Viewing Contact Details

View Contact Details by clicking on the details icon at the left side of each contact or by double-clicking on a row.

On the right side of the details screens you will see the Tools menu, New menu, History button and print button. The tools and new menu has few options where you can quickly create a note, task, event or attach document.

contacts summary details

Move to the next contact by clicking on the icon and go to the previous contact by clicking on the icon.

Tools Menu

On the Contact summary page, we can see the tools button on the right side of the page.

contacts toolsmenu

The Tools button has following options:

Create Label

This option allows you to create labels using the Dymo Label Writer. In addition to the contact address, you will be able to print the barcode for the post office.

contacts dymo labelwriter

  • To create a label, click on CRM > Contacts.

  • Then double-click on a contact or click on the Contact Details icon from the contact list.

  • On the Contact summary screen, click on the Tools drop-down at the top right and click on the Create label button.

  • If Dymo Printer is installed, you should be able to see the print label preview. You will be able to make necessary changes and print the label.

Note:

: This option can only print using the Dymo Label Writer printer, make sure that you have one installed on your computer before using this feature.

Scan QR Code

  • Scan the QR Code of the Contact.

    contacts qr code

  • The QR Code allows the user to capture the contact directly to the Contacts application of a mobile phone using the phone's camera.

  • This screen captures limited information like name, email address and phone number of the contact.

Converting a Contact to an Account

When a prospect or a contact becomes a customer, you can use this option to create an account record in OfficeClip. The company name becomes the account name of the new entry. The existing contact becomes a contact child record under that account.

Note:

This option may be disabled if an account is already created for the contact.

Export to CSV

To Export contacts:

  1. Click the Export to CSV icon from the Tools button.

    contacts export csv

  2. Select which fields from the OfficeClip database you want to have in the CSV file. You can move them up and down with the icons. These fields will appear as the first row in the CSV file after being exported.

  3. Click Export when finished mapping, or click Cancel to exit without taking any action. Depending on your browser settings, either you can see the excel worksheet on your screen, or you will be presented with an Open or Save pop-up dialog box

New Menu

The New menu button, next to the Tools menu button in the top right corner, allows the user to insert some related information quickly (without changing the context of the screen).

contacts newmenu

Add the following related information to the contact

Documents

Relevant Documents can be attached to a contact, allowing to access important information from one place easily.

Upload File: These files can be uploaded from the local disk and stay with the Contacts. These files are removed when the contact is deleted.

To Upload file:

  1. In Contacts, click on the icon of a contact.

  2. On the Contact summary screen on the top right corner, click on New > Documents.

  3. Click Select button and choose the file from desired location.

    contacts new uploaddocs

  4. You can also drag and drop a file from your windows explorer application.

  5. Click Save.

  6. Click on the icon to delete the uploaded document or image.

Email

Emails associated with the contact can be seen in this widget. These emails are captured from the OfficeClip Email application and matched against the Contact's email address.

accounts new email

To send Email from this screen:

  1. Click New > Email.

  2. Enter the email-id, subject and message.

  3. Click Send, or to exit click Cancel.

Events

Events are appointments linked with the contact; these events show up with the Contact as well as OfficeClip Calendar.

contacts new events

To add New Events:

  1. In Contacts, click on the icon of a contact to add new events.

  2. Click New > Events.

  3. Enter the title, description, location, the start time and date of the event, and the duration of the event.

  4. Click Save after you finish and Click Cancel to exit.

Issues

The Issues displayed are issues within the Issue Tracker application associated with a 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.

To create issues:

  1. In Contacts, click on the icon of a contact.

  2. On the Contact summary screen on the top right corner, click on New > Issues.

    contacts new issue

  3. Select the issue binder from the dropdown.
  4. Add the title and description for the issue.
  5. Click Save.

Notes

Notes are encounters with the Contact. They appear in chronological order and can be

public (shown to all the Organization users) or private (seen by the creator only).

Add a Note

  1. In Contacts, click on the icon of a contact to add a note.

  2. Click New > Notes. The screen appears with the note creation template.

    contacts new notes

  3. Enter the title and type your notes in the Note box.

  4. If you are creating a personal note, click the Private checkbox. In the Note List, a lock icon is displayed beside the note, indicating that it is a personal note. A public note will be visible to all users.

  5. To upload a file in the notes, click on the Select button and choose the file from the desired location. You can also drag and drop a file in the box from your windows explorer.

  6. Click Save to save the note in the Note List, or Cancel to exit.

Note:

The user can only access personal notes; public notes can be seen by every user in the organization

Relationship

Contact Manager provides the ability to create arbitrary relationships between various entities in OfficeClip.

For example:

  • For Real Estate Transactions, a Broker can be a relationship between two Contacts.

  • An Account can be a Partner of another Account.

  • A Contact can be a Coordinator for an Opportunity.

