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Learn how you can to configure the Contact Information Business Definition Definitions that will dictate determine the overall behavior behaviour of Contact Information

What does this section cover?

Back to Contact Information Main Page 

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Table of Contents

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What are Contact Information Definitions

Navigating to Contact Information

Info

CONFIGURATION > CRM APPLICATION > CONTACT INFORMATION > SET UP BUSINESS DEFINITIONS

What are Contact Information Definitions?

Contact Information Definition Definitions is a set of business rules and conditions which are used in order to create and maintain contacts throughout their whole life cycle. At least one active Contact Information definition needs to exist in the system in order for users to be able to add new Contact Information.

Creating, Editing & Deleting

to control the behaviour of Contact Information throughout the contact's Life Cycle.

Contact Information Definitions can be edited, deleted and have their Life Cycle State changed provided that validations and restrictions are met.

  • Navigate to Contact Information Definitions and explore existing records via the Summary page.  
  • Click on the link (Name or Number) of the record of your interest to enter the Data Entry page and see more detail. 
  • Use the Actions Menu to create a NEW definition, modify (EDIT) or DELETE an existing one. 
  • Use BACK to return to the Summary page and CANCEL  to revert any unwanted changes made to the Contact Information Definition. 

Check the Validations & Restrictions Table below for a list of available Actions when working with Contact Information Definitions including each Action's related validation and restrictions. View the Attributes Table  for a comprehensive description of the Contact Information Definitions fields.
CONTACT INFORMATION DEFINITIONImage Added

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Validations & Restrictions

Create / Cannot
ActionValidationsRestrictions
General
  • Multiple Contact Information definitions can exist in the system, but each one should must have a unique name and alternative codeName and Alternative Code.
  • Only one active Contact Information definition 'Active' Contact Information Definition can exist at any given a time. 
  • If no active Contact Information definition exists, then no Contact Information can be created.
  • cannot be created if no 'Active' Contact Information Definition exists.
Create
  • Mandatory Fields must be defined.
  • Name and Alternative Code must be unique.
  • Not Applicable
Edit
  • Mandatory Fields must be defined.
  • Name and alternative code Alternative Code must be unique.
 
  • Not Applicable
Delete

 

  • Not Applicable
  • Contact Information cannot be deleted if its the active definition

 

Contact Information Definition attributes 
  • it is the 'Active' Contact Information Definition.

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Attributes

An * indicates a field is mandatory

Name

Description

Name*

The name of the definitionDefinition.

State*

The state of the definition Definition which can be either 'Active' or 'Inactive'. Only one active definition should exist at any given period'Active' Definition can exist at a time.

Alternative Code*

The Alternative An alternative unique code of the definition. It should be mandatory and unique. On creating a new definition it defaults to the first Letter of each word included in the name (in capitals), if nothing else is specifiedDefinition. Unless otherwise specified, the codes for new Definitions default to the (contact's) name initials in capital letters.

Description

A description of the definitionDefinition.

RULES

Name Display RuleRules*

Defines how the contact information Contact Information name should be displayed in the following areas of the software:

  • Summary Screens
  • Data Entry Screens
  • Search screens (quick search and advanced search)
  • Reports
  • Dashboards

The supported options are the following:

  • First Name + Last Name (The default Default Option)
  • Last Name + First Name
  • First Name + Middle Name + Last Name
  • Last Name + Middle Name + First Name

Persons Uniqueness RuleRules

Defines the uniqueness of contact information Contact Information that represent persons. The uniqueness is validated on creating or updating contact information Contact Information and it can be defined as a combination of multiple fields. The supported uniqueness fields are the following:

  • Name
  • ID Number
  • Passport Number
  • Social Security Number
  • Related Organisational Unit
Note

If more than one fields are selected then the combination of the fields should be unique and not each one of the selected fields.

Companies Uniqueness RuleRules

Defines the uniqueness of contact information Contact Information that represent companies. The uniqueness is validated on creating or updating contact information Contact Information and it can be defined as a combination of multiple fields. The supported uniqueness fields are the following.

  • Name
  • VAT Registration Number
 
Note

If multiple fields are selected, then the combination of fields should be unique and not each individual field.

