What does this section cover?

Navigating to Contact Information

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.
Notes	Notes 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
Notes	Notes for the specific relation

Creating & Saving, Validations & Restrictions

Action	Validations	Restrictions
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
OR From the top menu click on the NEW COMPANY to open the Contact Information data entry page
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 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
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
Add any files or URLs related to the entity.

Check General Settings to find out the restrictions (if any) related to the type and the size of the files you wish to upload.
1. For adding a file
  1. Click on Add > Upload File
  2. Drag and Drop the file in the modal
    OR
  3. Click in the modal
  4. Select the file to be uploaded
  5. Click on "DONE"
  6. Notes: Provide notes related to the upload
2. For adding a URL
  1. Click on "ADD"
  2. Attachment: Specify the URL
  3. Notes: Provide notes related with the URL
LOG INFORMATION
The following information is automatically set by the system on saving the Contact Information
Log information section keeps all the logging information related to the specific record
- Basic set of information available in all entities
  - Created By User: The user that created the entity
  - Created By Unit: The unit of the user that created the entity
  - Updated By User: The user that last updated the entity
  - Updated by Unit: The unit of the user that last updated the entity
  - Date Created: The date the account was entity
  - Date Updated: The date the account was last entity
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 “Financials”

Sets the contact information privacy levels if PLAR is defined
Sets log information

Related Areas

Page:

Configuring Industries — Learn to configure Industries
Page:

Configuring Contact Information Definitions — Learn to configure the Contact Information Business Definitions that will determine the overall behaviour of Contact Information
Page:

Configuring Contact Information Categories — Learn to configure Contact Information Categories
Page:

Configuring Industry Sectors — Learn to configure Industry Sectors
Page:

Applying the Contact Information Uniqueness Rule — Find out how the uniqueness rule is used within CRM.COM
Page:

Understanding Contact Information — Understand the usage of Contact Information within CRM.COM
Page:

Managing Contact Information — Learn to work with Contact Information
Page:

Changing the Contact Address State — Find out how to change a Contact Information Address State to 'Active' or Inactive' and how the state of the address is conceived by the system

Creating Contact Information

What does this section cover?

Navigating to Contact Information

Explaining Contact Information Fields

Person Contact Information

Demographics

Addresses

Phones

Emails

Business & Personal Relations

Company Contact Information

Company Profile

Addresses

Phones

Emails

Business & Personal Relations

Creating & Saving, Validations & Restrictions

Creating a Contact Information

MAIN INFORMATION

ADDRESSES

PHONES

EMAILS

DEMOGRAPHICS / COMPANY PROFILE

RELATIONS

ATTACHMENTS

LOG INFORMATION

System Processing

Related Areas

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