Difference between revisions of "Contacts"

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== What are Contacts? ==
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== Contacts ==
  
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'''Navigation:''' '''People''' → '''Contacts''' (or '''Accounts''' when the People Tab is enabled)
  
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Contacts are company contacts. Users can view, edit, add, and delete contacts.  Depending on security settings, sales reps may or may not see contacts that are not assigned to them.
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The Contacts page is the primary CRM workspace for managing customer accounts. From this page you can search contacts, manage account information, create opportunities and tasks, submit event forms, make calls, send text messages, build routes, view account history, and export contact data.
  
 +
'''Note:''' When the '''People Tab''' feature is enabled, this page is labeled '''Accounts''' instead of '''Contacts'''.
  
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== Searching for Contacts ==
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* Users must be logged in.
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[[File:contacts_page_jpg.jpg|175px|thumb|right|Callproof Contacts]]
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* Contact visibility depends on the user's '''Account Radius''' and assignment settings.
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* Managers and Market Managers have additional search filters and bulk actions.
 +
* Export, delete, and communication features depend on user permissions.
  
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# Log in to your CallProof account.
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# Hover over '''People'''.
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# Click '''Contacts''' (or '''Accounts''').
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# The Contacts page opens.
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# Configure search filters as needed.
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# Click '''Search'''.
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# Review the search results.
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# Use the right sidebar to access additional account tools.
  
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The top of the contacts page contains a search feature.  Any of the fields can be used to search contacts.  
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== Search Contacts ==
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Narrow a large database to the accounts you need right now—by name, company, phone, email, type, city, state, zip, country, account number, or date ranges (created, last contacted, last appointment). Managers and market managers can also filter by User (including inactive users) and Regions so they review a rep’s book or a territory instead of the whole company. Without search, the list is too large to work productively.
  
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Use as few or as many field criteria as needed.
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{| class="wikitable"
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! Field
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! Description
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|-
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| '''Search'''
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| Search by company name, contact name, phone number, email address, or other account information.
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|-
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| '''User'''
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| Managers and Market Managers can search accounts assigned to selected users.
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|-
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| '''Assigned to Me'''
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| Available for non-managers.
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|-
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| '''Type'''
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| Filter by contact or account type.
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|-
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| '''City'''
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| Search by one or more cities.
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|-
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| '''State'''
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| Filter by state.
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|-
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| '''Zip'''
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| Filter by ZIP code.
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|-
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| '''Sort'''
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| Alphabetical, Reverse Alphabetical, Date Added, Last Contacted, and other options.
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|-
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| '''Max Results'''
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| Select the maximum number of records returned.
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|-
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| '''Account'''
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| Search by account number.
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|-
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| '''Created Date'''
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| Filter by account creation date.
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|-
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| '''Last Contacted'''
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| Filter by last contacted date.
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|-
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| '''Country'''
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| Filter by country.
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|}
  
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'''Max Results''' controls how many results are returned.  Adjust as needed.
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=== Advanced Filters ===
  
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Notice the '''More >>''' in red towards the bottom right of the search area.  This will open up and allow searches involving custom fields. 
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Click '''More''' to display additional filters, including:
  
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The bottom half of the contacts screen shows search results. 
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* Radius
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* Route
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* Not in a Route
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* Labels
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* Regions
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* Role
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* Business Type
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* County
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* Employee Count
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* Annual Sales
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* Parent Company
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* Custom Fields
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* Event Forms
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* Attachments
  
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If exporting contacts, run a search with desired criteria and number of results. Then, click '''Export Contacts''' on the right side to have Callproof create a csv file of the results and email them to the user.
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# Enter one or more search criteria.
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# Expand '''More''' if additional filters are required.
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# Click '''Search'''.
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# Review the filtered contact list.
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# Use pagination to browse additional pages.
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# Click '''Clear Filters''' to reset all search criteria.
  
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== Contact List ==
  
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== Search for Contacted or Not Contacted Contacts ==
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Each search result displays important account information and quick actions.
  
