Modifying Contacts

In order to modify the information stored within the CRM on a particular contact, you must first locate the contact's profile.

Once you have found and selected the desired contact's entry, you will be presented with a page containing, on the left side of the screen, a list of informational sections, which you can choose from in order to access the content you would like to modify.

As a note, in modifying contact entries, there will be some differences depending on whether you are dealing with a personal contact or an employee.

Personal Contacts

Locations and Communications:

If you would like to add a new address to the contact's profile, click on the "Add" icon in the top right-hand corner of the tab.

Simply enter the details of the new address into the provided fields and click "Save."

When creating entries within the "Location" section (and the "Communications" section as well), you may notice a check-box labeled "Primary." You can feel free to enter as many different entries as you would like, but the one marked as "Primary" will be the default one used for correspondence and displayed on the contact's page.

Should you wish to modify this location, or any other existing location, simply select it from the drop-down menu labeled "Choose Location" and click on the "Edit" icon. Then, in the provided form, modify the information as desired and click "Save."

Personal Details:

In this tab, you will see 4 sections dealing with the contact's personal details: Personal Names, Edit Types, Edit Personal Datasheet, and Edit Marketing Data.

Personal Names:

Click on the "Edit" icon in the upper right-hand corner of this section in order to modify information about the contact's name and how he/she should be addressed in future correspondence. When finished, simply click "Save" and the contact's profile will be updated.

Contact Types:

In order to modify the contact's type classification, click on the "Edit" icon. Set the desired contact type by selecting "Active" from the drop-down menu located in the desired type's row.

Specifically, should you want the contact to have access to the Project Management system, you must set the "User" type to "Active."

Once you have finished setting the contact types as desired, click "Save" in order to update the contact's CRM profile.

Personal Datasheet:

In order to enter more specific information about a contact, click on the "Edit" icon located in the upper right-hand corner of the "Personal Datasheet" section. You will then be presented with numerous fields to fill in with information about the contact, such as his/her birth date, interests, and family details.

One field of particular interest may be the one labeled as "Professions." Here you will be able to view a tree of professions, which can be modified in the CRM administration to meet your particular needs. If you would like to specify a profession for the contact, click on the "+" icon next to the appropriate folder and it will expand, allowing you to select a more specific job for the contact by checking the box next to the desired option.

Once you have finished entering the relevant data, just click on "Save," and the contact's profile will be updated.

Marketing Data:

With this field, you can specify the source through which the contact in question found out about your business. Simply select the appropriate source from the drop-down menu, and the information collected can be used in the future to ensure more efficient and successful marketing.

Family Members:

This section, where you can view and/or modify a list of the contact's relatives, allows you to connect individual contacts within the CRM and map their relationships.

In order to add a new family member into the system, simply click on the "Add" icon in the top right-hand corner. You will then be presented with a form that you will have to fill out in order to add the family member into the CRM. For more detailed instructions on how to complete the form, which is essentially the same as the one used in adding personal contacts, please see our section on "Adding Contacts."

Notes:

This section allows you to add relevant information, in the form of notes, to a contact's CRM profile.

In order to add a new note, click on the "Add" icon in the upper right-hand corner of the field. Type the desired text into the window that appears and then click "Save" in order to attach the note to the contact's profile.

If you would like to modify an existing note, this can be done here as well, by clicking on the "Edit" icon located in that particular note's row. Simply alter the text as desired and then click "Save" in order to update the note.

Should existing notes ever become irrelevant, redundant, or incorrect, there is also the option of removing notes from a contact's profile. Just click on the "Remove" icon at the far right of the note's row and it will promptly be deleted.

Credit Cards:

This section allows you to store the contact's credit card information with the secure storage system.

In order to add a new credit card entry to the contact's profile, click on the "Add" icon located in the upper right-hand corner and fill out the provided form with the credit card's information.

Should you wish to modify existing credit card information, click on the "Edit" icon in the desired credit card's row of the table, and you can alter the details as you wish.

As a note though, when editing existing credit card entries, you will not be able to view the entire credit card number, as everything except for the last four digits will be encrypted for security purposes.

In order to view a credit card's full number, you must click on the "View" link in that credit card's row of the table. You will then be prompted by a pop-up window, where you can enter the password provided to you by our system administrator and click "Unlock."

Login Settings:

This section allows you to create and/or modify the contact's RMS details, in order to control his/her access to the Project Management system.

Should the contact not yet have his/her RMS details defined, you can create them by clicking on the "Add" icon in the upper right-hand corner.

Simply enter a unique login name and password for the contact and select the group(s) that you would like him/her to be a member of in order to set his/her access rights. Ensure that the check-box labeled "Status" is selected if you would like the contact's RMS account to be active, and then click on "Save."

