EditPurpose
To add, update, or remove contacts on your contact list.
EditLocatons Used
Contacts, Contact List, Calendar, Documents, etc.
EditOverview
SalesdeskSuite's primary purpose is to keep you organized so that you can effectively communicate with your current and future customers. Your contact list is a key element in effective communication.
EditView a List of Contacts
Refer to the Wiki Help page
Contact List for more information on this topic.
EditView an Individual's Contact Information
There are several ways to view information for a contact:
- The home page of SalesdeskSuite is the Contacts page. By default, it shows the details of your own contact information.
- Bring up your contact list by making the menu selection
Contacts→Contact List from the main menu bar. Then click on a name on the list. The Contacts page will be updated to display the information for that contact.
- If you are already viewing a contact’s information on the Contacts page, you will see a pull-down menu between the
PREV and
NEXT buttons. This menu lists the names of all your contacts. Select a name from the list to update the Contacts page with that person’s information.
 View Contact |
- If you are already viewing a contact’s information on the Contacts page, click on the
PREV and
NEXT button to view information for the next or previous contact on the contact list; the list is viewable through the pull-down menu between the
PREV and
NEXT buttons.
The Contacts page will be updated to display details for the chosen contact. Any information on the page can be edited.
 View Contact - details |
EditContact Details
Any information on this page can be edited. Input fields for the tabbed areas are described in the sections below.
1.
Search - To search if a contact is already in the SalesdeskSuite database, enter a string of text to search for within the contact's information and click on the GO button. If found, the page will be updated to display that contact's information. If not found,you will see the message "No Contacts were found matching your search" at the top of the page.
2.
Company - Enter the company that your contact represents.
3.
First Name, Last Name - Enter the contact's name.
4.
Salutation - Enter a salutation for this contact, such as "Mr." or "Mrs.".
5.
Job Title, Department - Enter the contact's position and department within the company he/she represents.
6.
Email - Enter the contact's email address.
7.
Phone - Enter the contact's phone number.
Additional phone numbers can be entered AFTER the contact information has been saved into the database. See section below on how to add additional phone numbers.
8.
Address 1, Address 2, City, State, Postal Code, Country - Enter the postal address for this contact.
9.
Web Site - Enter the web site for this contact's business or company.
10.
Refered By - Enter the name of the person or company that refered this contact to you.
11.
Last Results -
12. Each tab represents a category of information pertaining to this contact that can be added, viewed, modified, or deleted. You cannot add information under these tabs until you first SAVE the information entered so far for the new contact. Refer to the sections below for more information on each tabbed area.
13. Click on the
SAVE button to save the new contact information into the SalesdeskSuite database; click on the
CANCEL button to discard your changes.
Additional Phone Numbers
Once you have saved a phone number for the contact, you can enter additional phone numbers, if desired.
 Phone Numbers |
1. By default, the first additional phone number will be labeled as "Business". You can edit this text to label the phone number whatever you'd like, such as "Mobile". As you type you will see a popup text box with commonly entered text for this field that matches what you are typing. You can select from this text box or continue typing in your label.
2. Use the two input fields to the right of the label to enter the phone number and extension, if applicable.
3. Click on the add icon (green circled "+") to save this phone number into the database. You can add several phone numbers for this contact.
 Phone Numbers |
NOTE: If you go to another SalesdeskSuite page without clicking on the SAVE button on this page, the phone number is already part of the contact's information. You must explicitly click on the delete icon (red circled "x") for the phone number to remove it from the database.
4. To edit a phone number, modify the input fields for the phone number and then click on the save icon (blue squared disk).
5. To remove a phone number, click on the delete icon next to the phone number.
BEWARE: You WILL NOT be asked to confirm your delete so be sure this is the number you wish to delete before selecting the delete icon.
"Notes/History" Tab
This tab provides a quick glance of any notes or scheduled calendar events (also listed under "Future Activities" tab) for this contact. Through this tab, you can add, view, update, and delete any notes that pertain to this contact.
1. To add a note for the contact, click on the ADD button located at the top right corner of the tabbed area. A window titled
"Add a new note" will pop up:
 Add a new note |
2.
Date - Enter the date for this note. By default, today's date will be displayed. YOu can type in a date or click on the calendar icon to display a calendar from which you can select a date.
3.
Time - Enter a time for the note. By default, the current time will be displayed.
4.
Type - Enter the type of note you are entering, for example "Accounting", or "Reminder".
5.
Note - Enter text for the note itself here.
6. Click on the
SAVE button to save the note for the contact. Click on the
CANCEL button to discard your changes.
 Notes/History tab |
7.
To edit a note on the list: Click on the edit icon (pencil) for the note you wish to edit. The "View Note" window will pop up for you to make updates in. Click on
SAVE to save your changes or
CANCEL to discard your changes.
To edit a scheduled event on the list: Click on the edit icon for the event you wish to edit. The "View Event" window will pop up for you to make updates in. Click on
SAVEto save your changes or
CANCEL to discard your changes.
8. To remove a note or scheduled event from the list, click on the delete icon (red circled "x") for the entry you wish to delete. You will be asked to confirm the delete request. Click on the
OK button to continue or on the
CANCEL button to disregard your request.
"Future Activities" Tab
Through this tab, you can add, view, edit, or delete a scheduled event or activity for this contact.