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If you want to see contacts that you either have talked to or haven't talked to within a certain date, use the '''Contacted''' field on the bottom just above MORE.
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* Company Name
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* Contact Name
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* Contact Type
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* Email Address
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* Phone Numbers
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* Address
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* Sales Representatives
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* Last Contact Date
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* Next Task
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* Notes
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* Account Statistics (if enabled)
  
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When using this option, select a date range to pull.  By default, it will pull all contacts that were contacted between those dates.  If you want to see records that weren't contacted during that date range, check the box immediately left labelled "Not".
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== Row Actions ==
  
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This function of the search is here to provide ways of finding subsets of customers that haven't been contacted in awhile.
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Each contact provides quick access to:
  
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== Search Results and Contact Icons ==
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* Edit Contact
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[[File:Contacts_icons.jpg|175px|thumb|right|Callproof Contacts]]
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* Delete Contact
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* Add Opportunity
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* Add Task
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* Add Event Form
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* Add Note
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* Pin / Unpin Contact
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* Add to Route
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* Call
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* Send SMS
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* Add Phone
  
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Click on the company name, contact name, or address to view or edit a contact.
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== Add Contact ==
  
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Click the phone number to add phone numbers.  
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Create a new customer account.
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# Click '''Add Contact'''.
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# Select an existing company or create a new company.
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# Select an '''Account Type'''.
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# Enter the contact information.
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# Assign a sales representative if required.
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# Click '''Save'''.
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# The new account opens in the Edit Contact page.
  
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Icons to the right provide easy access to contact functions.  Hover over icon to see a tool tip.  These are listed below.
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== Edit Contact ==
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Update account information and manage all related customer activities.
  
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* Notepad - Edit the contact
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{| class="wikitable"
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! Tab
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! Purpose
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|-
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| '''Info'''
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| Basic account information
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|-
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| '''Details'''
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| Additional account information
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|-
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| '''Event Forms'''
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| View and submit event forms
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|-
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| '''Notes'''
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| Manage account notes
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|-
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| '''Appointments'''
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| Appointment history
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|-
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| '''Tasks'''
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| Follow-up tasks
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|-
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| '''Opportunities'''
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| Sales opportunities
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|-
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| '''Contacts'''
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| Personnel (People Tab only)
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|-
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| '''Calls'''
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| Call history
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|-
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| '''Recorded Calls'''
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| Recorded call history
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|-
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| '''SMS'''
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| Text messages
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|-
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| '''Email'''
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| Email history
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|-
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| '''Files'''
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| Uploaded files
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|-
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| '''Images'''
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| Account images
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|-
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| '''Avatar'''
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| Profile image
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|}
  
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* Red X - Delete contact (may or may not be enabled depending on access level)
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# Click the company name, contact name, photo, or '''Edit''' icon.
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# Update the required information.
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# Save changes on each section as needed.
  
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* Peach + Sign - Add new opportunity
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== Delete Contact ==
  
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* Green + Sign - Add Followup
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# Click the '''Delete''' (red X) icon.
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# Confirm the deletion.
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# The contact is permanently removed.
  
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* Journal - Create event form for contact
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'''Note:''' Only users with '''Can Delete Contacts''' permission can delete contacts.
  
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* Clock - Create a future appointment (beta)
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== Bulk Actions ==
  
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* Checkbox - Use this to select multiple contacts at one time.  Additional options will drop down on top of the search results.  These actions include sending a Text, adding a sales rep, removing a sales rep, changing a contact type, or merging 2 contacts.  You can also select whether to deal with just the items selected or all records in your search query.
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Select one or more contacts to perform bulk actions.
  
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Available actions include:
  
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* Send Text Message
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* Add Sales Representative
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* Remove Sales Representative
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* Remove All Sales Representatives
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* Change Account Type
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* Merge Accounts
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* Create Tasks
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* Remove Tasks
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* Create Route
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* Create Label
  
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== View or Edit a Contact ==
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== Map View ==
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[[File:Contacts_view-edit.jpg|175px|thumb|right|View and Edit Contact in Callproof]]
 
  
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Click on a contact name or company name to view or edit the contact.
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# Run a search.
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# Click '''Map'''.
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# View account locations on the map.
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# Optionally use the '''Lasso''' tool to select multiple accounts.
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# Save routes or perform bulk actions from the selected accounts.
  
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The edit screen allows users to update contact information.  The top portion contains multiple tabs to view all contact information.  The bottom section has multiple tabs to show the history of the contact.  Notes can also be added here.
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== Save Route ==
  
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The tabs at the top divide contact information. If information is updated on any tab, click Save within that tab to update the contact.  
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# Select one or more contacts using the Route icon.
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# Click '''Save Route'''.
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# Enter a route name.
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# Save the route.
  
