Contacts are the people associated with your clients or prospects that you may wish to add to a job, estimate, invoice or mailing list.
Contacts are accessed through the prospect or client card via the CRM module or the resources module.
Contacts can must live against a client, prospect or supplier, they cannot exist on their own.
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ACCESSING THE PROSPECT/CLIENT CARD
There are two options for accessing the client card in WorkBook:
via the CRM module > clients & prospects list
Select the client > open the client card
2. via the resources module > resource default grid
Select the client > open the client card
CONTACT NAVIGATION
The features for contacts are the same whether you access via the resources or CRM module.
NUMBER | FUNCTIONALITY |
1 | The add new contact button allows you to add additional contacts to your client |
2 | Set contact active/in-active allows you to activate/de-active client contacts |
3 | The anonymise contact button will permanently delete the following information on the client contact for data protection or audit purposes:
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4 | Merge contacts allows you to merge two contacts within your client contact list. This is particularly useful if two people in your agency have added the same contact against the client and you only want one complete record. |
5 | Move contacts allows you to move a contact from one client company to another |
6 | The toggle resource card opens a window at the bottom of the screen and allows you to add additional information against your client contact e.g. phone number, address details etc. |
7 | The search grid allows you to search your contact list for a particular contact |
8 | By checking the show inactive box you will be able to see all client contacts, active and inactive |
CREATING A CONTACT
In WorkBook to create a client contact go to:
The CRM module> select the client or prospect
Open the client/prospect card > select the contacts tab
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Click the add new contact icon
Complete the following information:
Contact name
Contact initials
Contact email (optional)
Login name (optional) - this would be completed if you want this client contact to have access to your WorkBook system via the client portal
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UPDATING CONTACT DETAILS
to update client contact details go to:
The crm module> select the client or prospect
Open the client/prospect card > select the contacts tab
Highlight the client or prospect you wish to add information to > click the toggle resource card icon
This will open a separate window where you can update client contact information including:
Name
Initials (used to add the contact to conversations if using the client portal module)
Position
Phone number
Mobile number
Social information e.g. LinkedIn, Skype etc.
Skills
Interests
Resource group (usually used on clients and prospect resources, resource groups are used for grouping resources together e.g. for a mail out)
Tags
Address details
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To create and amend client or prospect contacts via the resources module go to: https://tangram.atlassian.net/wiki/pages/resumedraft.action?draftId=677871683
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