
Once saved the system will proceed with the following actions:
- Validate specified information based on the following:
- contact information uniqueness
- addresses
- emails
- phones
- mandatory fields
- unique fields
- If validation is completed successfully then
- Contact Information Life Cycle State is set
- If the contact information is related with an accounts receivable then the state is set to “Marketing”
- If the contact information is not related with an accounts receivable then the state is set to “Financial”
- Sets the contact information privacy levels if PLAR is defined
- Sets log information
| Note |
|---|
Visit Date of birth | The date of birth of the specific person |
|---|
Name Day | The name day of the specific person |
|---|
Country of Residence | The country of residence of the specific person |
|---|
ID Number | The ID number of the specific person |
|---|
| Registration Country | The ID registration country of the specific person |
|---|
Passport Number | The passport number of the specific person |
|---|
| Registration Country | The passport registration country of the specific person |
|---|
Social Security Number | The social security number of the specific person |
|---|
Industry | The Industry that the specific person belongs to |
|---|
Industry Sector | The Industry sector that the specific person belongs to |
|---|
|
COMPANY PROFILE
Section is available for Contact Companies |
|---|
Company Profile | The company profile | |
|---|
Industry | The Industry that the company belongs to |
|---|
Industry Sector | The Industry sector that the company belongs to |
|---|
Profile Year | The company’s profile year. It should be a number with 4 digits |
|---|
Annual Turnover | The company’s annual turnover |
|---|
Established on | The date that the company was established |
|---|
Number of Employees | The company’s number of employees |
|---|
| Tax reference Number | The company’s tax reference number |
|---|
Registration Details | The company’s registration details which include the following: - Registration Number: The company registration number. A free text field
- Registered in: The company registration country. A country field
|
|---|
VAT Registration | The company’s VAT registration details which include the following: - VAT Number: The company VAT number. A free text field
- By: VAT registered by. A free text field
- On: VAT registration date. A date field
|
|---|
|
|---|
Addresses | The company addresses
Visit Changing Contact Address State for more information on the address state | |
|---|
Type * | The type of the address. It is mandatory for each specified address but not mandatory for the whole contact information. Each address type can be added maximum once for each contact information. |
|---|
Country | The address country |
|---|
Street Name * | The address street name. Mandatory on conditions:It is mandatory only for existing addresses |
|---|
Street Number | The address street number |
|---|
Postal Code | The address postal code |
|---|
Floor | The address floor |
|---|
Apartment | The address apartment number |
|---|
Area | The address area |
|---|
Town/City | The address town or city |
|---|
District | The address district |
|---|
Municipality | The address municipality |
|---|
PO Box | The address PO Box |
|---|
PO Box Postal Code | The address PO Box Postal Code |
|---|
Care of | The address care of information |
|---|
|
|---|
Phones | The company phones | |
|---|
Type * | The type of the phone. It is mandatory for each specified address but not mandatory for the whole contact information. Each phone type can be added maximum once for each contact information. |
|---|
| Country * | The phone country |
|---|
Area Code | The phone area code |
|---|
Phone Number * | The phone number.
Mandatory on conditions: It is mandatory only for existing phones |
|---|
Notes | Notes for the specific phone |
|---|
|
|---|
Emails | The company emails | |
|---|
Type * | The type of the email. It is mandatory for each specified email but not mandatory for the whole contact information. Each email type can be added maximum once for each contact information. |
|---|
Email Address * | The email address. Mandatory on conditions: It is mandatory only for existing emails and it should include the character @ and a dot at a position after the @. |
|---|
Notes | Notes for the specific email |
|---|
|
|---|
| Relations | The related contact information RELATIONS |
|---|
| Relations | The related Contact Information and the relation with the specific companyperson | |
|---|
Related Contact * | The related contact which can be selected from existing Contact Information |
|---|
Type * | The relation type between the two contact informationcontacts. The available relations are filtered based on the business & personal relations specified on the active contact information definitions. Contact Information Definition |
|---|
| Notes | Notes for the specific relation |
|---|
|
|---|
| AUTHORISATION SETTINGS |
|---|
Authorisation SettingsAuthorisationSettings | Status |
|---|
| colour | Red |
|---|
| title | Available from CRM.COM R9 |
|---|
|
| Authorisation settings defining whether the contact will allows to be contacted for direct and affiliate marketing material. System will set by default the settings as set in the active Contact Information Definition | |
|---|
| Send me Direct Marketing material | Defines whether the contact wants to be contacted or not through Customer Care Notifications run for Direct Marketing Purposes. In addition, the date on which this authorization was set and the user who updated this information by either setting its value to Yes or No are kept. In order for the setting to be taken into consideration when executing Notification Runs then the respective setting in Notification Type should be selected. (i.e.Apply Contact Information Data Protection for Direct Marketing should be checked) If the setting in the Notification Type is not checked, then the system will create the notification and communication for the customer, no matter what the preferred selection is in the Contact Information. If for one of the 2 between Affiliate and Direct settings are set to No then a notification/communication won't be created. | Info |
|---|
| title | Subscribe in and Out of Direct Marketing via emails |
|---|
| |
|
|---|
| Send me Affiliate Marketing material | Defines whether the contact wants to be contacted or not through Customer Care Notifications run for Affiliate Marketing Purposes. In addition, the date on which this authorization was set and the user who updated this information by either setting its value to Yes or No are kept. In order for the setting to be taken into consideration when executing Notification Runs then the respective setting in Notification Type should be selected. (i.e.Apply Contact Information Data Protection for Affiliate Marketing should be checked) If the setting in the Notification Type is not checked, then the system will create the notification and communication for the customer, no matter what the preferred selection is in the Contact Information. If for one of the 2 between Affiliate and Direct settings are set to No then a notification/communication won't be created.
