Enter a new contact (person)

1.       Click on the Contacts Function/Menu button.

2.       Click on the New button.

3.       Search box then appears to enable you to search for contact to see if they already exist in the

database. If the contact does not appear in the search click Add New.

1.       Select Person from the Contact Type Drop Down List in the upper task bar, if not already

selected.

2.       In the General tab, enter the Contact’s Title. e.g.: Mr, Mrs, Mr & Mrs, Ms, Miss, Dr, Rev etc.

3.       Enter Given name/s. e.g.: John David & Mary Jane

4.       Enter Last name. e.g.: Smith

5.       The Name on Letters (salutation for Mail Merge) will default to the Contact’s given

name/s. Alternatively, select from the Drop Down List or

enter the Contact’s preferred name to appear on mail merge letters.

6.       The Attention to field (address block in Mail Merge) will default to the title, initial & Surname

e.g.: Mr J & Mrs M Smith.

7.       Enter the contact’s Birthday if known. Note: The system will only store the Day & Month, the

Year will not be stored.

8.       Enter Home, Mobile, Work (inc. Ext.) Facsimile numbers, Tax File Number (TFN) if

applicable and E-mail address.

9.       If you would like to link this Contact to a Company, click on the Company button, this will

display the Select Company search screen. A list of active Company Contacts will appear, select the appropriate Company or you may click on the Add New button

10.     Select Occupation from the Drop Down List, if required.

11.     Enter the Job Title, if required.

12.     Enter the Home address details accordingly.

13.     If the Postal Address details are different, deselect the This is the Postal Address check box.

Click on the Postal Address tab to enter the Postal Address details. Ensure the correct State e.g. NSW is selected first so relevant suburbs will appear.

14.     Select a Category or Categories from the Drop Down List as required.

15.     Select a Lead Source from the Drop Down List.

17.     Assign a Sales Staff to this contact by left clicking on the Right Hand Side of the Staff column

in the Sales Staff grid and select the appropriate Sales Staff from the Drop Down List. You may assign more than one Staff member to a contact, by repeating the above process. 

Note: Contacts without a Staff member assigned to them will be considered to be global contacts and are available to users who can view their own contacts. For these global contacts users will have the same permissions as they do for their own contacts (e.g.: if a user can view, add, edit, remove their own contacts then they will be able to add, view, edit and/or remove global contacts). Global contacts are usually company contacts such as advertising suppliers, solicitors, conveyancers, real estate agents etc.

18.     To indicate a Primary Staff member for this contact, select the appropriate checkbox in the

Primary column.

19.     Assign a Contact Group/s, if required to the Contact. Left Click on the Right Hand Side of the

white area under the Group column to display the Select Contact Group screen. Select a group from the list and click on the OK button. You may also add a new Contact Group from this screen, by left clicking on the first line in the white area of the Name column. Enter a Name and a Description.

Note: A Contact Group is used for associating Contacts together for the purpose of sending bulk correspondence, such as newsletter, mail out, e-mail or SMS alert. A contact can belong to one or more contact groups.   

 20.     The Accepts Mail will be automatically selected; this ensures the contact will be included on

any mailing lists that are bulk-generated.

 21.     Enable the relevant checkboxes for, Accepts E-mail and/or Accepts SMS, only if the contact

gives you permission to send correspondence via these mediums.

Note: If the Accepts E-mail check box is selected, the system will assume this is their preferred method of correspondence and therefore, if a Standard Activity is attached that has an Action Type of E-mail or Letter & E-mail then the recipient will receive that correspondence via e-mail. The system will check when saving that an email address and/or mobile number has been entered if the checkbox for Accepts E-mail and/or Accepts SMS has been selected. The user will need to enter the required information or deselect the relevant checkbox before saving.

22.     The Accepts phone call checkbox will be automatically selected. If the contact does not wish

to be contacted by phone this checkbox should be deselected.

23.     If this contact wishes to receive eMarketing material select Yes from the drop down box. If
          the contact has indicated he does not wish to receive eMarketing material select No. If the 
         contact has indicated that he wishes to unsubscribe from eMarketing then Never should be
         selected. A warning will be displayed if changing the selection from Never to Yes.

24.     Proceed to Notes  tab if applicable.

Note: If entering two contacts into the same contact record e.g. husband and wife, should you wish to record their details separately, for the purpose of dealing with them individually, you may select the Store separate personal details for couple checkbox. This will display the Person 1 Details and Person 2 Details tabs. Click on the relevant tab to update as required. Please be aware that the system will store three contact records in this instance.
 

25.     The Appoinments Tab displays any appointments this Contact has been involved in

and entered through the calendar. Appoinments can not be entered via this tab.

26.     Click on Save and Close to save the information entered, alternatively click on the X at the top

right corner of the Active screen, a message will appear “Do you want to save changes?” Select Yes, No or Cancel accordingly.