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Find out how to create a new Contact Information

What does this section cover?

Table of Contents
minLevel2

Navigating to Contact Information

Info

CRM Application > Contact Information > Manage Contact Information 

Explaining Contact Information  Fields

Person Contact Information

Name

Description

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

Demographics

The demographic information of the specific contact information

Addresses

The addresses of the specific contact information

Phones

The phones of the specific contact information

Emails

The emails of the specific contact information

Log Information

Includes the standard log information plus shared notes

Files & URL

The Files and URL related with the specific contact information

 

Demographics

Name

Description

Date of birth

The date of birth of the person.

Name Day

The name day of the person.

Country of Residence

The country of residence of the person

ID No.

The person’s ID number

Passport No.

The person’s passport number

Social Security No.

The person’s social security number

Industry

The Industry that the person belongs to

Industry Sector

The Industry sector that the person belongs to

 

Addresses

Name

Description

Type *

The type of the Address. It is mandatory for each specified address but not mandatory for the whole contact information. It should be unique for each contact information.

Postal Code

The address postal code

Street Name *

The address street name.
(Mandatory on conditions: only for existing addresses)

Street No.

The address street number

Floor

The address floor

Apartment No.

The address apartment number

Area

The address area

Town / City

The address town or city

District

The address district

Municipality

The address municipality

Country

The address country

PO Box

The address PO Box

PO Box Postal Code

The address PO Box Postal Code

Care of

The address care of information

Notes

Notes for the specific address

State *

Indicates if the address is active or inactive. Only active addresses are displayed on Contact Information screen, but an option to show inactive addresses exists. Actions to change the state from active to inactive and vise versa are also supported

 

Phones

Name

Description

Type *

The type of the phone. It is mandatory for each specified address but not mandatory for the whole contact information. It should be unique for each contact information.

Area Code

The phone area code

Phone No. *

The phone number.
(Mandatory on conditions: only for existing phones) 

Full Phone No.

The full phone number. It is generated automatically and is equal to the area code followed by the phone number

Notes

Notes for the specific phone

State *

Indicates if the phone is active or inactive. Only active phones are displayed on Contact Information screen, but an option to show inactive phones exists. Actions to change the state from active to inactive and vise versa are also supported

           

Emails

Name

Description

Type *

The type of the email. It is mandatory for each specified email but not mandatory for the whole contact information. It should be unique for each contact information.

Email *

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

State *

Indicates if the email is active or inactive. Only active emails are displayed on Contact Information screen, but an option to show inactive emails exists. Actions to change the state from active to inactive and vise versa are also supported

 

Business & Personal Relations

Name

Description

Contact Information *

The related contact information

Relation *

The relation between the two contact information.

NotesNotes for the specific relation

 


Company Contact Information

Name

Description

Type *

The contact information type which in this case is 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 contact information

Privacy Level

The privacy level of the specific contact information. It is always read only and can be changed through a dedicated action

Company Profile

The company profile

Addresses

The company addresses

Phones

The company phones

Emails

The company emails

Log Information

Includes the standard log information plus shared notes

Files & URL

The Files and URL related with the specific contact information

 

Company Profile

Name

Description

Industry

The Industry that the person belongs to

Industry Sector

The Industry sector that the person 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

No. of Employees

The company’s number of employees

Registration Details

 

The company’s registration details which includes the following:

  • Registration No.: A  free text field
  • Registered in:  A date field

VAT Registration

 

The company’s VAT registration details which includes the following:

  • Registration No.: A free text field
  • Registered by: A free text field
  • Registered on: A date field

Tax reference No.

The company’s tax reference number

 

Addresses

Name

Description

Type *

The type of the Address. It is mandatory for each specified address but not mandatory for the whole contact information. It should be unique for each contact information.

Postal Code

The address postal code

Street Name *

The address street name.

Mandatory on conditions:It is mandatory only for existing addresses

Street No.

The address street number

Floor

The address floor

Apartment No.