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* Info tab shows the contact name, email, website, account number, address, phone numbers, contact type, and sales rep. 
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== Export Contact Results ==
  
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* Details tab contains custom fields created specifically for the users company. Update any values and click Save to update the contact.
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# Run the desired search.
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# Click '''Export Contact Results'''.
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# Select the export options.
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# Click '''Create Export File'''.
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# Wait for the export to complete.
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# Download the report from the email notification or the Exports page.
  
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* Event Forms shows all event forms that have been filled out for this contact.
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== Right Sidebar ==
  
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* Notes can be used to view saved notes and add new notes.
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The sidebar provides quick access to:
  
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* Appointments shows history of appointments and allows the scheduling of a future appointment.
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* Companies
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* Add Company
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* Contacts / Accounts
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* Add Contact
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* Call History
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* Autotext
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* Import Accounts
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* Export Accounts
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* Duplicate Contacts
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* Do Not Call
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* Labels
  
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* Followups shows history of Followups and allow the addition of new Followups.
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== Notes ==
  
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* Opportunities shows current opportunities and allow the addition of new opportunities.
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* Contact visibility depends on Account Radius and assignment settings.
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* Managers have additional search filters and bulk management features.
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On the right hand side, quick links are provided.  Use these to add an event form, add an opportunity, add a followup, or add a future appointment (beta).
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* Twilio-enabled companies display call and SMS actions.
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* Bulk actions apply to selected contacts or the current search results.
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* Exporting contacts requires the '''Can Export''' permission.
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The bottom section has multiple tabs as well.
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* The People Tab changes the page label from '''Contacts''' to '''Accounts''' and emphasizes company information.
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* Calls shows history of calls made to this contact.
 
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* Recorded calls will show all saved calls made with this contacts.
 
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* SMS shows text history with this contact.
 
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* History are all previous information stores with this contact.
 
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* Image allows the use of a new icon for this custom that will be seen on the contacts search page.
 
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== Adding a Contact ==
 
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[[File:contacts_addnew.jpg|175px|thumb|right|Add New Contact to Callproof]]
 
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Click the green + or Add Contact on the top of the search area to add a new contact.
 
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When adding a contact, the only 2 required fields are Company Name and Type.  Users will be prompted for these values if they are not present with adding a new contact.
 
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To add a new company, click the new checkbox next to Company and provide the name.  The company will be added to Callproof when you submit the new contact form.
 
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Type is the contact type assigned.
 
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A sales rep can be assigned and will default to the user adding the contact.
 
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Any custom fields created within Callproof will also appear on the edit screen at the bottom just above the Save button.
 
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== Adding an Image to a Contact  ==
 
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In CallProof, users can store images in a contact's profile.  To do this, simply click on an existing contact and select [[Saving Images with Contacts|'''Images''']]. 
 
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Images can also be attached to Event Forms and will show up in the images section of a contact's profile.
 
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== Merging Contacts ==
 
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[[File:contacts_select.gif|175px|thumb|right|New Event Form]]
 
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[[File:contacts_merge1.gif|175px|thumb|right|New Event Form]]
 
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[[File:contacts_merge2.gif|175px|thumb|right|New Event Form]]
 
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If a contact is in Callproof more than once or under different names, they can be merged into a single contact.
 
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To do this, search for the contacts you wish to merge. 
 
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Check the selection box on the right right of the contact record on the 2 contacts to merge. 
 
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When selecting a contact this way, new options will appear above the contacts results. 
 
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Select to Merge Contacts and click Submit.
 
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The next screen allows users to select which information to save.  Select the radio button next to the field that will be kept in the system.  Once selections have been reviewed, click Merge.
 

Revision as of 07:04, 16 July 2026

Path: Website - Navigation Bar - People - Contacts


Contacts

Navigation: People → Contacts (or Accounts when the People Tab is enabled)

The Contacts page is the primary CRM workspace for managing customer accounts. From this page you can search contacts, manage account information, create opportunities and tasks, submit event forms, make calls, send text messages, build routes, view account history, and export contact data.

Note: When the People Tab feature is enabled, this page is labeled Accounts instead of Contacts.