Name Day Rules

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titleAvailable from CRM.COM R12.0.0

Defines Name Day Rules used to automatically set a Name Day to Contacts that meet the criteria, via execution of the Name Day Application Definition.
The Name Day Rule fields include the following:

  • Name Day: Defines the Date of the Name Day to be applied.
  • Description: Defines the Name Day's description, e.g. St. Nicolas Name Day. The Description is mandatory if a Name Day is specified.
  • Names: Defines the Names that celebrate on the specific Date. Names are provided comma-separated and are processed following a case-insensitive approach.
    At least one Name must be provided if a Name Day is specified.
Note

Name Day Rules can be exported in an .xls file or imported through an .xls or .xlsx file overriding any existing Name Day Rules, using the following links:

SUPPORTED PREFERENCES

Supported Addresses

A list of types Types which are supported by the system System and the label that is to be used for each typeType. The types Types are selected from a predefined list of types which can be list which are supported by the software and include the following:

  • HOME
  • BUSINESS
  • PO BOX
  • CUSTOM 1
  • CUSTOM 2
  • CUSTOM 3
  • CUSTOM 4
  • CUSTOM 5
Supported Emails

A list of email types Types which are supported by the system and the label that is to be used for each typeType. The types Types are selected from a predefined list of types which can be supported list which are supported by the software and include the following:

  • PERSONAL
  • BUSINESS
  • CUSTOM 1
  • CUSTOM 2
  • CUSTOM 3
  • CUSTOM 4
  • CUSTOM 5

Supported Phones

A list of phone types Types which are supported by the system and the label that is to be used for each typeType. The types Types are selected from a predefined list of types which can be supported are supported by the software and include the following:

  • LANDLINE
  • MOBILE
  • FAX
  • CUSTOM 1
  • CUSTOM 2
  • CUSTOM 3
  • CUSTOM 4
  • CUSTOM 5

Supported Relations

 

A list of business and personal relations Types which are supported by the system and the label that is to be used for each relation typeType. The relations are selected from a predefined list of relations which can be are supported by the software and include the following:

  • FAMILY MEMBER
  • EXTENDED FAMILY
  • PARTNER
  • CLOSE FRIEND
  • FRIEND
  • WORK COLLEAGUE
  • PARTNER COMPANY
  • CLIENT
  • EMPLOYER
  • EMPLOYEE
  • BUSINESS
  • CUSTOM 1
  • CUSTOM 2
  • CUSTOM 3
  • CUSTOM 4
  • CUSTOM 5

Log Information

Standard log details

Defining your own Contact Information  Definition tailored to your company's needs

  • Navigate to  Configuration > CRM Application > Contact Information > Set up Business Definitions
  • Either search for an existing one or from the Top Menu click on "NEW"
    Contact Information DefinitionImage Removed

  • MAIN INFORMATION 

    1. Provide the required information

      1. Name
      2. Alternative Code

  • RULES

    1. NAME RULES

      1. Select the way that you would like names to be displayed in the system by selecting the respective radio button

    2. PERSONS UNIQUENESS RULES

      1. Select the fields that should be unique within the system, by checking the related boxes

    3. COMPANIES UNIQUENESS RULES

      1. Select the fields that should be unique within the system, by checking the related boxes

        Note

        For both, company and person uniqueness rules, if more than one fields are selected means that the combination of the fields should be unique and not each one of the selected fields

  • SUPPORTED PREFERENCES

    1. ADDRESSES

      1. Supported: Check the box for the types that you want to make available in the Contact Information Address Tab
      2. Label: Provide the name that you would like to display in the Contact Information Address Tab for each of the address types

    2. EMAILS

      1. Supported: Check the box for the types that you want to make available in the Contact Information Email Tab
      2. Label: Provide the name that you would like to display in the Contact Information Emails Tab for each of the emails types

    3. PHONES

      1. Supported: Check the box for the types that you want to make available in the Contact Information Phones Tab
      2. Label: Provide the name that you would like to display in the Contact Information Phones Tab for each of the phones types

    4. RELATIONS

      1. Supported: Check the box for the types that you want to make available in the Contact Information Relations Tab
      2. Label: Provide the name that you would like to display in the Contact Information Relations Tab for each of the relations types

    • LOG INFORMATION

    Include PageLog Information - GlobalLog Information - Global
  • From the Actions Menu click on "SAVE"

    • Deleting Contact Information  Definitions

    Include PageDeleting a record - GlobalDeleting a record - Global

    Changing the Life Cycle State of Contact Information  Definition

    Include PageChanging the Life Cycle State of a Definition - GlobalChanging the Life Cycle State of a Definition - Global

     

    AUTHORISATION SETTINGS

    Send direct marketing material

    Defines whether contacts will be sent Customer Care Notifications for Direct Marketing purposes by default.

    Send affiliate marketing material

    Defines whether contacts will be sent Customer Care Notifications for Affiliate Marketing purposes by default.

    LOG INFORMATION

    Log Information

    The standard set of Log Details information available in all entities.

    Note

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

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