Using Contacts

Web Page Sales -Search Add View Contacts in OrganizerContacts-Add View Search for Contacts on Organizer

Contacts can be linked to Prospects, Customers or Suppliers. Contacts are recorded in Salesorder as Contact Documents.

To access Contacts in Salesorder, go to: ORGANISER > Contacts

New Contact

Contacts can be created via Prospect, Customer or Supplier Master.

Contacts can also be created independently without linking them to Prospects, Customers or Suppliers.

A new Contact can be defined in the following ways:

Import Contacts

Salesorder allows you to bulk import Contacts using an Excel template. Go to:

SETUP > Import Data > Contacts

You can use the Import functionality to import all your Contacts data into Salesorder.

To learn more about the import functionality, refer Import Contacts

After running import, to verify all imported Contact records, go to:

ORGANISER > Contacts > List All Contacts

Use Contact Master

To manually create a new Contact in Salesorder, go to:

ORGANISER > Contacts > +

Use Prospect Master

You can create new Contacts in Salesorder using the Prospect Master.

New Contacts created through Prospect Master are linked to the selected Prospect.

To add a new Contact to an existing Prospect, go to:

SALES > Prospects > Select Prospect > Actions > New Contact

To find all Contacts linked to a Prospect, go to:

SALES > Prospects > Select Prospect > Find > Contacts

OR

SALES > Prospects > Select Prospect > Contacts tab

Use Customer Master

You can create new Contacts in Salesorder using the Customer Master.

New contacts created through Customer Master are linked to the selected Customer.

To add a new Contact to an existing Customer, go to:

SALES > Customers > Select Customer > Actions > New Contact

To find all Contacts linked to a Customer, go to:

SALES > Customers > Select Customer > Find > Contacts

OR

SALES > Customers > Select Customer > Contacts tab

Use Supplier Master

You can create new Contacts in Salesorder using the Supplier Master.

New Contacts created through Supplier Master are linked to the selected Supplier.

To add a new Contact to an existing Supplier, go to:

PURCHASING > Suppliers > Select Supplier > Actions > New Contact

To find all Contacts linked to a Supplier, go to:

PURCHASING > Suppliers > Select Supplier > Find > Contacts

OR

PURCHASING > Suppliers > Select Supplier > Contacts tab

Contact Document: Configuration

To configure Contact document, go to:

SETUP > Configuration > Contact

Or

ORGANISER > Contacts > Select Contact > Configure

The following configuration options are available:

New Contact Type

Contacts are categorized using Contact Types. They give an additional dimension to Contacts.

Some examples of Contact types are CEO, Purchase Manager, Decision Maker, etc.

Contact Types is a configurable list.

Using this option, you can configure a new Contact Type.

Customize Fields

A Contact document consists of fields, sections and tabs. The Salesorder app allows you to customize all the parts of the document.

If you don’t have all of the fields (or the functionality) you need, you can add custom fields to store and use additional data.

To customize fields, sections and tabs in the document, refer to Using Customization

Contact Types

View | Edit list of Contact Types defined in the system.

Contact Document: Reference

Fields

Company Using this field you can create a Contact independently or link it to an existing Customer or Supplier in Salesorder.

To create a Contact independently, leave this field blank.

To link the Contact to a Customer | Supplier, use this field to find the appropriate Customer | Supplier to link.
Owner The user creating or owning this document.

To learn more, refer Using Owners
Tabs

Details

This tab is used to store the contact details.

First Name field in this tab is mandatory.

Memos

You may track or schedule events or assign tasks using memos.

For example: You can schedule a meeting or assign a task to a team member using memos.

For more details, refer Using Memos.

Notes

Under this tab, you can add comments or notes that you want people with access to this document to see.

Email

You can send and receive emails from Outlook, Google and other mail systems.

Email is automatically filtered at the Customer contact level, so you only see and can send emails related to the Customer and its contacts.

For more details, refer Using Email.

Classification

Classifications are used to segment data within your business. If you do not categorize data, simply ignore the Classification tab on all Documents.

For more details, refer to Using Classification

Contact Document: Settings

The document settings are available when creating | editing | viewing a Contact document (create | edit | view mode).

The following settings are available:

Save

(available in Create | Edit mode)
Saves the Document.

Save and New

(available in Create mode)
Saves the new Contact details and refreshes the screen for creating the next Contact.

Edit

(available in View mode)
Switch the Document to edit mode.

Configure

(available in
Create | Edit | View mode)
Takes you to the Contact Document configuration screen. Discussed in the Configuration section in this article.

Take Ownership

(available in
Edit | View mode)
You can transfer document ownership using this option.

Delete

(available in
Edit | View mode)
Delete the Contact.

Email

(available in
View mode)
You can send emails directly from the Contact document. To learn more , refer Using Email

Help

(available in
Create | Edit |
View mode)
Takes you to the Salesorder help documentation.

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