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What is a contact?

A contact is someone associated with an account in CRM. A contact

can't

cannot exist in isolation

, i.e., The contacts home screen lists all contacts that

- it must be attached to an account.  

Contacts home screen

Select Contacts from the main menu. 

Image Removed

View a list of all contacts

Click the Phocas menu button > Contacts.

The Contacts screen displays a list of all the contacts you have permission to

see

view. You can view, edit and delete individual contacts from here.

To add

 

Image Added
Info

To add a new contact, you

need to go to

must have an account

(see

open. See Add and delete contacts

)

.

 

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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

Find a contact

On the Contacts screen, you can find a particular contact using the filter and search options above the grid or by sorting the list.

  • Use the Active filter to switch between viewing active and inactive accounts in the list.  

  • Use the Owner filter to display only your contacts or contacts that belong to another user (that you have permissions to view).

  • Use the Team filter to display contacts allocated to a specific team to which you belong.

  • Use the Search box to search for a specific contact by name. This performs an is like search on the name column.

  • Click a column heading to sort data into ascending or descending order. 

Filters remain active until you turn them off

. For example

, so if you apply a filter and

navigate

move away from

page

the screen and then return, the filter will remain. To clear any filter you have applied,

 choose '

 select 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

Learn more about filtering and searching in CRM.

Add

View or edit a

new Basic information about the contact, such as

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 Add and delete 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. 

  1. Select the contact's name to open the Contact record and view the contact details. 
  2. Make any necessary modifications.
  3. Save and close.

More about contact records

Contact tab

  1. On the Contacts screen, click the contact name (blue link) to open the contact record.

  2. On the campaign record:

    • Contact tab - View and edit the contact details, such as its name, owner and address

details

    • . The contact owner is the Phocas CRM user responsible for communicating with that contact.

    • Activities tab

Activities relating to

    • - View and edit the activities relating to the contact, or delete (remove) activities from the contact.

'

    • Parent

'

    • account activities (

i.e.,

    • activities relating directly to the account)

are

    • do not

displayed here.  

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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.

Note
titleDeleting in older versions of Phocas
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'.

  2. Click Save > Close.

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