Contacts

Contacts

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

Use the Contacts module to create and manage contacts for your organization.

A contact is any individual who is a valid sales lead; a lead that has been evaluated and assessed for a possible sales opportunity. You can associate Contact records with other types of records; e.g., Client, Opportunity, Wills, Pensions, or Campaigns. For more information about how ProTracker helps you manage the relationships between clients and contacts, see Understanding Clients and Contacts in ProTracker.

vCards are electronic business cards that are exchanged through applications such as email and web browsers. You can save a vCard file from the Contacts Detail View and import it or attach it to other applications; e.g., email applications.

Actions

Follow the instructions below to perform tasks such as creating, editing, importing, and exporting Contact records.

To…

Then…

Create a Contact record

  1. Access the Contacts Create form using one of the following:
    • Click Create Contact from the Navigation menu.
    • Click Contact on the Quick Create menu.
    • Click Create New on the Contacts List View.
  2. Complete the Contacts Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the Contact record.
  3. Click Save to save the record and view its detail page, or click Cancel to go to the Contact’s List View without creating the new contact.

Display a list of contacts

Click Contacts > View Contacts.
The Contacts List View displays.

Display the details for a contact

Click the contact name in the Contacts List View.
The Contacts Detail View displays.

Edit contact information

  1. Access the Contacts Edit View by doing one of the following:
    • Click Edit in the Contacts Detail View.
    • Click the edit icon (pencil) associated with the Contact record in the Contacts List View.
  2. Update the contact information. See Field Descriptions for information about each field.
  3. Click Save to update the Contact record.

Suppress one or more contacts

  1. In the Contacts List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The contacts are suppressed.

For more information, see Editing and suppressing multiple records.

You can also suppress a single Contact record by clicking Suppress on the Contacts Detail View.

Manage records in a sub-panel

See Manage related information in sub-panels.

Update information related to multiple contacts

  1. In the Contacts List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate contact information

Click Duplicate in the Contacts Detail View. Duplication is a convenient way of creating a similar contact. You can change and save the information in the duplicate record to create a new Contact record.

Find and merge duplicate records

Follow the instructions in Merging duplicate records.

Import Contact records

  1. Click Import Contacts from the Navigation menu.
  2. Follow the instructions in Importing data.

Export records

  1. In the Contacts List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

To import a vCard

  1. Click Create Contact from vCard from the Navigation menu.
    The Import vCard page displays.
  2. Click Browse to navigate to the vCard file.
  3. Click on the file.
  4. Click Import vCard.
    The Contacts Detail View for the imported contact displays.

To save a vCard to a file you can import or attach to another application

  1. Click the vCard icon located next to the contact’s name in the Contacts Detail View.
    The Save As file popup displays.
  2. Navigate to the location you want to save the file.
  3. If necessary, change the file name in the File name: field.
  4. Click Save.
    The vCard file is saved and available to other applications.

Send email to one or more contacts

  1. In the Contacts List View click the Selection box associated with the contact(s) you want to email.
  2. Click Email in the Actions dropdown.
    The Quick Compose email form displays.
  3. Complete the form. See Emails for more information about sending emails from ProTracker.

You can send also an email to a contact by clicking the contact's email address.

Archive an email associated with a contact

In the Contacts Detail View History sub-panel, click Archive Email.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the Contact record.

Contact Profile tab

Prefix

Enter the appropriate title/prefix for the contact; e.g. "Mr.", "Dr.", or "Reverend".

Picture

Click Browse to navigate to the image file to upload the picture. Only image files with .jpg, .png, and .bmp extensions are accepted.

First Name

Enter the contact’s first name.

Salutation*

Enter the name or nickname used in letters. For example, if letters for contact John Smith, should begin "Dear Jack," enter "Jack" in this field.

Middle Name

Enter the contact’s middle name.

Assigned to

Assign the Contacts record to the individual responsible for communicating with the contact. By default, the contact is assigned to the creator of the Contacts record. To change the assignment, click the user on the Users Popup List View (displays upon clicking the Selection arrow) or the list of Users matching the character(s) you enter.

Last Name*

Enter the contact’s last name. This is a mandatory field.

Office

Click the office from the Office List (displays upon clicking the Selection arrow) or the list of Offices matching the character(s) you enter in the text entry box.

Suffix

Enter the contact’s suffix; e.g., "Jr.", or "Sr."

Type

Click the type of contact on the Contact Types List (displays upon clicking the Selection arrow) or the list of Contact Types matching the character(s) you enter in the text entry box.

