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What is a contact?

A contact is someone associated with an Account, with whom you communicate on a regular basis. A contact can't exist in isolation, i.e., it must be attached to an existing CRM account.  

Contacts home screen

To get to Contacts home select the Contacts Image Removed icon. Select Contacts from the main menu. 

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The Contacts home screen lists all your contacts. You can view, edit and delete individual contacts from here. Note: New contacts cannot be added from this section (see Adding contacts). 

By default, the contacts are listed alphabetically, with the following columns: Name, account, job title, phone, email and owner.

Filter your view of contacts

You can filter by inactive or active contacts or by owner or (in the image above, the list has been filtered by contacts belonging to 'Elizabeth') or via a text 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. 

You can select to view:

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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, select the contact name to open a contact record. You can do this from Contacts home or anywhere else in CRM where the contact name appears in blue as an active link.

1. Locate the contact you want to view or modify from Contacts home. 
2. Select the contact's name to open the Contact record and view the contact details. 
3. Make any necessary modifications
4. Save and close.

Example

In this example, a contact called Lewis Hamilton has a new phone number and has a new role. The CRM user needs to update these details in CRM. 

Step 1. Go to Contacts home and locate the contact, Lewis Hamilton. To do this typing 'Lewis' into the search box and Enter.

Step 2. Select the name Lewis Hamilton, and the contact record will open. Modify as shown below:

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1. .

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 are not visible from 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.