A contact is a person who you may need to email or call. Here is where you create and manage contacts, or you can look up their details. Each contact can be assigned to one or more clients, projects or suppliers, which then flows through to orders for each client or project.

Contact search

  1. Click Users > Contacts to see your list of contacts. 
  2. Click on the +Advanced Search button to display advanced search fields.
  3. Enter one or more search criteria depending on what you want to see, then click the Search button.

Add a new contact

  1. Click Users > Contacts > Add new Contact to create a brand new contact.
  2. Enter the contact’s first name and last name. This is the minimum amount of information required to create a contact. This will appear in drop-down lists on other screens.
  3. Enter the contact’s details such as: email address, Job Title, phone numbers and address (optional).

NB. If you enter an email address and mobile number for the contact here, it will be easier to send them emails and SMS popups as you won’t need to enter the details again.

  1. Enter a comment for your own reference (optional).
  2. Click in Tags to select one or more contact tags (optional) from the drop-down list. Contact tags can be useful later when you’re searching or filtering for similar contacts.
  3. Click Add Contact when you’ve finished creating this new contact. You will see a message to confirm that the contact has been saved. You can always come back and edit the contact later.
  4. You can click back to the contact list using the navigation buttons across the top of the screen or just go to a different screen by clicking an option in the side menu.

Export contacts list

  1. Click Export to extract the current contacts list to an Excel spreadsheet.

NB. The export will only include contacts based on the current Advanced Search filters (if applicable).

  1. Click the Excel file at the bottom of the screen to open the spreadsheet.

NB. This may appear slightly differently depending on your computer’s settings.

  1. All standard Excel functionality is available to view and analyse the data.
  2. Save the Excel spreadsheet.

Edit a contact

  1. Click Users > Contacts > Context Menu > Edit to view and/or update details for an existing contact.
  2. Change the contact name. This will appear on dropdown lists in other screens.
  3. Add or update the contact’s details including: email address, Job Title, phone numbers and address (optional).

NB. If you enter an email address and mobile number for the contact here, it will be easier to send them emails and SMS popups as you won’t need to enter the details again

  1. Add or update a comment for your own reference (optional).
  2. Add or update an external ID for this contact (optional). This is usually used for importing data from external systems. If you’re not sure what this is, just leave it blank.
  3. Add or remove one or more contact tags (optional) from the drop-down list. Click and select from the drop-down list to add, or click the X to remove.
  4. Click Update Contact when you’ve finished making changes. You will see a message to confirm that the contact has been updated.
  5. You can click back to the contact list using the navigation buttons across the top of the screen or just go to a different screen by clicking an option in the side menu.

Delete a contact

If you delete a contact it will be removed from the contact list permanently. Deleted contacts are no longer available to select in dropdown lists in other screens.

  1. Click Users > Contacts > Context Menu > Delete 
  2. You will see a message saying “Are you sure you want to permanently delete [contact name]?” Click OK (or cancel if you’re not sure).
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