System Preferences:

This section allows you to set default settings and preferences for various functions in the PM module.

With the provided fields, you can modify the contact's billing group, set default notification settings for changes and additions to the contact's profile, set default visibility settings for notes and files attached to the contact's profile, as well as assign employees to act as concierges for the contact.

Project Management:

Conveniently consolidated within the "Project Management" section, you can view lists of all projects, tasks, calendar items, and ToDo's connected to the contact (meaning that he/she was specified as the client when the item was created).

You can also add new projects, tasks, calendar items, and ToDo's related to the contact by clicking on the "Add" icon located in the upper right-hand corner of the appropriate field.

Employees

Locations and Communications:

In order to add a new location or communication entry for the contact, you can click on the "Add" icon within the appropriate section, as with personal contacts, and enter the relevant information into the provided fields.

In addition to manually adding addresses, something which is unique to employees, is the ability to link them to an office. In order to do this, simply click on the "Link Employee To Office" icon. You will then be presented with a list of the various locations listed under the company's profile. Simply select the desired location and click "Save" in order to link the address to the contact in question.

Back in line with personal contact profiles, when creating entries within the "Location" section (and the "Communications" section as well), you will see a check-box labeled "Primary." You can feel free to enter as many different entries as you would like, but the one marked as "Primary" will be the default one used for correspondence and displayed on the contact's page.

Should you wish to modify this location, or any other existing location, simply select it from the drop-down menu labeled "Choose Location" and click on the "Edit" icon. Then, in the provided form, modify the information as desired and click "Save."

Work Details:

In this tab, you will see 2 sections dealing with the contact's personal details: Person Names and Contact types.

Person Names:

Click on the "Edit" icon in the upper right-hand corner of this section in order to modify information about the contact's name and how he/she should be addressed in future correspondence. When finished, simply click "Save" and the contact's profile will be updated.



Contact Types:

In order to modify the contact's type classification, click on the "Edit" icon. Set the desired contact type by selecting "Active" from the drop-down menu located in the desired type's row.

Specifically, should you want the contact to have access to the Project Management system, you must set the "User" type to "Active."

Once you have finished setting the contact types as desired, click "Save" in order to update the contact's CRM profile.

Notes:

This section allows you to add relevant information, in the form of notes, to a contact's CRM profile.

In order to add a new note, click on the "Add" icon in the upper right-hand corner of the field. Type the desired text into the window that appears and then click "Save" in order to attach the note to the contact's profile.

If you would like to modify an existing note, this can be done here as well, by clicking on the "Edit" icon located in that particular note's row. Simply alter the text as desired and then click "Save" in order to update the note.

Should existing notes ever become irrelevant, redundant, or incorrect, there is also the option of removing notes from a contact's profile. Just click on the "Remove" icon at the far right of the note's row and it will promptly be deleted.

Credit Cards:

This section allows you to store the contact's credit card information with the secure storage system.

In order to add a new credit card entry to the contact's profile, click on the "Add" icon located in the upper right-hand corner and fill out the provided form with the credit card's information.

Should you wish to modify existing credit card information, click on the "Edit" icon in the desired credit card's row of the table, and you can alter the details as you wish.

As a note though, when editing existing credit card entries, you will not be able to view the entire credit card number, as everything except for the last four digits will be encrypted for security purposes.

In order to view a credit card's full number, you must click on the "View" link in that credit card's row of the table. You will then be prompted by a pop-up window, where you can enter the password provided to you by our system administrator and click "Unlock."

Login Settings:

This section allows you to create and/or modify the contact's RMS details, in order to control his/her access to the Project Management system.

Should the contact not yet have his/her RMS details defined, you can create them by clicking on the "Add" icon in the upper right-hand corner.

Simply enter a unique login name and password for the contact and select the group(s) that you would like him/her to be a member of in order to set his/her access rights. Ensure that the check-box labeled "Status" is selected if you would like the contact's RMS account to be active, and then click on "Save."

System Preferences:

This section allows you to set default settings and preferences for various functions in the PM module.

With the provided fields, you can modify the contact's billing group, set default notification settings for changes and additions to the contact's profile, set default visibility settings for notes and files attached to the contact's profile, as well as assign employees to act as concierges for the contact.

Project Management:

Conveniently consolidated in one location, the "Project Management" section provides you with lists of projects, tasks, calendar items, and ToDo's for the company that the contact is an employee of.

You can also add new projects, tasks, calendar items, and ToDo's for the company by clicking on the "Add" icon located in the upper right-hand corner of the appropriate field.