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 person

Name	Description
Date of birth	The date of birth of the specific person
Name Day	The name day of the specific person
Country of Residence	The country of residence of the specific person
ID Number	The ID number of the specific person
Registration Country	The ID registration country of the specific person
Passport Number	The passport number of the specific person
Registration Country	The 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

Addresses

The addresses of the specific person
Visit Changing Contact Address State for more information on the address state

Name	Description
Type *	The type of the address. It is mandatory for each specified address but not mandatory for the whole contact information. Each address type can be added maximum once for each 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

Phones

The phones of the specific person

Name	Description
Type *	The type of the phone. It is mandatory for each specified address but not mandatory for the whole contact information. Each phone type can be added maximum once for each 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	Notes for the specific phone

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. Each email type can be added maximum once for each 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	Notes for the specific email

Relations

The related contact information and the relation with the specific person

Name	Description
Related Contact *	The related contact
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 definitions.
Notes	Notes for the specific relation

Log Information

Includes the standard log information plus the shared notes

Attachments

The attachments related with the specific person

Company Contact Information

Name

Description

Type *

The contact information type which in this case is Company

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 company

Privacy Level

The privacy level of the specific company. It is always read only and can be changed through a dedicated action

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 Number	The 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

Addresses

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

Name	Description
Type *	The type of the address. It is mandatory for each specified address but not mandatory for the whole contact information. Each address type can be added maximum once for each contact information.
Country	The address country
Street Name *	The address street name. Mandatory on conditions:It is mandatory 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

Phones

The company phones

Name	Description
Type *	The type of the phone. It is mandatory for each specified address but not mandatory for the whole contact information. Each phone type can be added maximum once for each contact information.
Country *	The phone country
Area Code	The phone area code
Phone Number *	The phone number. Mandatory on conditions: It is mandatory only for existing phones
Notes	Notes for the specific phone

Emails

The company emails

Name

Description

Type *

The type of the email. It is mandatory for each specified email but not mandatory for the whole contact information. Each email type can be added maximum once for each 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

Notes for the specific email

Relations

The related contact information and the relation with the specific company

Name	Description
Related Contact *	The related contact
Type *	The relation type 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

Log Information

Includes the standard log information plus the shared notes

Attachments

The attachments related with the specific company

Creating and Saving, Validations and 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 provided
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 “Financial”

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

R9 - Creating Contact Information

What does this section cover?

Navigating to Contact Information

Explaining Contact Information Fields

Person Contact Information

Company Contact Information

Creating and Saving, Validations and 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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