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Configuring Contact Information Definitions

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Navigating to Contact Information

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

What are Contact Information Definitions?

Contact Information Definitions is a set of business rules used 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 DEFINITION

Validations & Restrictions

ActionValidationsRestrictions
General
  • Multiple Contact Information definitions can exist in the system, but each one must have a unique Name and Alternative Code.
  • Only one 'Active' Contact Information Definition can exist at a time.
  • Contact Information 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 must be unique.
  • Not Applicable
Delete
  • Not Applicable
  • Contact Information cannot be deleted if it is the 'Active' Contact Information Definition.

Attributes

An * indicates a field is mandatory

Name

Description

Name*

The name of the Definition.

State*

The state of the Definition which can be either 'Active' or 'Inactive'. Only one 'Active' Definition can exist at a time.

Alternative Code*

An alternative unique code of the Definition. Unless otherwise specified, the codes for new Definitions default to the (contact's) name initials in capital letters.

Description

A description of the Definition.

RULES

Name Display Rule*

Defines how the 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 (Default Option)
  • Last Name + First Name
  • First Name + Middle Name + Last Name
  • Last Name + Middle Name + First Name

Persons Uniqueness Rule

Defines the uniqueness of Contact Information that represent persons. The uniqueness is validated on creating or updating Contact Information and 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

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 Rule

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

  • Name
  • VAT Registration Number

 

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

SUPPORTED PREFERENCES

Supported Addresses

A list of Types which are supported by the System and the label used for each Type. The Types are selected from a predefined 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 which are supported by the system and the label used for each Type. The Types are selected from a predefined 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 which are supported by the system and the label used for each Type. The Types are selected from a predefined list which 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 used for each relation Type. The relations are selected from a predefined list which 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

AUTHORISATION SETTINGS

AVAILABLE FROM CRM.COM R9

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.

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


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