Your Digital Address Book for Efficient Stakeholder Management
The Contacts page serves as a comprehensive Digital Address Book, facilitating the efficient management of suppliers, service providers, and customers. This article provides detailed instructions on creating, editing, finding, adding notes, and archiving/restoring contacts within the system.
In this article, you'll find this list of topics that you can click on to quickly access the information you need:
New Contact
To create a new contact, navigate to Inventory > Contacts
- Click on the green + Create New Contact button to start creating a new entry
- In the Create New Contact window, select whether the contact is an individual or a company; based on your choice, specific fields will be unlocked to enter relevant information
Creating an Individual Contact
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Contact code is automatically generated by the system but you can set it manually by clicking the button Manual Code
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Fill in the mandatory fields such as First name, Last name, Contact type, and Country
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Optionally, fill in other fields such as Street, Zip Code, Town, Country, Telephone number, and Email. You can also upload a picture by clicking on the Logo and Select Image button
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Click the green button Add to save the new contact
Creating a Company Contact
- Contact code is automatically generated by the system but you can set it manually by clicking the button Manual Code
- Fill in the mandatory fields Company name, Contact type, and Country. Also non-mandatory fields such as Street, Zip Code, Town, Telephone number, and Email
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Optionally, you can also specify the Plant passport registration number and upload a picture by clicking on the Logo and Select Image button
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Click the green button Add to save the new contact
Note:
Creating a Contact Person
While you are creating a new Company Contact, you can also add a Contact Person:
- At the bottom of the Create New Contact window, click on the green button Add contact person
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A table appears with information fields; fill in the following details: Name, Surname, Telephone, Email, Function/Position and Comment
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To create multiple contact people, click Add contact person again and another row will appear for you to fill in the contact person information
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Click Add to create the contact in the system
Finding Contacts
To find contacts faster, you can use the Search function at the top left of the Contacts page (Inventory > Contacts). As soon as you start typing, the search automatically displays all the hits in the list.
In addition, you can sort contacts by the different table headings e.g. Contact type. Click on the arrow icon to the right of the column heading to sort by the selected column.
Editing Contacts
You can edit your contacts at any time by following these steps:
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To edit a contact, click on the green Edit button
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The Edit contact window will open with the same fields you entered when creating the contact
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Record the necessary changes or enter any additional information regarding that contact
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Click on the Save button to record your changes and return to the Contacts page
Note: You can also add a contact person at this step or at a later time.
Adding a Note to a Contact
- To add a note to a contact, click on the green Add note button
- Enter your note/comment about the contact
- Click Save to create the note and return to the Contacts page
Archive/Restore Contacts
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Click on the grey Archive button to archive the contact
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To restore a contact, go to the Archive tab and click on the Restore button
Note: Archived contacts are still visible in the Archive tab in the Contacts page and can be restored at any time.
