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R9 - Configuring Contact Information Definitions

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What does this section cover?

What are Contact Information Definitions?

Contact Information Definition 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 Validations & Restrictions

ActionValidationsRestrictions
General
  • Multiple Contact Information definitions can exist in the system but each one should have a unique name and alternative code
  • Only one active Contact Information definition can exist at any given time. 
  • If no active Contact Information definition exists, then no Contact Information can be created.
Create / Edit
  • Mandatory Fields must be defined
  • Name and alternative code must be unique

 

Delete

 

  • Cannot be deleted if its the active definition

 

Contact Information Definition attributes 

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 should exist at any given period

Alternative Code*

The Alternative 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 specified

Description

A description of the definition

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 (The 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 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

Companies Uniqueness Rule

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

  • Name
  • VAT Registration Number

 

Supported Addresses

A list of types which are supported by the system and the label that is to be used for each type. The types are selected from a predefined list of types which can be 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 that is to be used for each type. The types are selected from a predefined list of types which can be 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 that is to be used for each type. The types are selected from a predefined list of types which can be 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 which are supported by the system and the label that is to be used for each relation type. The relations are selected from a predefined list of relations which can be 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
Send direct marketing material

Defines the default value of whether contacts will be contacted or not through Customer Care Notifications for Direct Marketing purposes

Send affiliate marketing materialDefines the default value of whether contacts will be contacted or not through Customer Care Notifications for Direct Marketing purposes

Log Information

Standard log details

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

  1. Navigate to  Configuration > CRM Application > Contact Information > Set up Business Definitions
  2. Either search for an existing one or from the Top Menu click on "NEW"
    CONTACT INFORMATION DEFINITION

  3. MAIN INFORMATION 

    1. Provide the required information

      1. Name
      2. Alternative Code

  4. AUTHORISATION SETTINGS

    1. Check the check boxes of the setting you want to apply by default on creating a new Contact Information

      1. Send direct marketing material
      2. Send affiliate marketing material

  5. 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

        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

  6. 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

  7. LOG 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
        LOG DETAILS
  8. From the Actions Menu click on "SAVE"

Deleting Contact Information  Definitions

  1. Search for the entity that you would like to delete
    Visit  Using Summary Pages   to find out how you can search using CRM.COM Summary Screens
  2. Click on the link of the record you would like to delete, to be transferred to the Data Entry page
  3. From the actions menu click on "DELETE"
     The entity will be deleted given that the validations are satisfied

Changing the Life Cycle State of Contact Information  Definition

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