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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

  • Address Post Code
  • Phone Number
  • ID Number

    • 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

    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

    The addresses of the specific person
    Visit   Changing the Contact Address State for more information on the address state

    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: 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 phones of the specific person

    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: only for existing phones) 

    Notes

    Notes for the specific phone

    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. 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 and the relation with the specific person

    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

    Authorisation Settings

    Status
    colourRed
    titleAvailable from CRM.COM R9

    Authorisation settings defining whether the contact will be contacted for direct and affiliate marketing material.

    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.

    		Send me Affiliate Marketing material

    Defines whether the contact wants to be contacted or not through Customer Care Notifications

    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.

    Log Information

    Includes the standard log information plus the shared notes

    Attachments

    The attachments related with the specific person

    Info

    Status
    colourRed
    titleAvailable from CRM.COM R9

    The values provided for the following field in Person Contacts are validated against the Contact Information Formatting Settings if they are configured:

    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.

     

    Log Information

    Includes the standard log information plus the shared notes

    Attachments

    The attachments related with the specific person

    Info

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

    Company Contact Information

    Name

    Description

    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

    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

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

    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

    The company 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

    The company 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 information and the relation with the specific company

    Name

    Description

    Related Contact *

    The related contact

    Type *

    The relation type 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

    Authorisation Settings

    Status
    colourRed
    titleAvailable from CRM.COM R9

    Authorisation settings defining whether the contact will be contacted for direct and affiliate marketing material.

    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

    		Send me Affiliate Marketing material

    Defines whether the contact wants to be contacted or not through Customer Care

    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.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.

     

     

    Includes the standard log information plus the shared notes

    Attachments

    The attachments related with the specific company

    Info

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

    Creating and Saving, Validations and 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

    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 - PERSON
    3. OR From the top menu click on the NEW COMPANY to open the Contact Information data entry page
       CONTACT INFORMATION - COMPANY

    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 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

    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. Authorisation Settings - 
      Status
      colourRed
      titleAvailable from CRM.COM R9

      1. 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 

    11. Attachments

      Include Page
      Attachments - Global
      Attachments - Global

    12. Log Information

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

      Include Page
      Log Information - Global
      Log Information - Global

    13. 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


    Note

    Visit Understanding Contact Information for business examples related to setting customer communication authorisation settings


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