Note CRM Contacts uses links from CRM / Admin to establish Groups and Account Type. Whilst these are not mandatory, you will find it harder to locate individual contacts and to note what sort of contacts they are without using this drop-down box dictionary-fed information.

The Contacts List View

Small Circle pictured shows area in list view / Contacts to edit, or select drop down to upgrade contact to a “Lead” or to select the first letter of the contact for quick find. Delete will delete the contact permanently after you click “OK”

Large Circle in picture above shows area where you can select, quick add and filter listed results. To the right hand side, you can see an area to select contact based on the earlier “Groups” you set up.

Quick add” and “Add New” allow you to add new contacts with all information or just limited (Quick) information.

You can also IMPORT and EXPORT your contacts using the green buttons on the top right of the picture. See the separate “Adding Contacts from Import” and “Exporting Contacts from CRM” Wiki entries.

Opening a Contact to view

See a list of all of the contacts visible to you by permissions by clicking in CRM / Contacts.

Clicking directly on a contact will bring up a detailed view of that contact.

Viewing Contact Information

  • After you have clicked on the contact name in blue from the contact list view. A fantastic amount of information is available to you to store.

  • The left-hand menu shows what is in each tab (see pic below)

  • The other selected content to note is the ability to “watch” a contact – The CRM system will email you every time this contact is viewed by others or edited by others

  • The last contact and next contact and follow up area to help with contact planning tasks. These will create tasks if you have the associated “Task Management” Module from Trivaeo.

  • Created tasks will send email reminders of tasks and also appear in the “tasks” list to be edited and when finished deleted.

  • For “Opportunities” , “Leads”, “Communications” “Quotes” and “Orders”, please see information about that function.

  • The “Activity” tab allows you to pre-set (in ADMIN / Process ADMIN) tasks or a process that you want each new Contact to be treated with. Clicking on this tab will open a chart of pre-designed tasks that you can drag and drop as you complete or assign to others. A further Wiki entry in “Process and Collaboration” will show you how to set up this excellent function. You may also add tasks manually here and use the board to drag and drop to track who is doing what with each contact.

  • The “Emails” tab saves an indelible copy of every mail this contact sends to you and every email you send to them. For more information see “Email Collector” and “ADMINISTRATION EMAIL COLLECTOR”

  • The “Links” tab allows you to link this contact with other pieces of information in the system and other contacts and to state a defined reason for the link. A typical use are contacts that live in the same house, or are related etc etc.

Editing a contact

Clicking on the pencil mark at end of each line allows the contact information to be edited.

Or from the opened contact page, click top left box “Edit”

All information on the contact is then able to be edited. / Changed

Click “OK” to save or “Cancel” to delete changes made and close.

Filling in information about each contact

  • The salutation box is fed by a dictionary found in CRM / ADMIN.

  • The only mandatory boxes (in pink) are First Name and Last name.

  • CRM system allows you to define a choice of how “preferred name” – (the name used by default when you produce communications such as emails) is used.

  • Setting the contact as “main contact” will always show this contact first when you view it from within a company record.

  • The reports to drop-down will allow you to set up a reporting line with any other contacts in the same company. If no contacts drop-down then your contact is the only contact already entered in this company. This can be edited later bay seeing how to “Set up Reporting organagrams”

  • “Authority” box is fed by a drop down from a dictionary in CRM / Admin. It allows you to define what is the area of authority this contact has in a company. For example is she boss of finance or contracts or quality?

  • The “Incorporate type” box is fed by a dictionary in CRM / ADMIN. State if this is a Ltd company by shares or a partnership etc. This function is particularly useful if you want to use the CRM contacts and companies with Trivaeo job scheduling modules in future as you would be able to set up jobs for different types of companies based on their Financial Year start and the type of job required. For example: you might be an accountant that want a reminder to undertake annual accounts 1 year after 1st April – Incorporation date.

  • “Financial Year start” – Use if required as above.

  • Clicking on the box marked “Is Private” will stop anyone else in your organisation being able to view or access this record. Allows you to use the CRM for your private contacts as well as shared.

  • The “Account Type” box is fed by a drop-down from CRM / ADMIN. It allows you to filter contacts by type from the list view.

  • Further Types (specialised processes) can be used for “Clients” (customers) and for “Suppliers” if these are ticked.

  • “Factor” allows you to define what things are most important to this contact – For example, as she told you that price is HER most important consideration?

  • “Role Type” allows you to define exactly what this contact does. Not just her position.

  • “Account Number” can be set up in CRM / ADMN to default to an on-going automatic numbering scheme if you wish. Or you can enter manually.

  • In addition to the “Account type” you can also define “Groups” for each contact. A contact can be a member of as many groups as you wish. This is a great way to allow for easy-find lists for marketing etc. You should pay particular attention to the way you “Group” contacts and companies.

  • The email field is a unique way the CRM will identify a contact. No two contacts can have the same email address. This allows CRM to control dulcification. You will note a GDPR compliant feature beside the email. It is possible to click here to stop any unwanted emails. Clicking here will stop the Campaigns system from selecting this contact if GDPR setting does not allow.

  • The “Relationship” box is useful to track who in a company you are already speaking to etc. The system defaults to “No relationship” unless you add an entry here.

  • “Show in contacts line” is a control suitable only for MLM companies and not needed in general Sales / CRM situations.

  • “Owner” is a multi-box that allows you to define who owns each contact / account.

  • On other tabs you can show more “Contact Information” such as Address and Skype and Phone numbers. Please note GDPR compliant controls to allow phone and Skype contact opt out.

  • Private details tab is only show where you have permissions to see this information. (See CRM / ADMINISTRATION).

There is a drop-down list of all Companies ALREADY added to the CRM.

But if you want to add a new company at the same time as adding a new contact use the small wheel shown in this picture next to the drop-down arrow.

It is not mandatory to assign a company to every contact, but if you know which company they work for or are in, this is usually best practice.

Watching a Contact

 

  • Any Contact in your CRM can be “watched”. This is a process of following who else has seen, opened or edited this contact

  • When a Contact is viewed opened or edited by others and you have elected to “watch” the contact, you will be emailed an alert each time.

  • Set up a watch on any contact by clicking the eye icon at top left of Contact view form, near the picture upload area.