Exact Synergy Enterprise

 

Viewing contact cards

Menu paths

• Modules ? Customers ? Reports ? Accounts ? Search
• Modules ? Customers ? Reports ? General ? Contacts
• Modules ? Customers ? Reports ? Contacts ? Search

Introduction

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.

Roles and rights

• To view contact cards, function right 524 — View account card is required. Users with the Customer manager role have this function right.
• 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. This is only applicable to company account type.
• 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. This is only applicable to company account type.

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 261 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I view contact cards?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Close to exit.

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.

How can I edit contact cards?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Edit.
5. Make the necessary changes.
6. Click Save.

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.

How do I add contact persons to accounts?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Add under the Links section.
5. Click Add contact person to an account.
6. Under the Account section at Account, select the required account to which you want to link the contact person. This is mandatory.
7. Under the Copy section, select the check boxes next to the required details to be copied, such as e-mail, mobile, phone, fax, job description, and job title.
8. Under the Contact persons section, select the check box next to the required contact person to be linked to the existing contact person. This section is available only if you are linking two contact persons with different information but they are the same person.
9. Click Confirm.
10. Define the required fields. By default, certain fields are prefilled with the values copied from the previous step. However, these fields can be edited. For more information, see Creating and modifying contacts.
11. Click Save, and then Close to exit.

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.

How do I register a contact person as prospect, customer, or supplier person accounts?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Add under the Links section.
5. Select Register as a prospect to create a prospect person account or Register as a customer to create a customer person account or Register as a supplier to create a supplier person account. The availability of these options varies, depending on the existing type of person account which is linked to the selected contact person. For example, a contact person that is linked to a customer person account cannot be registered as a prospect person account.
6. Under the Copy section, select the check boxes next to the required details to be copied, such as e-mail, mobile, phone, and fax.
7. Under the Persons section, select the check box next to the required person account to be linked to the selected contact person. This section is available only if you are registering two contact persons with different information but they are the same person, as prospect, customer, or supplier person accounts.
8. Click Confirm.
9. Define the required fields. By default, certain fields are prefilled with the values copied from the previous step or may contain predefined values. However, these fields can be edited. For more information, see Creating and modifying person accounts.
10. Click Save, and then Close to exit.

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.

How do I remove the linked accounts from contact persons?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Edit.
5. Click Unlink
6. Click Close to exit.

How do I create e-mails?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Create email. For more information, see Creating e-mails with Word Merge on single processes.

Keep in mind:

• For more information on sending e-mails on bulk processes, see Creating e-mails with Word Merge on bulk processes.
• The Create email button 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 available only for product update 249 and below. From product update 250 onwards, by default, the Create email button will be displayed.

How do I create letters?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Create letter. For more information, see Creating letters with Word Merge on single processes.

Keep in mind:

• For more information on creating letters on bulk processes, see Creating letters with Word Merge on bulk processes.
• The Create letter button 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 available only for product update 249 and below. From product update 250 onwards, by default, the Create letter button will be displayed.

How do I create a mail merge?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Mail merge. For more information, see Creating mail merge for multiple recipients.

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.

How do I create requests?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click New: Request. For more information, see New request menu.

How do I validate contacts of accounts with duplicate names?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. Click Validation. For more information, see Searching for accounts with duplicate contact names.

How do I download the business card of contacts?

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the required fields, and then click Show.
3. Click the required contact person link in the Contact: Last name column.
4. 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.
5. Click Save, and then Close to exit.

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Related documents

• Adding social media references for contact person
• Creating and modifying contacts
• Creating and modifying financial information for contacts
• Creating and modifying person accounts
• Creating e-mails with Word Merge on bulk processes
• Creating e-mails with Word Merge on single processes
• Creating letters with Word Merge on bulk processes
• Creating letters with Word Merge on single processes
• Creating mail merge for multiple recipients
• New request menu
• Overview of free fields for accounts, contacts, and addresses
• Overview of workflow and requests
• Searching for accounts with duplicate contact names
• Setting up documents
• Viewing personal data classifications linked to an employee, account, or contact person
• Viewing recent documents

     

Main Category:	Support Product Know How	Document Type:	Online help main
Category:	On-line help files	Security  level:	All - 0
Sub category:	Details	Document ID:	15.553.069
Assortment:	Exact Synergy Enterprise	Date:	18-10-2018
Release:	250	Attachment:
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