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What is a contact?
A contact is someone associated with an account in CRM. A contact can't exist in isolation, i.e., it must be attached to an account.
Contacts home screen
Select Contacts from the main menu.
The contacts home screen lists all contacts that you have permission to see. You can view, edit and delete individual contacts from here. To add a new contact, you need to go to an account (see Adding contacts).
Filter your view of contacts
You can filter by inactive or active contacts or by owner (in the image above, the list has been filtered by contacts belonging to 'Elizabeth') or via a search on the contact name. More than one filter can be applied at the same time. Filters remain active until you turn them off. For example, if you apply a filter and navigate away from page and then return, the filter will remain. To clear any filter you have applied, choose 'All' from the dropdown list.
Searching
You can search for a contact by name. This performs an 'is like' search on the name column. More about Searching in CRM.
Add a new contact
To add a new contact you must have an account open. You do this from the Accounts home screen. For information about how to do this see Adding contacts.
View or modify an existing contact
To view a contact in more detail, or to edit a contact, click on the contact name to open a contact record.
- Select the contact's name to open the Contact record and view the contact details.
- Make any necessary modifications.
- Save and close.
More about contact records
Contact tab
Basic information about the contact, such as name, owner and address details. The contact owner is the Phocas CRM user responsible for communicating with that contact.
Activities tab
Activities relating to the contact. 'Parent' account activities (i.e., activities relating directly to the account) are not displayed here.
Delete a contact
To delete, select anywhere on the row (avoiding any links) so that the whole line turns blue. Then select Delete. If you do not have delete permissions, the delete button may not appear or you may see a message at the top of the screen indicating you do not have permission to delete. You can talk to your administrator about your permissions.
Deleted items can be restored by administrators.
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In older versions of Phocas, deleting a contact also deletes activities associated with it, so you are deleting the entire history of that contact. An alternative is to mark the contact as 'inactive'. |