The Contact Tab

All interactions with potential and current accounts are listed in the Contact tab of the CRM module.

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The records are listed in descending date order and can be grouped by Opportunity using the “Group By Opportunities” checkbox just below the Search tab.  Opportunities are a collection of Tasks, Appointments, and notes representing a project, tender, or other opportunity.  Tasks and Appointments within an Opportunity will be indented for clear viewing.

Contact records can be filtered by Type, Details, Contact person, or any of the other filters above the contact list.  The below screenshot is filtering by Phone Calls:

You also have the option of displaying Job (Removal) actions such as Packing or Loading, using the “Include Job Actions” checkbox.  Job Actions will display on this screen provided the following criteria is met:

• The Diary Action is set up with its “Corporate Contact” field as Y (See Diary Actions)
• The Diary Action is used on a Job where the account is set as the Corporate of the Job.

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Icons

The first four icons on the right side pertain to emailing corporate accounts.  Users can reply or forward any email that displays on the screen by highlighting it and clicking the appropriate icon.

The phone icon allows you to quickly add the details of a Phone Call that recently took place.

The plus + icon allows you to add a new Task, Appointment, or Opportunity.

Tasks are used to record contact with the Corporate Account and the activity of the responsible Sales Representative.   Tasks can be given future dates for scheduling and will display on the Sales Rep’s Task Diary when the date arrives.  Task Types include emails, telephone calls, follow-ups, and general tasks.

Appointment types include meetings, inspections (surveys) and site visits and can be viewed in the Appointment Diary (press F3 as a shortcut to this screen).

New Tasks, Appointments and Opportunities are added to the Weekly and To Do tabs of the CRM module, which are described in Managing CRM Tasks. Tasks and Appointments are also added to the Sales Appointment Diary, the F3 Appointment Diary and the Operations Diary.

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How to Add a New Contact Record

1. Select a Corporate Account in the Search tab of the CRM module.
2. Navigate to the Contact tab.
3. Click the Add button [].
4. Select Task, Appointment or Opportunity at the top of the Add New window.
5. Select the Type of the new contact record.
6. Enter the Subject or Project Name. Double click the field to select from a list of defaults. Alternatively, type a new subject or project name which can be added to the default list with the Add button next to the field [].
7. You have the option to allocate a new Task or Appointment to an existing Opportunity.
8. Set the time and duration.
9. By default, the contact record will be assigned to you.  Double click the Assigned field to assign it to a different user.
10. Double click the Name field to select a different Corporate Account.
11. Double click the Contact field to select a contact staff member for the account.
12. Enter the Location and Details.
13. Click the Attach button [] to attach documents and files to the contact record.
14. The new record may be set as:

• Complete
• Private (not visible to other Moveware users)
• Having a Followup Date
• Recurring at a regular interval (e.g. quarterly)
• Having a Reminder
• Synchronised to Outlook.
  
  15. Click OK.

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How to Modify a Contact Record:

1. Double click the record or select it and click the Modify button [].
2. Edit the information as required, e.g. select the Complete checkbox.
3. Click OK.

Tasks, opportunities and appointments may be completed using the blue checkmark, with completed tasks displayed in green.  The red X deletes the highlighted entry.

For a video covering this topic, please follow this link:  https://youtu.be/oJAAQU-HXxQ

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