To create relationships in Contact Manager between the Contact Manager (Contacts, Accounts, Opportunities and Campaigns modules, first we need to Add new relation. To do so:

  1. Click CRM > Contacts > Admin > Relations.

  2. Click on Add Relations.

    contacts add relations

  3. Enter the Name, and click on the icon to save the relation.

  4. To Edit the relation click on the icon and to Delete the relation click on the icon.

To create a relationships for a contact:

  1. On the Contact Screen, click on the Contact detail icon for the Contact for which you want to create a relationship.
  2. On the contact summary screen, click New and Relationship.

    contacts new relation

  3. Choose the Relation from the drop-down list.
  4. Select the Second Participant and its entity from the drop-down list for which you want to create a relationship.
  5. Click on the contactmanager info icon icon to view details of contact or account selected.
  6. Click Save.
  7. On the contact summary screen of the contact, you can see the relationship created.

    contacts new relationship

Tasks

See the tasks related to the Contact here. You can also see them in the OfficeClip Tasks application.

contacts new tasks

To add new Tasks:

  1. In Contacts, click on the icon of a contact to add new tasks.

  2. Click New > Task.

  3. Enter the title, description of the task, the type of task, due date and time affixed if any.

  4. Click Save after you finish and Click Cancel to exit.

History

The History button on the top right corner of the contact details screen next to the New menu, helps to keep track of what your team is working on at many levels.

When you click on the History button, you will be able to see the changes made to the contact.

contacts view history

Print

To print a particular contact:

  1. Click the Print Button on the right side of the contact details screen.
  2. It will show a Print Preview of the Contact Details and allows you to pick and choose what you want to print. Click Print.

    contacts print

  3. If Include related info is check marked it will show all the related info like notes, activities, documents attached, issues, etc. after the contact information.
  4. To exit, click on the icon on the pop-up window.

In-Place Editing

In-place editing is possible, to make changes for a particular contact, on Contact details screen.

  • Just hover the mouse over fields that you want to change.

    contacts edit

  • An Edit link will appear on the right.

    contacts inline edit

  • Click on the edit link of that field, make necessary changes and click on Save.

Maps

You can locate the address of a particular contact using google maps.

  • To locate the address, in contact details there is a Map icon in Address information.

    contacts map

  • Click on the icon to see the map.

    contacts google map

Tags

Tags are identifiers which help in the better categorization of contacts and helps to find information faster. Tags are assigned to contacts to categorize them on the basis of their interest, work, preference, location, etc.

Once tagged, the contact can be filtered using the Tags. OfficeClip allows two levels of hierarchical tagging. Tags can also be searched using the tag name and also the tag group name. Multiple tags can be added to a single record.

Access Tags by going to the Summary of the Contact Detail. Users who have adequate permission can associate existing tags with a Contact or can create new Tags.

To create new Tags:

  • Click CRM > Contacts > Tags > Add New Tag.

    contacts new tag

  • Enter a new tag group or select an existing tag group from the dropdown, tag and description for the tag. And then click Save.

To associate a tag with contacts:

  • Double-click on a Contact that is to be tagged or click on the contactmanager details icon icon of a contact.

  • On the right side of the Contact summary page, you will see Tags; click Add.

    contacts click add

  • Check the appropriate box and click Update.

    contacts add tag

  • In the Contact Summary, you will see the tag added.

    contacts tags

  • To edit a tag, click on the Edit button and you can change the tags.

    You can also Delete, Modify tag group and Ungroup tags.

    contacts edit tags

  • Click CRM > Contacts > Tags
  • To Delete a tag, select the tag you want to delete and click Delete.

  • To Modify tag group, select the tags you want to change the group for and click Modify Tag Group. Then, enter the Group name you want to associate with your tag and click Save.

  • To ungroup tags, select the tags you want to ungroup and click Ungroup.

Using Call List

To use the Daily Call List:

  • Click CRM > Contacts > Call List

  • This screen allows you to view today's call list (as well as missed calls in the past). To check future calls, change the drop-down from Daily to Future.

    contacts calllist

  • Under the actions column you can:

    contacts action calllist

  • Go to Contact Details screen to take further action

  • Remove this Contact from the Daily Call List

  • Add a Note to the Contact

  • Add an Event to the Contact

  • Add a Task to the Contact

To learn more details about how to use Call List click here.

Customer Portal

The Contact Detail screen can also set up a support portal for customers, partners, vendors, etc.. Customer portal users are contacts who can get limited sharing access to certain modules of OfficeClip, like Documents, Issues, and Reports.

Adding users through Customer portal:

  • Click CRM > Contacts.
  • Click on the icon to open the Contact summary screen for a Contact.

  • On the Contact summary screen, below the Call List, you will see the Customer Portal.

    customerportal summary

  • Click Enable.

    contacts enable extranet

  • The enable extranet screen will set up a password for the user. This password can be created automatically by the system or can be created manually. After choosing the appropriate option click Save.

    contacts extranet permissions

  • Once the password is saved, the password can be changed if required by using the Change password option.
  • With the show permission option the contact can view the permissions he has to access various things in the OfficeClip application.

    contacts extranet viewpermissions

Add Picture

We can add a contact photo to the right side corner of the Contact summary screen.

To add a picture to a contact:

  1. Click on Change picture, select the file from the desired location and then click Save.

    contacts add image

  2. Manually upload the contact photo or obtain it by synchronizing with Google Contacts or Outlook Contacts.

Integration with Skype

OfficeClip Contact Manager provides integration with Skype. This combination enables you to call your contact via Skype.

To enable this feature:

  1. From Settings > Entire Site click on Options.

    contactmanager 516

  2. Checkmark the Skype button.

    contactmanager 517

  3. Now you will be able to see a phone icon next to the phone field.

    contactmanager 518

  4. Clicking on it should bring up Skype call window (if Skype is installed)

    contactmanager 519