A customer contact is a person in your customer's organization with whom your company has a special contact relationship. You can add an unlimited number of contacts per customer. Each customer contact must be associated with exactly one customer location. You can designate one contact as the primary contact for the customer.
Note
You must create customer locations before creating customer contacts.
Create a customer contactYou can create customer contacts from the Contacts folder or from a customer record on the Contacts tab. The difference is that when you create a contact from the customer record, some of the fields will be prefilled for you.
- In the Navigation pane, highlight the Accounts Receivable > Customers > Contacts folder.
- Click
. The New Contact window opens.
- Enter the Full Name of the customer contact. The full name must be unique among other customer contacts for the customer. When you tab out of this field, the fields in the Name section are filled in for you with the parts of the name you supplied. If you need to make changes to the name, you can make them in the Name fields.
- In the Customer field, select the customer to associate with the contact.
- If the contact is the primary contact for the customer, mark the Primary checkbox. Only one primary contact can be designated per customer. The primary contact displays on the customer record.
- In the Name fields, enter any name details you want to add that didn't get added when you entered the Full Name earlier. Entries you make here also update the Full Name field.
- In the Phone Numbers section, enter one or more phone numbers for the contact.
- In the Location field, select the customer location to associate with the contact. A customer contact can only be associated with one customer location.
- In the Information section, enter the contact's Job Title, Department, Mail Stop, and Email. After you enter an address in the Email field, the address becomes a "mailto" hyperlink. If you press Ctrl+click on the address, your mail client will open with an email pre-addressed to the contact.
- Save the new customer contact.
When combining contacts, the target customer contact and the source customer contact(s) must be associated with the same customer. Any notes and attachments associated with the source contact(s) are added to the notes and attachments for the target contact.
To combine two or more contacts:
- In the Navigation pane, highlight the Accounts Receivable > Customers > Contacts folder.
- Start the Combine wizard using one of the following methods:
- To use filters to select the source contact(s) to combine:
- Right-click the Contacts folder and select Select and Combine from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To hand-select the source contact(s) to combine:
- In the HD view, select the source contact(s) to combine. You can use Ctrl and/or Shift selection to select multiple contacts.
- Click
. - On the Combine tab in the Combine Into field, select the target contact.
- Click Next >>. ActivityHD prompts you to confirm that you want to combine the selected contacts.
- Click Yes.
- When the process is complete, click Finish.
Purpose
Contact Labels produces a list of customer contact names and addresses formatted for label printing.
Content
For each customer contact included, the labels show:
- customer name
- customer contact name
- customer address.
Print the report
- In the Navigation pane, highlight the Accounts Receivable > Customers > Contacts folder.
- Start the report set-up wizard.
- To create labels for all or a filtered subset of customer contacts:
- Right-click the Contacts folder and select Select and Report > Contact Labels from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To create labels for specifically selected customer contacts:
- In the HD view, select the customer contacts to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
and select Contact Labels from the drop-down menu.
- To create a label for a particular customer contact from the Contact window:
- In the HD view, locate and double-click the customer contact you want to create a label for. The Contact window opens with the customer contact loaded.
- Click and select Contact Labels from the drop-down menu.
- To create labels for all or a filtered subset of customer contacts:
- Select the Options tab.
- In the Display Name field, select the order in which to present contact names on the labels. Your options are:
- First Name Last Name
- Last Name, First Name
- Select the Sorting tab.
- In the Available Sort Options list box, highlight the field(s) to sort the labels by, then click
to move your selection(s) to the Assigned Sort Options list box. - If you selected multiple sort fields, use
and 
to arrange the sort fields in the order you want them applied. - Select the Output tab.
- In the Design field, look up and select the report design to use.
There are two built-in report designs for customer labels:
- Contact Labels 2-across
- Contact Labels 3-across
- In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extension is available for the report:
- Contacts
Purpose
The Contacts Listing provides a list of the contacts associated with your customers.
Content
For each customer contact included on the report, the listing shows:
- customer contact's full name
- customer code
- customer name
- phone number
- email address
- job title
- whether the contact is the primary contact for the customer
- whether the contact record has been flagged as obsolete.
In addition, you can include one or more of the following:
- all phone numbers and name details
- location information
- timestamps
- memos
- custom fields.
The following total appears on the report:
- record count.
Print the report
- In the Navigation pane, highlight the Accounts Receivable > Customers > Contacts folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of customer contacts:
- Right-click the Contacts folder and select Select and Report > Contacts Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected customer contacts:
- In the HD view, select the customer contacts to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click and select Contacts Listing from the drop-down menu.
- To report on a particular customer contact from the Contact window:
- In the HD view, locate and double-click the customer contact to report on. The Contact window opens with the customer contact loaded.
- Click and select Contacts Listing from the drop-down menu.
- To report on all or a filtered subset of customer contacts:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- All Phone Numbers and Name Details
- Location Information
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- In the Display Name field, select the order in which to present contact names on the listing. Your options are:
- First Name Last Name
- Last Name, First Name
- Select the Sorting tab.
- In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
- If you selected multiple sort fields, use or to arrange the sort fields in the order you want them applied.
- Select the Output tab.
- In the Design field, look up and select the report design to use.
- In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extension is available for the report:
- Contacts
Contact Record ID
The full name of the customer contact. The contact's name must be unique among other contacts for the customer.
ActivityHD parses the name you enter here and loads its individual parts in the fields in the Name section. If you do not get the desired results, you can type the contact's name directly into the fields in the Name section. ActivityHD keeps the Full Name field and Name fields in sync.
The customer the contact is associated with. This field is disabled after the contact record is saved.
If you create the contact record from the customer's Contacts tab, the customer name is prefilled for you.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
If this checkbox is marked, indicates that this contact is the primary contact for the customer. Only one contact per customer can be flagged as primary.
The primary contact's information displays in the Customer window. If you designate a different primary contact in the Customer window, the contact records of the new primary contact and the former primary contact are updated.
Contact tab
ActivityHD automatically updates the Full Name field with any changes you make in this section.
Enter the individual components of the customer contact's name.
The customer location for the customer contact. Each customer contact must be associated with exactly one customer location.
Address and phone information for the customer location display in the text box below.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Data Links tab
See "Data Links".
Notes tab
The Notes pane shows the Notes HD view filtered to show all notes for the selected customer contact.
Double-click a row in the pane to drill down to its record in the Note window.
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
|
|
Customer contacts security
Common accesses available on customer contacts
Special accesses available on customer contacts
| Access | A user with this access can... |
|---|---|
| Combine | Combine customer contacts. |
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
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