Creating/editing contact persons
Contact persons are persons who belong to a company. You see contact persons directly in the data record of a company or in the corresponding lists.
Important information
The behavior of fields and the way they are displayed depends very much on the edition you are using, and your administrator's settings.
Which fields and tabs are displayed?
The fields and tabs displayed in your version of <Product> can deviate from the descriptions in help document. The display is dependent upon the edition, the add-on modules being used, and individual customizations such as those made by the administrator. This can result in either more or fewer fields and tabs being displayed, or the names and definitions of fields and tabs deviating from the descriptions found in the Online Help.
The fields and tabs displayed in a data record can also change, when you select certain entries in the Type field.
Special characteristics of mandatory fields
Mandatory fields are an option data records. Please keep special considerations in mind if you, for example, import data which use the replication function or other modules.
Creating/editing contact persons
Before you can create a contact person for a company, a data record must already exist for this company.
- Go to the File menu and click New > Address > Contact person.
- The Search window opens. Now search for the contact person's company.
- Select the desired company data record from the search results and click New contact person.
- The New contact person window then opens in which you can enter the contact person's data. The Search window is closed.
- Special case: Not only company data records but also individual contacts are displayed in the result list. If you select an individual contact and then click the New contact person button, a new contact person is created along with a new company data record. The newly created contact person as well as the individual contact selected in the result list are assigned to the company as contact persons.
If you have just created a company record, you can also create the contact person directly in the company record window.
In the data record window of the company, open the File menu and click New > Address > Contact person or the corresponding icon. The Create new contact person window opens.
Display corresponding company in the Tools menu displays the companies of one or several marked contact persons in a list view.
Using the Address Wizard you can record a lot of data for addresses almost automatically.
Address Wizard
When you enter an address, some specific fields are completed automatically by the automatic address check or the program checks whether, for example, postal code or city/town match. If you save or open an address, the automatic address check is automatically run and you receive suggestions for improvement.
You can embed a picture in every address, for example, the photo of a contact or a company logo.
You will find many of the address functions in the toolbar.
In a data record with multiple fields in a currency, only one currency can be valid - you can change this currency.
On the General tab, you can record the address, phone number and other important additional contact information.
You will find more functions on the other tabs.
Special functions for addresses
Special functions for contact persons
Much of the address data for contact persons is taken from the company address data record. If you want to change this data for contact persons, you have to deactivate the Synchronous field values on/off.
Addresses: Synchronous field values
The icon in the contact person data record or the Activate/Deactivate synchronous field values option in the Tools menu means that fields of a company are transferred if the option is activated. The respective fields cannot be changed. When you have deactivated this option, you can enter your own values for the contact person.
The administrator defines which fields are to be kept synchronous and which fields can be overwritten by the contact when the option is deactivated.
For you to be able to use the Activate/Deactivate synchronous field values option, you need at least the Write right to the field in which the information is to be saved. If you do not have the necessary rights, and you create or save a contact person, the Activate/Deactivate synchronous field values option is set by default and cannot be changed.
You can synchronize data from company data records with contact person data records.
Synchronize contact partners of selected companies
You can adopt the company fields for the contact person's fields. To do this, open the Tools menu in the data record window and select Activate/deactivate synchronous field values. When the option is activated, the corresponding fields cannot be edited. When you have deactivated this option, you can enter your own values for the contact person.
The administrator defines which fields are to be kept synchronous and which fields can be overwritten by the contact when the option is deactivated.
If you tick this option subsequently you can automatically synchronise addresses already existing as follows:
- Select one or several company data records in a list.
- Click Synchronize selected contact persons in the Edit menu.
- You can check the changes in the contact persons' Change log.
This function does not yet differentiate between company data records on the one hand and contact person and individual contact on the other hand. However, the function does not yield any results if you selected contact persons or individual contacts.
If one of your contact persons changes their company, you can easily re-assign them to the new company.
Changing the company for a contact person
If a contact person changes company, you can allocate the new company to the contact person, or duplicate the contact person.
- Highlight the contact person, for example, in a list.
- In the Tools menu click Change company. The corresponding window opens.
Search for your the new company for your contact person, it should already be available in CAS genesisWorld.
- Activate the to move option.
- Alternatively, duplicate the contact person.
- Before you click OK, define whether the existing links should be transferred, and whether the existing contact person's data record should be deactivated.
Important
Primary links will not be affected and remain associated with original contact person, regardless of whether you have moved or duplicated a contact person. If, for example, a project is being supervised by a contact person, you should ensure that the respective primary links are retained for the previous company.
If you move a contact person to a new company, primary links may still be available that point to the previous company. Hence, you should check whether you want to remove the primary links from the contact person and link them to the existing company data record.
Special addresses
If multiple addresses for different functions are available for one person, then you can categorize these addresses as identities and display them in each of the addresses. This feature is available for contact persons and individual contacts.
From time-to-time you will have to deactivate some addresses, as you do not require them anymore, for example, because you have cancelled a contract with a customer. Instead of deleting these addresses, you can deactivate them.
Addresses can be marked as private addresses. Such addresses will only be visible to you in CAS genesisWorld.
Last communication
When was the last time your customer was contacted? Depending on the settings and edition you are using, this field might be completed automatically.
Business cards and Social Media
Virtual cards (vCards) are a standardized form of electronic business card.
If you have been granted the respective permissions from your administrator, then the social network and search engine buttons will all be displayed.
Special considerations for international addresses
International addresses can be entered with special characters, especially when you deploy Unicode.