Report Name

Enter the contact's name as it should appear in reports and on envelopes.

For example: Mr. John Doe 

In a report:
     Prepared on 6/30/2013 for Mr. John Doe

On an envelope:
     Mr. John Doe
    123 Main St.
     Hampton, NH 03842

Status

Click the status from the dropdown.

Client

Click the client name associated with the contact on the Client List (displays upon clicking the Selection arrow) or the list of Clients matching the character(s) you enter in the text entry box.

Document Path

Enter the file path to the folder in which you store documents related to this contact; e.g., "P:\ProTrackerWeb\Contacts\Doe, John". 

Description

Enter a short description.

Spouse

Click the name of the contact’s spouse on the Contact List (displays upon clicking the Selection arrow) or the list of Contacts matching the character(s) you enter in the text entry box.

Teams*

By default, your private team is assigned as the primary team. To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter.

To assign additional teams to the Contact, click add (+) and click the team as described above. For more information on assigning teams, see Assigning Users and Teams to records.

Address & Phone tab

Preferred Communication

Click the communication type the contact prefers from the dropdown.

Preferred Document Submittal

Click the type of document delivery the contact prefers from the dropdown.

Preferred Calling Time

Enter the time the contact prefers to be called.

Preferred Meeting Time

Enter the time the contact prefers to meet.

Mobile Phone

Enter the contact’s mobile phone number.

Work Phone

Enter the contact’s work phone number.

Home Phone

Enter the contact’s home phone number.

Fax

Enter the contact’s facsimile number.

Other Phone

If the contact has another phone number, enter it in this field.

Mailing Address 

Enter the primary mailing address street, city, state, postal code, and country.

Email Address

Enter the contact’s email address for your contacts and campaign targets within the organization. To add an additional email address, click the Add icon. You can add multiple email addresses.

If the contact has more than one email address, click the plus next to the primary email address.

If you sent out campaign emails and this contact chose to opt-out of receiving them, click Opted Out.

Click Invalid to indicate an incorrect email address.

Home Address 

Enter the home address street, city, state, postal code and country.

Work Address 

Enter the contact's work address street, city, state, postal code and country.

Alternate Address 

Enter a brief description of the alternate address; e.g., winter home.

Enter the street, city, state, postal code and country for the contact’s alternate address.

If the Alternate Address is the same as the Mailing Address, click the Copy address from left checkbox to copy the Mailing Address into this Alternate Address section.

Other Address 

Enter a description of the other address; e.g., the address the contact uses during the week if (s)he works and stays in another location during the work week.

Enter the street, city, postal code and country for the other address.

Mailing Address Start Date

On the Date Selector, click the date on which the contact can receive mail at the mailing address. This information is available for reporting purposes; e.g., to trigger a report indicating a change in address.

Website

Enter the URL for the contact's website.

Facebook

Enter the contact's Facebook URL.

Mail Address End Date

On the Date Selector, click the date on which the client will stop receiving mail at the mailing address. This information is available for reporting; e.g., to indicate that a contact's address is changed.

LinkedIn

Enter the contact's LinkedIn URL.

Twitter

Enter the contact's Twitter URL.

Personal Details tab

Birthdate

On the Date Selector, click the date the contact was born.

Age

Enter the contact’s age.

Birthplace

Enter the place the contact was born.

SSN

(Social Security Number)

Enter the contact’s social security number.

Gender

Click the contact’s gender.

Marital Status

Click the contact’s marital status.

Citizenship

Enter the nation state or association of states to which the contact has a legal relationship.

Anniversary Date

On the Date Selector click the contact’s anniversary date.

Maiden Name

Enter the surname of the contact before she married.

Date of Death

On the Date Selector click the contact’s date of death.

Mother’s Maiden Name

Enter the surname of the contact’s mother before she married.

Children

Enter information about the contact’s children.

Civic Organizations

Enter information about the civic organizations with which the contact is associated.

Professional Organizations

Enter information about the professional organizations with which the contact is associated.

Volunteer Work

Enter information about the volunteer work the contact performs.

Charities

Enter information about the charities with which the contact is associated.

Religion

Enter the contact’s religious affiliation.

Politics

Enter information about the contact’s political views and/or associations.

Hobbies

Enter information about the contact’s hobbies.

Military Service

Enter information about the contact’s military service.

Health

Enter information about the contact’s health.

Level of Health

Click the contact’s level of health.