The address apartment number

Area

The address area

Town / City

The address town or city

District

The address district

Municipality

The address municipality

Country

The address country

PO Box

The address PO Box

PO Box Postal Code

The address PO Box Postal Code

Care of

The address care of information

Notes

Notes for the specific address

State *

Indicates if the address is active or inactive. Only active addresses are displayed on Contact Information screen, but an option to show inactive addresses exists. Actions to change the state from active to inactive and vise versa are also supported

 

Phones

Name

Description

Type *

The type of the phone. It is mandatory for each specified address but not mandatory for the whole contact information. It should be unique for each contact information.

Area Code

The phone area code

Phone No. *

The phone number.
Mandatory on conditions: It is mandatory only for existing phones

Full Phone No.

The full phone number. It is generated automatically and is equal to the area code followed by the phone number

Notes

Notes for the specific phone

State *

Indicates if the phone is active or inactive. Only active phones are displayed on Contact Information screen, but an option to show inactive phones exists. Actions to change the state from active to inactive and vise versa are also supported

           

Emails

Name

Description

Type *

The type of the email. It is mandatory for each specified email but not mandatory for the whole contact information. It should be unique for each contact information.

Email *

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

State *

Indicates if the email is active or inactive. Only active emails are displayed on Contact Information screen, but an option to show inactive emails exists. Actions to change the state from active to inactive and vise versa are also supported

 

Business & Personal Relations

 

Name

Description

Contact Information *

The related contact information

Relation *

The relation between the two contact information. The available relations are filtered based on the business & personal relations specified on the active contact information definitions

NotesNotes for the specific relation

 

Creating & Saving, Validations & Restrictions

 
ActionValidationsRestrictionsAdditional Information
Create
  •  
 
  •  
Save 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
      • Street Name
    • If any of the phone types are defined and automatically added on the Contact then the following fields are mandatory
      • Phone number
    • If any of the email types are defined and automatically added on the Contact then the following fields are mandatory
      • Email
    • If a contact is defined in the Relations then the following fields are mandatory
      • Relation

 

 

Creating a Contact Information

  1. Search using the criteria available in the summary page
  2. From the top menu click on the NEW PERSON to open the Contact Information  data entry page
    Contact Information - PersonImage Added
  3. OR From the top menu click on the NEW NEW COMPANY to open the Contact Information  data entry page
     Contact Information - CompanyImage Added

  4. MAIN INFORMATION

    1. Provide the mandatory Main Information for the contact

  5. ADDRESSES

    1. Type: Select the type of the address you would like to define
    2. Provide all the related address information
    3. Select a different type and provide information for second address
      Repeat for all address types you would like to provide address 

  6. PHONES

    1. Type: Select the type of the phone you would like to define
    2. Country: Select country
      According to the selected country, the Area Code will be provide
    3. Phone Number: Provide Phone number
      Area code will be automatically concatenated 
    4. Select a different type and provide information for second phone number
      Repeat for all phone types you would like to provide phone number

  7. EMAILS

    1. Type: Select the type of the email address you would like to define
    2. Provide the email address information
    3. Select a different type and provide information for second address
      Repeat for all address types you would like to provide address 

  8. DEMOGRAPHICS / COMPANY PROFILE

    1. Provide additional information either for Contact Person or Contact Company

  9. RELATIONS

    1. Outward Relations. 
      1. Click on ADD and use modal to search for the related contact
        1. Type: Next to the Related Contact, select the Type of relationship from the drop down

  10. ATTACHMENTS

    Include Page
    Attachments - Global
    Attachments - Global

  11. LOG INFORMATION

    The following information is automatically set by the system on saving the Contact Information

    Include Page
    Log Information - Global
    Log Information - Global

  12. From the Action Menu click on SAVE

System Processing

Validate  specified

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 Set Life Cycle State Processis set
      • If the contact information is related with an accounts receivable then the state is set to “Marketing”“Marketing”
      • If the contact information is not related with an accounts receivable then the state is set to “Financials”“Financials”
    • Sets the contact information privacy levels if PLAR is defined
    • Sets log information
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