| Info |
|---|
| title | Subscribe in and Out of Affiliate Marketing via emails |
|---|
| - Subscribing in (Opt In) and Subscribing Out (Opt Out) of Affiliate marketing material can also be done automatically, from the contact via email links.
For more information visit Understanding Communications /wiki/spaces/WIP/pages/10008335 Key Concepts section related to email and link tracking.
|
|
|---|
|
|---|
| | Includes the standard log information plus the shared notes |
|---|
| ATTACHMENTS |
|---|
Attachments | The attachments related with the withthe specific companyperson |
|---|
| Info |
|---|
| Status |
|---|
| colour | Red |
|---|
| title | Available from CRM.COM R9 |
|---|
|
The values provided for the following field in Company Contacts are validated against the Contact Information Formatting Settings if they are configured: - Address Post Code
- Phone Number
- Registration Number
- VAT Number
- Tax Reference Number
Visit Configuring Formatting Settings to find out more about configuring Contact Information Formatting Settings. |
| Action | Validations | Restrictions |
|---|
| Create | | - Active Contact Information definition exists in the system
|
|---|
| Save | - Mandatory fields
- First Name - Contact Person
- Last Name - Contact Person
- Company Name - Contact Company
- Any other fields defined in the Uniqueness Rule
- If any of the address types are defined and automatically added on the Contact then the following fields are mandatory
- If any of the phone types are defined and automatically added on the Contact then the following fields are mandatory
- If any of the email types are defined and automatically added on the Contact then the following fields are mandatory
- If a contact is defined in the Relations then the following fields are mandatory
| |
|---|
Search using the criteria available in the summary pageFrom the top menu click on the NEW PERSON to open the Contact Information data entry page
Image RemovedOR From the top menu click on the NEW COMPANY to open the Contact Information data entry page
Image RemovedMain Information
- Provide the mandatory Main Information for the contact
- Type: Select the type of the address you would like to define
- Provide all the related address information
- Select a different type and provide information for second address
Repeat for all address types you would like to provide address
- Type: Select the type of the phone you would like to define
- Country: Select country
According to the selected country, the Area Code will be provided - Phone Number: Provide Phone number
Area code will be automatically concatenated - Select a different type and provide information for second phone number
Repeat for all phone types you would like to provide phone number
- Type: Select the type of the email address you would like to define
- Provide the email address information
- Select a different type and provide information for second address
Repeat for all address types you would like to provide address
- Provide additional information either for Contact Person or Contact Company
- Outward Relations.
- Click on "ADD" and use modal to search for the related contact
- Type: Next to the Related Contact, select the Type of relationship from the drop down
| Status |
|---|
| colour | Red |
|---|
| title | Available from CRM.COM R9 |
|---|
|
Check the check - box next to the authorisation setting you would like to enable.
System will set by default the settings as set in the active Contact Information Definition
| Include Page |
|---|
Attachments - Global | Attachments - Global | The following information is automatically set by the system on saving the Contact Information| Include Page |
|---|
Log Information - Global | Log Information - Global | From the Action Menu click on "SAVE"| LOG INFORMATION |
|---|
Privacy Level | The privacy level of the specific contact.
It is always read only and can be changed through a dedicated action or it will be automatically set by the Privacy Level Assignment Rules (PLAR) |
|---|
Owned by Group | The group that owns the specific Contact Information which will automatically default to the group of the signed in user or will be automatically set based on the geographical area of the contact as defined in Groups |
|---|
Category | The category that the person belongs to |
|---|
Log Details | Includes the standard log information plus the shared notes |
|---|