Pets

Enter information about the contact’s pets.

Likes

Enter information about what the contact likes.

Refreshment

Enter the contact’s preferences or restrictions for refreshments.

Dislikes

Enter information about what the contact dislikes.

Employment tab

Employer

Click the employer from the Companies List (displays upon clicking the Selection arrow) or the list of Companies matching the character(s) you enter in the text entry box.

Date of Hire

On the Date Selector, click the date the contact was hired.

Profession

Enter the contact’s profession.

Previous Employer

Enter the name of the contact’s previous employer.

Position

Enter the contact’s position.

Job Title

Enter the contact's job title.

Reports To

Click the name of the person to whom the contact reports from the Contacts Popup List View(displays upon clicking the Selection arrow) or the list of Contacts matching the character(s) you enter in the text entry box.

Employment Status

Click the contact’s employment status.

Annual Income

Enter the contact’s annual income.

Retirement Date

On the Date Selector, click the contact’s anticipated or actual retirement date.

Assistant

Enter the name of the contact’s assistant.

Assistant Phone

Enter the assistant’s phone number.

Education tab

Education

Enter information about the contact’s education.

Level of Education

Click the contact’s level of education on the dropdown.

School

Enter the name of the contact’s school.

Student

Click the checkbox if the contact is a student.

Annual Tuition

Enter the annual tuition amount.

Marketing tab

Priority

Click the priority on the dropdown.

Lead Source

Click the source that generated the lead on the dropdown.

Do Not Call

Click the checkbox to add the contact to the Do Not Call list. This is to ensure that the contact is not targeted during phone campaigns.

Referred By

Click the name of the person who referred the contact from the Contacts List (displays upon clicking the Selection arrow) or the list of contacts matching the character(s) you enter in the text entry box.

Do Not Mail

Click the checkbox to add the contact to the Do Not Mail list. This is to ensure that the contact is not targeted during mail campaigns.

Campaign

To associate the contact with a campaign, click a campaign on the Campaigns List (displays upon clicking the Selection arrow) or the list of campaigns matching the character(s) you enter in the text entry box.

Do Not Email (unused)

This field is not used.

Source Date

On the Date Selector, click the date the source provided this contact lead.

Sync to Outlook®

Click the checkbox to synchronize this contact information with Outlook if you have installed the ProTracker Plug-in for Microsoft Outlook. This box is not checked by default.

Compliance tab

Date of Last Compliance Check

On the Date Selector, click the date of the last compliance check.

Identification Type

Click the type of identification used from the dropdown.

ID Number

Enter the identification number.

Date Issued

On the Date Selector, click the date the identification was issued.

Date Expires

On the Date Selector click the date the identification expires.

Issued By

Enter the party that issued the identification.

Is On File

Click the checkbox if the identification is on file, i.e., scanned or copied.

Is SEC-Related

Click the checkbox if this contact is related to an employee of the firm and needs to be included for regulatory reporting purposes.

Alias

Enter the contact’s alias.

Official of a Non-US Country

Click the checkbox if the contact is an official of a non-US country.

Party to a Private Bank or Account

Click the checkbox if the contact is a party to a private bank or account.

Foreign Official Description

Enter a brief description of the foreign official.

Private Bank Description

Enter a brief description of the private bank.

Source of Funds for investment

Enter the source of the funds for investment.

Estate tab

EIN

(Employer Identification Number)

Enter the Employer Identification Number assigned to the estate.  Leave this blank for revocable trusts that use the Contact's social security number.

Alternate Valuation Date

On the Date Selector click the alternate valuation date, which may be up to nine months after the date of death.

Form 706

Enter comments associated with the Form 706, United State Estate (And Generation-Skipping Transfer) Tax Return.  

List Membership tab

Send Birthday Card

Click the checkbox to include this contact. This field is used for reporting purposes.

Send Newsletter by Mail

Click the checkbox to send the newsletter by mail.

Send Anniversary Card

Click the checkbox to include this contact. This field is used for reporting purposes.

Send Newsletter by Email

Click the checkbox to send the newsletter by email.

Send Holiday Gift

Click the checkbox to include this contact. This field is used for reporting purposes.

Email

Click the checkbox to include this contact. This field is used for reporting purposes.

Mail

Click the checkbox to include this contact. This field is used for reporting purposes.

Sub-panels/Related Information

Sub-panels include:

Activities

Documents

Groups

History

Other Addresses

Projects

Tags

 

See also:

Contact Types

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