Exact Synergy Enterprise

Creating and modifying contacts

Menu paths

Modules ➔ Customers ➔ Reports ➔ Accounts ➔ Search
Modules ➔ Customers ➔ Reports ➔ General ➔ Contacts
Modules ➔ Customers ➔ Reports ➔ Contacts ➔ Search

Introduction

This page allows you to create, customize and modify contact persons.

With the implementation of the Person (or Natural Person) feature from product update 250 onwards, Exact Synergy Enterprise supports registration of people in Exact Synergy Enterprise where the people can be grouped into two basic account types: a person account (prospect, customer, or supplier) and a contact person of a company account that you are doing business with. Apart from being able to create an account based on a company and an account based on a person in Exact Synergy Enterprise, you can leverage on the CRM information through the contact person of company-based accounts to provide you insights to the people who are involved in the businesses.

The term “account” or “accounts” will be used to describe both account types, namely, the Company and Person accounts. Otherwise, when used individually, the account type will be referred to as “company account” for account type Company and “person account” for account type Person.

To view person accounts and contacts, the Activate: Persons check box under the Persons section on the Accounts: Settings page has to be selected. For more information, see Defining account settings.

Roles & rights

To allow the main contact person of the reseller to have web access, function right 121 – Allows to give web access to main contact person of reseller is required. Users with the Customer manager or Reseller manager role have this function right.
To allow the main contact person of the supplier to have web access, function right 448 – Allows to give web access to main contact person of supplier is required. Users with the Supplier manager role have this function right.
To edit the information for contact persons, function right 495 - Maintain CRM data when MainCRMBackOffice is set for current division is required. Users with the Administrator role have this function right.
To view and edit credit card information of a contact person, function right 521 – Allows to view and edit contact’s credit card information is required. Users with the F&A staff role have this function right.
To view the information for contact persons, function right 524 - View account card is required. Users with the Customer manager role have this function right.
To customize the information and layout of the contact card, function right 498 – Allows to update the company wide account card customization is required. Users with the Corporate, Group, Division, Cost center group, and Cost center Administrators have this function right. The customization is applicable only to Corporate level roles.

Note:

For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 259 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I create contacts?

Go to Modules ? Reports ? Contacts ? Search.
Define the required search criteria, and then click Show.
Click the required contact in the Contact: Last name column.
Click New.
Define the required fields.
Click Save.
Click Close to exit.

How do I edit contacts?

Go to Modules ? Customers ? Reports ? Contacts ? Search.
Define the required fields, and then click Show.
Click the required contact person link under the Contact: Last name column.
Click Edit, and then make the necessary changes.
Click Save.

Note: When certain flexible fields, such e-mail, mobile, phone, fax, job description, and job title are edited on a contact person card that is linked to any person account and contact, a message will be displayed requiring you to update the same fields on all the person accounts and contacts linked to the contact person. Select Yes to proceed with updating the same fields on all the person accounts and contacts linked to the contact person, or No to abort the operation.

How do I delete contacts?

Go to Modules ? Customers ? Reports ? Contacts ? Search.
Define the required fields, and then click Show.
Click the required contact person link under the Contact: Last name column.
Click Edit.
Click Delete. The message “Are you sure that you want to delete this record?” will be displayed.
Click OK.

How do I change the status of contacts to active?

Go to Modules ? Customers ? Reports ? Contacts ? Search.
Define the required fields, and then click Show.
Click the required contact person link under the Contact: Last name column.
Click Edit.
Click Active.
Click OK.

Keep in mind: This function is available only if the status of the contact is Inactive.

How do I change the status of contacts to inactive?

Go to Modules ? Customers ? Reports ? Contacts ? Search.
Define the required fields, and then click Show.
Click the required contact person link under the Contact: Last name column.
Click Edit.
Click Inactive.
Click Yes.

Keep in mind: This function is available only if the status of the contact is Active.

How do I download the business card of contacts?

Go to Modules ? Customers ? Reports ? Contacts ? Search.
Define the required fields, and then click Show.
Click the required contact person link under the Contact: Last name column.
Click Edit.
Click vCard. A message will be displayed requiring you to either open or save the business card of the contact person in .vcf file format.
Click Save.
Click Close to exit.

How do I remove the linked accounts from contacts?

Go to Modules ? Customers ? Reports ? Contacts ? Search.
Define the required fields, and then click Show.
Click the required contact person link under the Contact: Last name column.
Click Edit.
Click Unlink.
Click Close to exit.

How do I select employers for contacts?

Go to Modules ? Customers ? Reports ? Contacts ? Search.
Define the required fields, and then click Show.
Click the required contact person link in the Contact: Last name column.
Click Edit.
Click New: Employer.
Define the required fields, and then click Show.
Select the required account link in the Name column.

Buttons

Fields

Contacts section

Title

Type or select a title for the contact person. For more information on how to create and modify titles, see Overview of titles.

