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.
Note:
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.
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.
Keep in mind: This function is available only if the status of the contact is Inactive.
Keep in mind: This function is available only if the status of the contact is Active.
Click this to save the details of the contact person.
Click this to delete the contact person.
Note: This is available only if you are editing the contact person.
Click this to change the status of the contact person to active.
Note: This is available only if you are editing the contact person and the status of the account is Inactive.
Click this to change the status of the contact person to inactive.
Note: This is available only if you are editing the contact person and the status of the account is Active.
Click this to upload the contact person's business card.
Click this to select a new employer for the contact person.
Note: This is available only if you are editing the contact person and the contact person is not the main contact person.
Click this to save the contact information and create a contact person.
Note: This is available only if you are creating a contact person.
Click this to exit.
Type or select a title for the contact person. For more information on how to create and modify titles, see Overview of titles.
Type an initial for the contact person. You can type up to 10 alphanumeric characters.
Type the first name of the contact person.
Type the middle name of the contact person.
Type the last name of the contact person.
Type the suffix of the contact person. For example "Sr." for senior.
Type the job description of the contact person.
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.
Type the phone number of the contact person. By default, the phone number of the account will be displayed.
Type the phone extension number of the contact person.
Type the mobile phone number of the contact person.
Type the fax number of the contact person.
Type the e-mail address of the contact person.
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.
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.
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.
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.
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.
Type or select a language for the contact.
Select this check box if the contact person is the main contact person for the account.
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.
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:
The account manager defined in the Manager box under the Relations section when creating the account is displayed. This information cannot be edited.
The job title of the account manager is displayed. This information cannot be edited.
Type or select the manager of the contact person.
The job title of the contact person’s manager is displayed. This information cannot be edited.
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.
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.
The log in name of the last person who accessed Exact Synergy Enterprise is displayed. This information cannot be edited.
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.
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:
This section displays information on the employment period of the contact person, such as start date and end date.
Type the location or click Browse to locate the picture file to be uploaded.
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.
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.
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.