What does this section cover?
What is Contact Information ?
Contact Information is all the information which is needed in order to contact a customer or a prospect customer, who can either be a physical person or a company. Contacts are considered to be customers only if they hold a customer account (accounts receivable).
Contact Information Glossary
Term | Description |
---|---|
Customer | Customers are not an entity in CRM.COM. Physical persons or companies are considered to be customers if they hold a customer account (accounts receivable). |
Contact Information Key Processes and Concepts
Processes / Concept | Description |
---|---|
Contact Information Uniqueness Rule | Define the Contact Information fields which will be considered as unique. The system differentiates between Contact Persons and Contact Companies. |
Contact Information Life Cycle State | A customer is not an entity within CRM.COM. The module used for representing customers is Contact Information. The differentiation of having a contact used for any purpose other than being registered as a customer, and the customers, is based on the Life Cycle State of the contact which is automatically applied by the system. If the contact is related to an accounts receivable then the Life Cycle State is set to Financial. If no relation exists then the Life Cycle State is set to Marketing.
|
Contact Information Network Characteristics
Network Characteristics define the level of access for each record i.e., whether it will be available for selection, viewing, editing etc.
Entity | Network Characteristics |
---|---|
Contact Information |
Contact Information Related Modules
Interaction Entity | How |
---|---|
Accounts Receivable | Accounts receivable owned by Contact Information |
Communication | Communications logged for Contact Information |
Activity | Activities scheduled for Contact Information |
Leads | Lead is created on a Contact Information |
Contact Information - Business Examples
The following section provides business examples to help you understand how CRM.COM Contact Information module is used.
Setting up Contact Information Uniqueness Rules - Contact Company
Business Requirement
Company ZX would like to ensure that no Contact Information for a company has the same VAT Registration Number with another company.
CRM.COM Solution
- Configuration
The Uniqueness Rule should be set with a check on VAT Registration Number under the Companies Uniqueness Rules.
More Information can be found at:Applying Contact Information Uniqueness Rule
Setting up Contact Information Uniqueness Rules - Contact Person
Business Requirement
Company ZX would like to ensure that no Contact Information has the same ID Number with another contact.
CRM.COM Solution
- Configuration
The Uniqueness Rule should be set with a check on ID Number under the Persons Uniqueness Rules.
Business Requirement
Company ZX would like to ensure that no Contact Information has the same ID Number and Social Security Number (SSN) with another contact i.e., 2 contacts can have the same ID Number with a different SSN or they can have the same SSN with a different ID Number, but they cannot have both ID Number and SSN the same.
CRM.COM Solution
- Configuration
The Uniqueness Rule should be set with a check on both ID Number and Social Security Number under the Persons Uniqueness Rules.
More Information can be found at: Applying Contact Information Uniqueness Rule
Address Types for Company ZX
Business Requirement
Company ZX keeps the following addresses for its customers:
Home, Business, Invoice and PO Box but the Home address is mandatory and hence needs to make sure that it will always be added.
CRM.COM Solution
- Configuration
Home, Business, Invoice and PO Box address types should be flagged as Supported and Home should also be flagged as Automatically Display. This way when the user creates a new Contact Information the address tab will be populated with an empty address record of type Home where the user will be able to define the mandatory Home address.
Financial And Marketing Life Cycle State
Business Requirement
Company ZX registers 2 contacts in the system. One as a new subscriber and another one as a potential lead. See below how their Life Cycle State is set by the system
CRM.COM Solution
- User Process
Financial
A new person is registered in the system as a new subscriber. The person will also need a subscription and a financial account (accounts receivable) which will be used for billing the customer and keeping the financial history. Once the financial account (accounts receivable) is created the life cycle state of the contact information record will be automatically updated to Financial.
Marketing
A new person is registered in the system as a lead. This person will not need a financial account (accounts receivable) and therefore his state will remain as Marketing. If this person becomes a subscriber and thus requires a financial account (accounts receivable) then the life cycle state will be automatically switched from Marketing to Financial.
Related Areas
-
Configuring Industries — Learn to configure Industries
-
Configuring Contact Information Definitions — Learn to configure the Contact Information Business Definitions that will determine the overall behaviour of Contact Information
-
Configuring Contact Information Categories — Learn to configure Contact Information Categories
-
Configuring Industry Sectors — Learn to configure Industry Sectors
-
Applying the Contact Information Uniqueness Rule — Find out how the uniqueness rule is used within CRM.COM
-
Understanding Contact Information — Understand the usage of Contact Information within CRM.COM
-
Managing Contact Information — Learn to work with Contact Information
-
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
Popular Labels
- accounts-receivable
- accounts-receivable-admin
- accounts-receivable-advanced
- accounts-receivable-advanced-r7
- accounts-receivable-basics
- activities
- activities-admin
- activities-admin-r7
- activities-basics
- activities-basics-r7
- additive-discounts-admin
- additive-discounts-advanced
- additive-discounts-basics
- billing-application
- billing-engine
- communication-centre
- communications-admin-r7
- communications-advanced-r7
- conax-web-services
- conax-web-services-advanced
- contact-information-admin
- contact-information-admin-r7
- crm-application
- crm-application-r7
- customer-events-basics-r7
- dashboards
- dashboards-advanced
- finance-application
- financial-transactions-admin
- financial-transactions-admin-r7
- financial-transactions-advanced
- financial-transactions-advanced-r7
- foundation-application
- foundation-application-r7
- global
- inventory-management-advanced
- inventory-management-basics
- inventory-management-basics-r7
- jobs
- jobs-admin
- jobs-admin-r7
- jobs-advanced
- jobs-basics
- jobs-basics-r7
- leads
- leads-admin
- leads-admin-r7
- leads-advanced
- network-management-basics
- network-management-basics-r7
- normal-billing-admin-r7
- normal-billing-r7
- normal-billing-run-admin
- normal-billing-run-basics
- notifications
- notifications-basics
- panaccess_advanced
- platform-basics
- prepaid-billing-basics
- prepaid-billing-r7
- products-admin-r7
- rated-billing-items-advanced
- rated-billing-items-basics
- reports-basics
- resource-scheduling
- resource-scheduling-advanced
- rewards-admin
- rewards-admin-r7
- rewards-advanced
- rewards-advanced-r7
- rewards-basics
- rewards-basics-r7
- security-management-advanced
- segmentation-basics
- service-requests
- service-requests-admin
- service-requests-admin-r7
- service-requests-advanced
- service-requests-advanced-r7
- stripe
- subscription-actions-r7
- subscriptions
- subscriptions-advanced
- subscriptions-advanced-r7
- subscriptions-basics
- subscriptions-basics-r7
- udrs-admin-r7
- usage-service-r7
- user-management
- user-management-basics
- vouchers-advanced
- vouchers-basics
- wallets
- wallets-advanced
- wallets-basics
- warranty-policies-advanced-r7
- workflows-admin-r7
- workflows-advanced-r7
- workflows-r7
- zapier-basics-r7