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 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.
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The information in this document is applicable to product update 261 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: Alternatively, you can directly access the required contact card by selecting Contacts at the quick search bar on the top menu, and then typing the name of the contact person. The contact people that match the name filled will be listed. Click the required contact person hyperlink in the Contact: Last name column to display the contact card. The Contacts option can be added to the list of entities at the quick search bar on the top menu via Modules ? System ? Setup ? Settings – General ? Preferences.
Keep in mind: 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 accounts and contacts, 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: If you are linking two contact persons with different information but in fact, they are the same person, once you click Confirm (as described in Step 9), the system will check both contact persons to synchronize details in certain fixed fields which may contain predefined values, such as title, name (combination of first name, middle name, and last name), initials, suffix, picture, gender, and language. A pop-up message will be displayed requiring you to select the details from these fixed fields of the selected contact person to be copied from, to replace the ones for the existing contact person which may contain predefined values. Once merged, the selected fixed fields in this pop-up message will be replaced with the ones copied from the selected contact person. Select the required details to be replaced, and then click OK. Steps 10 and 11 will be skipped. The merged details will be displayed on the existing contact person card and all person accounts and contacts linked to the contact person.
Keep in mind: If you are linking two contact persons with different information but they are the same person, as prospect, customer, or supplier person accounts, once you click Confirm (as described in Step 8), the system will check both contact persons to synchronize details in certain fixed fields which may contain predefined values, such as title, name (combination of first name, middle name, and last name), initials, suffix, picture, gender, and language. A pop-up message will be displayed requiring you to select the details from these fixed fields of the selected contact person to be copied from, to replace the ones for the existing contact person which may contain predefined values. Once merged, the selected fixed fields in this pop-up message will be replaced with the ones copied from the selected contact person. Select the required details to be replaced, and then click OK. Steps 9 and 10 will be skipped. The merged details will be displayed on person account card and all person accounts and contacts linked to the contact person.
Keep in mind:
Keep in mind: The Mail merge button is available only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is not selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250.
Click this to exit.
Click this to edit the details of the contact person.
Click this to create a contact person for the account.
Click this to send multiple e-mails to multiple accounts using the same template. It is as same as creating a mail merge for company accounts. For more information on mail merge, see Creating mail merge for multiple recipients.
Note: This is available only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is not selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250.
Click this to create a letter for the account. For more information, see Creating letters with Word Merge on single processes and Creating letters with Word Merge on bulk processes.
Note: This is available only if the New Word Merge check box under the Word Merge section on the Document: Settings page is selected. For more information, see Setting up documents. This setting is only available for product update 249 and below. From product update 250 onwards, by default, this button will be displayed.
Click this to create an e-mail for the account. For more information, Creating e-mails with Word Merge on single processes and Creating e-mails with Word Merge on bulk processes.
Click this to create a request for the contact person. For more information on how to create requests, see New request menu.
Click this to view the contacts of the account with duplicate names. For more information, see Searching for accounts with duplicate contact names.
Click this to download the business card of the contact person.
Click Customize 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 person card. Take note of the following fields, sections, and columns:
This section displays the marketing details of the contact person such as the account manager, job title of the account manager, manager of the contact person, and other details. For more information, see Creating and modifying contacts.
This section displays the picture of the contact person. For more information on how to attach pictures, see Creating and modifying contacts.
This section displays information on the employment period of the contact person, such as start date and end date.
This section displays the address details of the contact person. For more information, see Creating and modifying contacts.
This section displays all the external references including the social media added for the selected contact person. To add a new social media for the selected contact person, click Add. For more information, see Adding social media references for contact person.
Note: You can also edit and delete the relevant social media.
This section displays the additional information of the contact person. For more information on free 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.
This section displays the particulars of the contact person such as the name, gender, phone number, and other details. For more information, see Creating and modifying contacts.
This section displays the comments of the contact person. For more information, see Creating and modifying contacts.
The hyperlinks in this section may be displayed or hidden depending on your customization. Also, when viewing contact cards, the header of this section is not displayed. The header will be displayed when you are customizing the cards.
Click this to view the list of requests for the contact person. You can also create and modify the requests. For more information, see Overview of workflow and requests.
Click this to view the list of recent documents linked to the contact person. You can create documents for the contact person. For more information, see Viewing recent documents.
Click this to view a list of personal data classifications that are linked to this contact person. For more information, see Viewing personal data classifications linked to an employee, account, or contact person.
Click this to view the past and current job experiences of the contact person. This is available only if the contact person is linked to person account cards or other contact persons.
Click this to view the financial information of the contact person, such as the credit card number, type of credit card, credit card expiry date, and other details. For more information on how to create financial details for contacts, see Creating and modifying financial information for contacts.
Note: This hyperlink is available only when the Activate: Persons check box under the Persons section on the Accounts: Settings page is not selected.
Click this to view the log history of the contact person.
Click this to view, edit, or delete the delivery, invoice, postal, and visiting addresses of the contact.
This section displays all accounts and contacts linked to this contact person. Click Add to add a contact person or to register the contact person as a prospect, customer, or supplier.