Viewing Contacts

Top  Previous  Next

You can access the Contacts page by clicking the Contacts sub-tab on the Account Details page, as shown in Figure 1.

 

accountdetails

Figure 1 Accessing the Contacts Page

The Contacts page, as shown in Figure 2, displays all the contacts related to this account. By default, it will display 10 contacts per page. You can add a contact by clicking Add a Contact. When you click action_icon in the first column of the table, a context menu is displayed.The following options are available on the context menu:

View Details - to view details of the contact.
Modify - to edit details of the contact.
Log an Activity - to record an activity for this account.
Schedule an Activity - to schedule new activities.
View Activities - view a list of activities.
Move - to move the contact.
Clone - to duplicate the contact.
Send Address Request - enables you to send a message to the contact.
Download vCard - to download details of the contact in vCard format.
Delete - to remove the contact from your database.

These options are similar to those found in the main Contacts tab, except that the options in this menu are directly related to a contact associated with an account.

For more details on logging and scheduling activities, refer to Recording and Planning Activities.

For more information on downloading vCard, refer to Downloading a vCard.

 

account_contactpage

Figure 2 The Contacts Page

One important concept that is unique to an account contact is the portal function. Portals can be viewed by selecting a contact and examining the contacts sub-tabs located at the right.

Accessing Messages

A chronological record of every communication sent to the contact, whether through a campaign in communications, or by an email sent from another part of ConcourseSuite, can be viewed through the Accounts tab.

To access message details for a contact associated with an account:

1.Click Search on the Accounts menu bar, shown in Figure 3.

The Search Accounts page is displayed, as shown in Figure 4.

 

Accounts_menubar

Figure 3 Accessing the Accounts Module

2.Specify the account details in the Account Information Filters section. Ensure you select Include contacts in search results, as shown in Figure 4.

 

account_search

Figure 4 The Search Accounts Page

3.Click Search.

The search results are displayed, as shown in Figure 5.

 

Accounts_searchresults

Figure 5 The Search Results Page

4.Click the contact name link, as shown in Figure 5.

The contact details are displayed, as shown in Figure 6.

 

accountcontactdetails

Figure 6 The Contact Details Page

5.Click Messages.

You can view the message details related to this contact, as shown in Figure 7.

 

accountmessagelist

Figure 7 Viewing the List of Messages

Sending Messages

This section guides you through the steps of sending a new message to a contact.

 

accountmessagelist

Figure 8The Messages Page

1.Click New Message, shown in Figure 8.

The New Message page is displayed, as shown in Figure 9. You can attach files to the message.

 

accountnewmessage

Figure 9 The New Message Page

For more details, refer to Sending Messages.

Adding and Accessing Documents

Documents stored through the Contacts module, against a contact associated with an account, can be viewed through the Contacts page of the Accounts module. You can also add documents in this module.

To access the Documents page from the Contact Details page:

1.Click the contact name, shown in Figure 2.

The Contacts Details page is displayed, as shown in Figure 10.

 

accountcontactdetails

Figure 10 The Contact Details Page

2.Click Documents, shown in Figure 10.

The Documents page is displayed, as shown in Figure 11.

 

accounts_documentspage

Figure 11 The Documents Page

For more details, refer to Adding and Accessing Documents.

Viewing Portals

The Portals feature provides customers access to their account information. For example, consider a contact related to an account. This contact can view details pertaining to the account.

If the user is not a portal user, a page displaying the access status is displayed, as shown in Figure 12.

 

accounts_contactsportal

Figure 12 Account Contacts Portal Access

You can perform the following actions on portals, as shown in Figure 13:

Modify the information
Set an expiration date
Change password of the contact
Send an email about the change

The portal users are informed of their new portal account, after it has been created, by an email.

 

account_portal_contactdetails

Figure 13 Granting Portal Access

When users log in to the portal, they can view the accounts they have access to. A page showing details of the users account and tabs representing contacts, contracts, assets, and tickets is displayed, as shown in Figure 14.

 

account_portalaccess

Figure 14 Portal Access Details

The data is read only, except for Tickets, where the users are allowed to enter a trouble ticket with a reduced set of data. This data will be displayed in the Help Desk module and will also be associated with the account.

The Portal feature provides added service to an existing customer. This feature acts as a gateway that enables you and your customers to work together to keep information updated.