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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 

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Table of Contents

Table of Contents
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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 person

Addresses

The addresses of the specific person

Phones

The phones of the specific person

Emails

The emails of the specific person

RelationsThe related contact information and the relation with the specific person

Log Information

Includes the standard log information plus the shared notes

Attachments

The attachments related with the specific person

 

Demographics

Name

Description

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 CountryThe ID registration country of the specific person

Passport Number

The passport number of the specific person

Registration CountryThe 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

 

Addresses

> CONTACT INFORMATION > MANAGE CONTACT INFORMATION

Using Contact Information

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) 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 the Audit Log button to view a log of changes performed on the displayed 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.

 

CONTACT INFORMATION DATA ENTRY PAGE FOR CONTACT PERSONImage Added

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validations
validations
Validations & Restrictions 

ActionRestrictionsValidationsSystem ProcessingAdditional Information
Create
  • Not Applicable
  • Not Applicable
  • Not Applicable
Save
  • Not Applicable
  •  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
Note

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 Setting up Formatting Settings to find out more about configuring Contact Information Formatting Settings.

 

 

Edit
  • Not Applicable
  • Not Applicable
  • Not Applicable
  • Editable Fields
    • All the information is editable
DeleteContact Information can only be deleted if:
  • The Contact Information record is not related to any other entities
  • The Contact Information record is related to entities which are also deleted
  • The Contact Information record is related to entities which will be deleted by the same (parent) process
  • Not Applicable
  • Not Applicable
  • Not Applicable

 

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attributes
attributes
Attributes

Contact 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  

. It is mandatory for each specified address whole contact information. Each address type can be added maximum once for each contact information.

Name

Description

Main Information

Type*

The Contact Information type (Person or Company)

Preferred Language

Status
colourBlue
titleAvailable from CRM.COM R12.0.0

The Contact's Preferred Language that will be used when Communications are sent to the Contact. If none is specified, then the System will use its default language.
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

Name

Description

Type *

The type of the address

such as Business, Home e.t.c

This is a mandatory field if an address is specified, but not mandatory for the

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

Note

Visit Changing the Contact Address State for more information on the address state

 
. It is mandatory for each specified address whole contact information. Each phone type can be added maximum once for each contact information
PHONES

Phones

The phones of the specific person

Name

Description

Type *

The type of the phone

such as Mobile, Landline e.t.c

This is a mandatory field if a phone is specified but not mandatory for the

Contact 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

           Company Contact Information
contact information. Each email type can be added maximum once for each contact information
EMAILS

Emails

The emails of the specific person

Name

Description

Type *

The type of the email. It is mandatory for each specified email but not mandatory for the whole

Contact 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 address

 

Relations

Name

Description

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.

NotesNotes for the specific relation

 

Company Name *
DEMOGRAPHICS
Section is available for Contact Persons 

Demographics

The demographic information of the specific person

Name

Description

Type *

The contact information type which in this case is Company

Date of birth

The date of birth of the specific person

Name Day

The name day 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

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 the shared notes

Attachments

The attachments related with the specific company

 

Company Profile

specific person.

Note

Status
colourBlue
titleAvailable from CRM.COM R12.0.0
Name Day can be automatically applied on Contact Persons through the Name Day Application Definition and based on the Name Day Rules configured in Contact Information Definitions.

Country of Residence

The country of residence of the specific person

ID Number

The ID number of the specific person

Registration CountryThe ID registration country of the specific person

Passport Number

The passport number of the specific person

Registration CountryThe 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

Name

Description

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 NumberThe 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

Name

Description

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

Name

Description

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

Name

Description

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

Name

Description

Related Contact *

RELATIONS
Relations

The related Contact Information and the relation with the specific person

Name

Description

Related Contact *

The related contact which can be selected from existing Contact Information

Type *

The relation type between the two

contact information

contacts. The available relations are filtered based on the business & personal relations specified on the active

contact information definitions.

Contact Information Definition  

Notes
Notes
notes for the specific relation

 

Creating & Saving, Validations & Restrictions

ActionValidationsRestrictions
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

  • Search using the criteria available in the summary page
  • From the top menu click on the NEW PERSON to open the Contact Information data entry page
    Contact Information - PersonImage Removed
  • OR From the top menu click on the NEW COMPANY to open the Contact Information data entry page
     Contact Information - CompanyImage Removed

  • MAIN INFORMATION

    1. Provide the mandatory Main Information for the contact

  • 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 

  • 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 provided
    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

  • 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 

  • DEMOGRAPHICS / COMPANY PROFILE

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

  • 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

    • ATTACHMENTS

    Include PageAttachments - GlobalAttachments - Global

    LOG INFORMATION

    The following information is automatically set by the system on saving the Contact Information Include PageLog Information - GlobalLog Information - Global
  • From the Action Menu click on SAVE

    • System Processing

    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
    AUTHORISATION SETTINGS

    Authorisation Settings

     

    Authorisation settings defining whether the contact 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  

    Name

    Description

    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
    titleSubscribe 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
    titleSubscribe 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.

     

    ATTACHMENTS

    Attachments

    The attachments related with the specific person

    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

    Note

    View Understanding Contact Information for business examples related to using Contact Information

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