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PrintContacts - Introduction
This Contacts area allows you to create a new Contact record. The definition of a Contact is an entity capable of holding details such as name, phone numbers, e-mail and postal address. A Contact can represent a company, a person, a couple, a Super Fund, Advertising Supplier, Conveyancer, Solicitor, Settlement agent, Bank Contact or an Auctioneer. Contacts exist for a variety of purposes, all of which involve interaction with one or more business operations of the Agency.
When you enter the Contacts module, the screen will be divided into three areas.
The Menu/Function area - Positioned alongside the left hand side of the screen and is separated from the remainder of the screen by a vertical bar.
The Grid List of records area – Positioned on the upper right hand side of the screen and is separated from the lower right hand side of the screen by a horizontal bar. In the Contacts module, all the available Contacts will appear in this grid. To access a Contact in this grid, search for a contact and then simply double left click to display the record in the Active Window.
The Active Window area – Positioned on the lower right hand side of the screen and is separated from the upper right hand side of the screen by a horizontal bar. If a record is selected from the Grid List of Records above, the details of that record will be displayed here.
Should you require more space in any of the three areas, you may simply Click & Drag the vertical or horizontal bars to increase the width or height of the display.
Contacts may be assigned to a Category that identifies the function or role of a contact within the system. This enables the system to easily identify and utilize these contacts when required. A Contact may belong to one or more categories. The same set of categories applies to all type of contacts – people and/or companies alike. Some of the categories included are Advertising Supplier, Auctioneer, Conveyancer, Real Estate Agent, Solicitor, Strata Manager and Super Fund.
Contact Groups are 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.
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. The Address details will be unavailable to change unless the ‘Use same address as couple’ checkbox is deselected. Please be aware that the system will store three contact records in this instance.