Agent Contacts are employees or contacts associated with an Agent.  Their details may be used to communicate with a contact by email or SMS; in addition, their details may also be used to record comments about interactions with the Agent’s company for CRM purposes.

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How to Add a Contact to an Agent

1. Navigate to International > Agents or Operations > Agents in the main menu. Existing Agents are displayed in alphabetical order.
2. To find the required Agent use the search boxes to filter the Agent records. See Searching for Agents for further details.
3. Select the Agent and navigate to the Details tab.
4. At the bottom right of the tab click Add.
5. Add the employee contact information and any relevant comments.
6. Select Save.

Double click a Contact record to view or edit its Details.  At the bottom of the “Edit an Agent Contact” screen, there is a Web Access field.  If set to Y and given a password, this will enable the Contact to access MovePartner, using his/her email address as the username, and the Password entered here as the password.  A default Branch can also be assigned, as well as Restricted Access. 

Setting “Restrictions” to Y will provide read-only access to MovePartner, while setting Restrictions to I will only allow the contact to access the Inventory screen in MovePartner.  The Type(s) field on the bottom-right limits the contact to only being able to view Jobs of a particular Type, such as Fine Art or Asset Management.  These Types correspond to the Cost Centre(s) that are set with matching “Avail Types” in Cost Centres Setup.  For instance, any Cost Centre configured as an Asset Management Cost Centre will be given an Avail Type of ASST in the Cost Centre screen.  If a Contact is then given a Type of Asset Management, they will only be able to view Jobs belonging to a Cost Centre configured as Asset Management type.

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The Contact Tab

Correspondence with an Agent can be managed in the Contact tab of the Agents module.  Emails and phone conversation details (outside of Jobs) can be recorded on this screen. 

The first three icons on the right side  allow you to reply to or send emails from this screen. 

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 or Appointment. 

Tasks are used to record contact with the Agent Account and the activity of the responsible Account Manager.   Tasks can be given future dates for scheduling and will display on the Account Manager’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).

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How to Add a New Contact Record

1. Select an Agent in the Search tab of the Agents module.
2. Navigate to the Contact tab.
3. Click the Add  button.
4. Select Task or Appointment at the top of the Add New Action 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. Set the time and duration.
8. By default, the contact record will be assigned to you.  Double click the Assigned field to assign it to a different user.
9. Double click the Contact field to select a staff member for the Agent.
10. Enter the Location and Details.
11. Click the Attach  button to attach documents and files.
12. 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.
13. 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 and appointments may be completed using the blue checkmark, with completed tasks displayed in green.  The red X deletes the highlighted entry. 

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