From the main Contact List you can modify the Personal Information, Address Information, Other Information, User-Defined Fields, and Ownership of the contact. You can Track Time spent on the contact and you can also convert the Contact to an Account, if the need arises.
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To edit a contact, click on the main toolbar, then select on the left toolbar. The Contact List is displayed.
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Click the
icon next to the
contact you want to modify. Press the button under the Function column to make changes to the contact.
Press when finished,
to exit, or you can press
to remove the contact. You
will be taken back to the main Edit
Contacts screen. -
You can delete a contact by pressing under the Function column. You can export the contact to a vCard file by pressing the button and choosing or from the pop-up dialogue box.
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You can Clone a Contact by pressing the button in the function column. Cloning Contacts allows you to make a copy of all the contact information, except the Name and Email address, so you can easily add more contacts without re-entering company information, etc.
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Also in this screen, you can move to another contact from the list by pressing the and buttons.
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To change the Contact into an Account, press the button under the functions column.
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The Contact Details screen offers an option to Show Related Information if these have been enabled by the administrator. These include: Events, Appointments, Documents, History, Notes, Campaigns, Issues and Tasks.
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You may also choose to show only certain related information, such as only Notes, in the screen. Once the related information has been selected, you can fill in the fields with the necessary information
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Press when you have completed all modifications; this will save all actions.
![[Note]](images/note.png)
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Note |
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The Track Time, Ownership and Related Information features are described in more detail in the following sub-sections. |
The tracking time feature mainly serves as a tool for monitoring time spent on various contacts. It allows a user, working on a contact, to track the amount of time he/she is spending on it. This enables management to know where project resources are being used.
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To Track Time for a contact, click on from the tool bar.
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Then click on a Contact from the Contact List.
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On the Contact Details page where the item is viewable, click on the button.
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A window will pop up. This window will show the tracked time and allow you to add a new item. To add time go to the Add New section.
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Enter the duration, date, and any other notes (these notes are internal and will not be shown in the timesheet details if the time is exported to the
Timesheetapplication). -
Press when finished.
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To
Edita tracked time entry, click on the icon on theActionscolumn, change the information at the bottom, and click on -
Your new item will appear in the Track Time list. Press the button to close the window and return to the screen to continue making changes to the Contact.
You can change the Read, Write, Append, and Delete status of a contact. You can also change ownership in the Ownership section of the Edit Contact screen. By default,unless changed by an administrator, only the creator of the contact has access to it; all other have Read only access. The creator can change the kind of access others have by changing the permissions.
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To change the owner of a contact, click on the contact from the main Contact List and click under the Ownership section of the Edit Contact screen.
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Select a user to Assign Ownership To from the drop down list and, if you want to send the user an email notification, check the box. Press when finished or to exit.
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Click under the Ownership section of the Edit Contact screen to edit the permissions associated with the contact.
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In the screen that pops up, you can see the access that various users have and can change this by clicking the
icon to the left
of the user name. -
Check the appropriate boxes based on the permissions needed and click when finished, or to return to the previous screen.
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To see the users for a particular role, click the
icon next to the
role you want to view.
See Also:
Searching and Filtering Contacts
This section will describe how to use the various related information that are associated with the Contacts application.
When the Task child is enabled it will show at the bottom of the details screen with all the tasks associated with that particular contact; you can edit it as needed. You can filter tasks by selecting a category from the drop down list, or by checking the Owned by me or Assigned to me checkboxes. To create a new Task, click the link and fill in the fields. The task will be associated with the contact.
Note: This feature is only available in the Professional Edition of OfficeClip
This will show any history associated with the contact.
The Campaigns child enables you to
see any campaigns that are associated with the contact. You can
also click the 
icon to see a
preview of the campaign.
The Issues displayed are issues within the Issue Tracker application that are associated with the particular contact. You can select a binder to view any issues within that binder, and you can create new issues and binders by clicking on the respective links and filling in the necessary fields.
You can create and manage appointments associated with the contact. Click the link and fill out the information needed to make the appointment.
Relevant Documents can be attached to a contact, allowing for important information to be easily accessed from one place. Click the link and click to find the file. Click to attach the document then press .
Notes allow you to write any additional information regarding the contact. You can write up to 4000 characters and can spell check your note as well. Simply click on the link and write your note. Click when finished.
Contact Manager provides the ability to create arbitrary relationships between various entities in OfficeClip. For Example:
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For Real Estate Transactions, a Broker can be a relationship between two Contacts.
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An Account can be a Partner of another Account
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A Contact can be a Coordinator for an Opportunity.
To create relationships in Contact Manager, follow the steps:
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To create relationships between the modules of the Contact Manager (Contacts, Accounts, Opportunities and Campaigns) click on the
icon of the
Contact, Account, Opportunity or Campaign you want to add a relationship to, and
then click on the
Related information tab along the
top. -
Click the link in the table. Your First Participant will be named; you can select the relationship from the drop-down menu and select the Second Participant. Click .
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The Relationship is now set up between the two participants.
See Also: