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PrintEnter a new Contact (Company)
This area allows you to create a new Company Contact record. The definition of a Contact is an entity capable of holding details such as name, phone numbers, e-mail and postal address. Contacts exist for a variety of purposes, all of which involve interaction with one or more business operations of the Agency.
General Tab
1. Click on the Contacts Function/Menu button.
2. Click on the New button. The 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.
3. Select Company from the Contact Type Drop Down List in the upper task bar.
4. In the General tab, enter the Company Name. e.g.: ABC Enterprises Pty Ltd
5. Enter the Trading As name e.g. ABC Real Estate
6. Enter the ABN and ACN number
7. Enter Phone and/or Facsimile numbers and E-mail address.
8. The Name on Letters (salutation for mail merge) will default to the Company name.
Alternatively type the companies preferred contact name e.g John or Mr Smith to appear on mail merge letters.
9. The Attention to field will default to the Company Name. Alternatively type the companies
preferred contact name e.g John Smith or Mr John Smith to appear on mail merge letters.
10. Select the Business Type from the drop down list if applicable.
11. Enter the Office address details accordingly.
12. 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
13. To insert a contact (person) for this company, left click on the Right Hand Side of the white area
in the Name column, the Select Contact search screen will be displayed. Select a Contact from the list or alternatively click on the Add New button.
14. Select a Category or Categories from the Drop Down List as required.
Note: 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 types 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.
15. The Contact’s status will display Active. A status of Active means the Contact is active within
the system and is required for current and/or future correspondence or business dealings. Active Contacts participate in the Contact Management functions of the system.
16. 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.
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 the Notes tab if applicable.
25. The Appoinments Tab displays any appointments this Contact has been involved in
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.