1. To add an event or activity for this contact, click on the
ADD button located at the top right corner of the tabbed area. A window titled "Schedule a new event" will pop up:
 Schedule a new event |
2.
Title - Enter the title for this event or activity.
3.
Event Type - Select the type of event for this entry, for example "Meeting" or "Office visit".
4.
Date - Enter the date for this activity. By default, the current date will be displayed.
5.
Start - Enter the start time for this event. By default, 8:00AM will be displayed.
6.
End - Enter the end time for this event. By default, 9:00PM will be displayed.
7.
Repeat - Check the box
Recurring if this is a recurring event. If it's recurring, additional input fields will be displayed:
Recur On - Select how often the event will occur.
Ends On - Enter a date for which the recurrence will end.
8.
Follow Up - Enter in how many days a follow-up should occur.
10.
Location - Enter the location for this event.
11.
URL - Enter a Web site address for this event, if applicable.
12.
Description - Enter a description of the event.
13.
Email - Check this box if you wish to have an email sent to all the contacts regarding the event.
14.
Contact* - By default, the name of the contact you are scheduling the event for will be displayed on the list at the bottom of the window. To add more contacts to the list, enter the name in the input field labeled
Contact and click on the
ADD button. That name will be added to the list at the bottom portion of the window. Check the box for each contact that should attend the meeting. To check all the boxes at once, check the box at the top of the list. To delete the list and re-enter attendees, click on the delete iceon (red circled 'x').
15. Click on the
SAVE button to save the activity for the contact. Click on the
CANCEL button to discard your changes.
 Future Events Tab |
NOTE: The event or activity will also be viewable on the calendar. Refer to the section "Calendars" for more information on this topic.
16.
To edit an activity on the list: Click on the edit icon (pencil) for the activity you wish to edit. The "Schedule a new activity" window will pop up for you to make updates in. Click on
SAVE to save your changes or
CANCEL to discard your changes.
17.
To remove an activity from the list: Click on the delete icon (red circled "x") for the activity you wish to delete. You will be asked to confirm the delete request. Click on the
OK button to continue or on the
CANCEL button to disregard your request.
"Additional Contact Info" Tab
Through this tab, you can specify additional information for this contact.
 Additional Contact Info |
Custom Fields
In this section of the tabbed area, you have the option to customize each of the input field labels to ones that make more sense to the values you enter.
1. For example, the first input field is labeled "Custom Field 1". Click on the edit icon (pencil) to modify the label.
 Customize the input field |
2. Enter what label you would like to use and then click on the save icon.
3. The input field will now be labeled with what you specified.
 New name for input field |
4. Enter a value for the input field.
In this section, you can enter an alternate postal address for the contact, for example his home address.
Alternate Contact
In this section, you can enter alternate modes of getting in touch with the contact (for example email or instant messaging) as well as information for the contact's assistant.
1. Similar to adding additional contact phone numbers as described above, you can specify alternate email addresses or instant messenger information. Enter the type of info in the left input field (for example, "Email"), and a value in the right input field (for example "test@matrixwebs.com").
2. Quote Sent - Enter the quote that was sent to the contact, if applicable.
3. Follow Up - Enter follow-up specifications for the contact.
4. Interested In - Enter the contact's interest with your business.
5. Assistant, Assistant Title, Assistant Phone - If the contact has an assistant, enter his/her information here.
Edit"Documents" Tab
Through this tab, you can add, view, update, and delete any documents that pertain to this contact.
1. To add a document for the contact, click on the ADD button located at the top right corner of the tabbed area. A window titled
"Add a new document" will pop up:
 Add a new document |
2.
Choose File - Enter the name of a file on your computer or network that you would like to upload for this contact. Or click on the Browse button to choose from the File Selection window. SalesdeskSuite recognizes files in PDF format.
3.
File Title - Enter a title for the document.
4. Click on the
SAVE button to save the document for the contact. Click on the
CANCEL button to discard your changes.
 Documents tab |
5.
To remove a document from the list: Click on the delete icon (red circled "x") for the document you wish to delete. You will be asked to confirm the delete request. Click on the
OK button to continue or on the
CANCEL button to disregard your request.
"Custom" Tab
Through this tab, you can specify information regarding a new opportunity, for example, that pertains to this contact.
 New Opportunity |
To add a set of customized information for the contact, click on the ADD button located at the top right corner of the tabbed area. A window titled
"Add a new opportunity" will pop up:
 New Opportunity |
With this set of information, you have the option to customize each of the input field labels to ones that make more sense to the values you enter.
1. For example, look at the field labeled "Field 5". Click on the edit icon to modify the label.
 Customize the input field |
2. Enter what label you would like to use and then click on the save icon.
3. The input field will now be labeled with what you specified.
 New name for input field |
4. Enter a value for the input field.
5. Once you have entered values for the desired input fields, click on the
SAVE button to save the customized set of information into the database for the customer. Or click on the
CANCEL button to discard your changes.
6.
To edit an entry on the list: Click on the edit icon (pencil) for the entry you wish to edit. The "View opportunity" window will pop up for you to make updates in. Click on
SAVE to save your changes or
CANCEL to discard your changes.
7.
To remove an entry from the list: Click on the delete icon (red circled "x") for the entry you wish to delete. You will be asked to confirm the delete request. Click on the
OK button to continue or on the
CANCEL button to disregard your request.