Initials

Type an initial for the contact person. You can type up to 10 alphanumeric characters.

First name

Type the first name of the contact person.

Middle name

Type the middle name of the contact person.

Last name

Type the last name of the contact person.

Suffix

Type the suffix of the contact person. For example "Sr." for senior.

Job description

Type the job description of the contact person.

Job title

Type or select the job title of the contact person. For more information on how to create and modify job titles, see Creating and modifying job titles for contacts.

Phone

Type the phone number of the contact person. By default, the phone number of the account will be displayed.

Extension

Type the phone extension number of the contact person.

Mobile

Type the mobile phone number of the contact person.

Fax

Type the fax number of the contact person.

E-mail

Type the e-mail address of the contact person.

Valid email address

Select this to indicate the validity of the e-mail address specified in E-mail. This allows for the management of bounced e-mails.

Note: This is automatically selected when an e-mail address is initially typed in at E-mail. When the e-mail address is subsequently removed from E-mail immediately after it was entered, this field will not be selected.

Email permission

Select this to indicate the permission status of sending e-mails to the e-mail address specified in E-mail. This allows the contact to unsubscribe from the service and stop receiving further e-mails. This condition is valid even after subsequent changes to the e-mail address in E-mail.

Financial contact person

Select this check box to maintain the financial contact person centrally. This information will be sent to all the account-linked divisions.

Note: This check box is for the Central Master Data Management (CMDM) solution.

MSN ID

Type the MSN ID of the contact person. This field is enabled only if the Portal access check box under the Marketing section is selected.

Note: This is available only if you are creating a contact for suppliers, customers, or resellers.

Skype ID

Type the Skype ID of the contact person. This field is enabled only if the Portal access check box under the Marketing section is selected.

Note: This is available only if you are creating a contact for suppliers, customers, or resellers.

Language

Type or select a language for the contact.

Main

Select this check box if the contact person is the main contact person for the account.

Remarks section

Type the comments for the contact person. Click Timestamp to put a timestamp for the remark, and click Full screen to expand the remarks box to a full screen.

Note: HTML is also supported by this field. If “<” and “>” is defined in the field, it will be considered as a HTML code.

Customize

Click at the title bar to customize the fields or sections. You can display or hide fields and sections by selecting or clearing the relevant check boxes. In the Columns section, select the number of columns you want to arrange your sections in. You can also drag-and-drop the sections and fields to arrange them in the order and format you want. Click Save to save the settings, Reset to reset your selections to the default setting, or Close to exit without saving. Click Advanced for further customization of the contact card. Take note of the following fields, sections, or columns:

Marketing section

Account manager

The account manager defined in the Manager box under the Relations section when creating the account is displayed. This information cannot be edited.

Job title (Account manager)

The job title of the account manager is displayed. This information cannot be edited.

Manager (Contact)

Type or select the manager of the contact person.

Job title (Contact: manager)

The job title of the contact person’s manager is displayed. This information cannot be edited.

Portal access

Select this check box to allow the contact person to access Exact Synergy Enterprise.

Note: This check box is available only if you are editing the contact person, you have the license, or the trial portal is activated. For more information on the trial portal, see Setting up trial version for customer and reseller portals.

User name

Type the user name for the contact.

Note: This field can be edited only if Exact Synergy Enterprise is configured for the Federated Identity (FID) environment.

Last: Login

The log in name of the last person who accessed Exact Synergy Enterprise is displayed. This information cannot be edited.

Download license

Select the relevant option to indicate whether the person's credentials can be used to download only a customer license, only own reseller's license, or both types of licenses.

Note: This field is read-only and set to Both if the person is designated as the main contact person.

View all customer’s documents

Select this check box to allow the contacts to view or search documents with the additional security check. By default, the check box will be selected for the main contacts and will not be selected for the non-main contacts. When modifying an existing non-main contact to a main contact, the check box will be automatically selected. When creating contacts, the check box will be cleared and will be automatically selected if the creation are for the main contacts.

Note: The check box is visible to the customer accounts only. The additional security check is applicable to the following:

users that are logged in as customers,
documents with the security level of 3, and
documents that are pre-defined or with properties that have been set up via the document types.

Employment section

This section displays information on the employment period of the contact person, such as start date and end date.

Picture section

Upload

Type the location or click Browse to locate the picture file to be uploaded.

Free fields section

This section displays extra fields which have been defined for the contact person. For more information on how to define extra fields, see Overview of free fields for accounts, contacts, and addresses.

Mandatory column

This column is available once the Advanced button is clicked. Select the check boxes in this column to make the fields mandatory. For example, select the Name check box if you want the account code to be mandatory. Otherwise, the contacts cannot be saved.

Function rights column

This column is available once the Advanced button is clicked. You can select function rights for the fields. Function rights are created at Modules ? System ? Setup ? Security ? Function rights. For more information, see Overview of function rights.