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How do you create or edit a contact? |
  
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How do you create or edit a contact? |
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Creating a new contact means creating a new record in Total Enterprise CRM for those people who represent customers or expected customers. A contact may be related to a company with which you might do business.
To create a new contact, or edit any existing contact, follow these steps.
Step 1: Select New contact
Click the Contact tab located on the ribbon.
Select New contact in the Contacts group.
Note:
You can also create a new company in these ways:
| • | right-clicking on the contact's grid and choosing New |
| • | double-clicking anywhere in the blank area of the grid |
| • | choosing the New command on the Quick-access toolbar. |
Note:
To edit an existing contact, double-click that contact in the grid under the All contacts command, and then proceed to step 2.
Step 2: Complete the form
Tabs for contact
The 'Contact' form contains all relevant information broken down into several tabs. These tabs are located in the upper panel and include:
| • | personal information - general contact information |
| • | address - invoicing and postal address details |
| • | subscribed service packages - subscribed service packages |
| • | invoices - invoices associated with the contact |
| • | payments - payment records for the contact |
| • | clickstream - tracks clicks made by visitors to websites. |
Note:
The fields marked with a red asterisk (*) at the right end indicate that they are required fields; other fields can be left blank.
Interaction-history for contact
At the bottom of the screen is a set of tables containing related records (only one type of records is present in one column). This table is called a 'grid'. This grid shows you the main details of the record ie who created it, when it was created, and its subject. To edit any record, double-click the record in the grid.
The grid located in the bottom panel stores the interaction-history, broken down into tabs. These tabs include:
| • | activities - to view a list of all activities (eg meetings, calls, notes and projects) associated with the contact |
| • | communications - to view a history of communication (eg email, fax, letter and SMS) associated with the contact |
| • | documents - to view a list of all documents associated with the contact |
| • | campaign - to view any campaign associated with the contact. |
Note:
There are two ways to use additional options under a grid:
| • | Right-click inside that grid and choose an option from the context menu. |
| • | Click anywhere inside the grid and choose an available option from the Quick-access toolbar above the ribbon. |
More actions for contact
Controls on the ribbon allow you to carry out the following actions on the selected contact.
For more details, visit the following links:
How do you add a note or attachment?
How do you add a new opportunity?
How do you schedule a meeting?
How do you add a task or attachment?
Note:
Since these options are on the contact screen, the system assumes that if you create a note, project, email or any other action from this screen it is automatically related to the previously selected instance. This is consistent throughout the system to reduce unnecessary data entry.
Step 3: Save your data
When you have entered all your information under the appropriate tabs, save your data by choosing one of these options on the ribbon:
| • | Save and close - saves everything you have entered so far and closes the form. |
| • | Save and new - saves everything you have entered so far and re-opens a blank form for another entry. |