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Managing Contact Information

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Navigating to Contact Information

CRM > CONTACT INFORMATION > MANAGE CONTACT INFORMATION

Using Contact Information

Use the Contact Information page to update contact details, personal and corporate information, as well as set the personal preferences of your customers or prospects.

  • Navigate to Contact Information and explore existing records via the Summary page. 
  • Click on the link (name) of the record of your interest to access the Data Entry page and see more detail. 
  • Use the Actions Menu to create a new person (NEW > Person) or company (NEW > COMPANY) and modify (EDIT) or DELETE an existing contact.  
  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Contact Information. 
  • Click on the Audit Log button to view a log of changes performed on the displayed Contact Information.
  • Click on ACTIONS to discover more options.

Check the  Validations & Restrictions Table below for a list of available Actions when working with Contact Information, including each Action's related validations, restrictions, a description of its system process, and additional information.  View the Attributes Table for a comprehensive description of the Contact Information fields.

 

CONTACT INFORMATION DATA ENTRY PAGE FOR CONTACT PERSON

Validations & Restrictions 

ActionRestrictionsValidationsSystem ProcessingAdditional Information
Create
  • Not Applicable
  • Not Applicable
  • Not Applicable
Save
  • Not Applicable
  •  Mandatory fields must be defined
  • If validation is completed successfully then
    • Contact Information Life Cycle State is set
      • If the Contact Information is related to an Accounts Receivable then the state is set to “Marketing”
      • If the Contact Information is not related to an Accounts Receivable then the state is set to “Financial”
    • Sets the Contact Information privacy levels if PLAR is defined
    • Sets log information

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

  • Address Post Code
  • Phone Number
  • ID Number
  • Passport Number
  • Social Security Number
  • Registration Number
  • VAT Number
  • Tax Reference Number

Visit Setting up Formatting Settings to find out more about configuring Contact Information Formatting Settings.

 

 

Edit
  • Not Applicable
  • Not Applicable
  • Not Applicable
  • Editable Fields
    • All the information is editable
DeleteContact Information can only be deleted if:
  • The Contact Information record is not related to any other entities
  • The Contact Information record is related to entities which are also deleted
  • The Contact Information record is related to entities which will be deleted by the same (parent) process
  • Not Applicable
  • Not Applicable
  • Not Applicable

 

Attributes

Contact Information can be created for either a person or a company.  The selection determines available sections/fields/attributes on the Contact Information window/pane.

An * indicates a field is mandatory  

Name

Description

Main Information

Type*

The Contact Information type (Person or Company)

Preferred Language

AVAILABLE FROM CRM.COM R12.0.0

The Contact's Preferred Language that will be used when Communications are sent to the Contact. If none is specified, then the System will use its default language.
For Contact Person

Gender

The gender of the person (Male/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

Profile Photo

The profile photo of the person

For Contact Company

Company Name*

The name of the company

Profile Photo

The profile photo of the company

ADDRESSES

Addresses

The addresses of the specific person

Name

Description

Type *

The type of the address such as Business, Home e.t.c

This is a mandatory field if an address is specified, but not mandatory for the Contact Information. You can have one address type per 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

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

PHONES

Phones

The phones of the specific person

Name

Description

Type *

The type of the phone such as Mobile, Landline e.t.c

This is a mandatory field if a phone is specified but not mandatory for the Contact Information. You can have one phone type per 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

Notesfor the specific phone

EMAILS

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. You can have one email type per 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

Notesfor the specific email address

DEMOGRAPHICS
Section is available for Contact Persons 

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.

AVAILABLE FROM CRM.COM R12.0.0 Name Day can be automatically applied on Contact Persons through the Name Day Application Definition and based on the Name Day Rules configured in Contact Information Definitions.

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

COMPANY PROFILE
Section is available for Contact Companies

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
RELATIONS
Relations

The related Contact Information and the relation with the specific person

Name

Description

Related Contact *

The related contact which can be selected from existing Contact Information

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 Definition  

NotesNotesfor the specific relation
AUTHORISATION SETTINGS

Authorisation Settings

 

Authorisation settings defining whether the contact allows to be contacted for direct and affiliate marketing material. System will set by default the settings as set in the active Contact Information Definition  

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.

Subscribe 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.

Subscribe 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.

 

ATTACHMENTS

Attachments

The attachments related with the specific person

LOG INFORMATION

Privacy Level

The privacy level of the specific contact. It is always read-only and can be changed through a dedicated action or it will be automatically set by the Privacy Level Assignment Rules (PLAR)

Owned by Group

The group that owns the specific Contact Information which will automatically default to the group of the signed in user or will be automatically set based on the geographical area of the contact as defined in Groups

Category

The category that the person belongs to

Log Details

Includes the standard log information plus the shared notes

View Understanding Contact Information for business examples related to using Contact Information

Related Areas

Helpful Links

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