  • Users must be logged in.
  • Contact visibility depends on the user's Account Radius and assignment settings.
  • Managers and Market Managers have additional search filters and bulk actions.
  • Export, delete, and communication features depend on user permissions.
  1. Log in to your CallProof account.
  2. Hover over People.
  3. Click Contacts (or Accounts).
  4. The Contacts page opens.
  5. Configure search filters as needed.
  6. Click Search.
  7. Review the search results.
  8. Use the right sidebar to access additional account tools.

Search Contacts

Narrow a large database to the accounts you need right now—by name, company, phone, email, type, city, state, zip, country, account number, or date ranges (created, last contacted, last appointment). Managers and market managers can also filter by User (including inactive users) and Regions so they review a rep’s book or a territory instead of the whole company. Without search, the list is too large to work productively.

Field Description
Search Search by company name, contact name, phone number, email address, or other account information.
User Managers and Market Managers can search accounts assigned to selected users.
Assigned to Me Available for non-managers.
Type Filter by contact or account type.
City Search by one or more cities.
State Filter by state.
Zip Filter by ZIP code.
Sort Alphabetical, Reverse Alphabetical, Date Added, Last Contacted, and other options.
Max Results Select the maximum number of records returned.
Account Search by account number.
Created Date Filter by account creation date.
Last Contacted Filter by last contacted date.
Country Filter by country.

Advanced Filters

Click More to display additional filters, including:

  • Radius
  • Route
  • Not in a Route
  • Labels
  • Regions
  • Role
  • Business Type
  • County
  • Employee Count
  • Annual Sales
  • Parent Company
  • Custom Fields
  • Event Forms
  • Attachments
  1. Enter one or more search criteria.
  2. Expand More if additional filters are required.
  3. Click Search.
  4. Review the filtered contact list.
  5. Use pagination to browse additional pages.
  6. Click Clear Filters to reset all search criteria.

Contact List

Each search result displays important account information and quick actions.

  • Company Name
  • Contact Name
  • Contact Type
  • Email Address
  • Phone Numbers
  • Address
  • Sales Representatives
  • Last Contact Date
  • Next Task
  • Notes
  • Account Statistics (if enabled)

Row Actions

Each contact provides quick access to:

  • Edit Contact
  • Delete Contact
  • Add Opportunity
  • Add Task
  • Add Event Form
  • Add Note
  • Pin / Unpin Contact
  • Add to Route
  • Call
  • Send SMS
  • Add Phone

Add Contact

Create a new customer account.

  1. Click Add Contact.
  2. Select an existing company or create a new company.
  3. Select an Account Type.
  4. Enter the contact information.
  5. Assign a sales representative if required.
  6. Click Save.
  7. The new account opens in the Edit Contact page.

Edit Contact

Update account information and manage all related customer activities.

Tab Purpose
Info Basic account information
Details Additional account information
Event Forms View and submit event forms
Notes Manage account notes
Appointments Appointment history
Tasks Follow-up tasks
Opportunities Sales opportunities
Contacts Personnel (People Tab only)
Calls Call history
Recorded Calls Recorded call history
SMS Text messages
Email Email history
Files Uploaded files
Images Account images
Avatar Profile image
  1. Click the company name, contact name, photo, or Edit icon.
  2. Update the required information.
  3. Save changes on each section as needed.

Delete Contact

  1. Click the Delete (red X) icon.
  2. Confirm the deletion.
  3. The contact is permanently removed.

Note: Only users with Can Delete Contacts permission can delete contacts.

Bulk Actions

Select one or more contacts to perform bulk actions.

Available actions include:

  • Send Text Message
  • Add Sales Representative
  • Remove Sales Representative
  • Remove All Sales Representatives
  • Change Account Type
  • Merge Accounts
  • Create Tasks
  • Remove Tasks
  • Create Route
  • Create Label

Map View

  1. Run a search.
  2. Click Map.
  3. View account locations on the map.
  4. Optionally use the Lasso tool to select multiple accounts.
  5. Save routes or perform bulk actions from the selected accounts.

Save Route

  1. Select one or more contacts using the Route icon.
  2. Click Save Route.
  3. Enter a route name.
  4. Save the route.

Export Contact Results

  1. Run the desired search.
  2. Click Export Contact Results.
  3. Select the export options.
  4. Click Create Export File.
  5. Wait for the export to complete.
  6. Download the report from the email notification or the Exports page.

Right Sidebar

The sidebar provides quick access to:

  • Companies
  • Add Company
  • Contacts / Accounts
  • Add Contact
  • Call History
  • Autotext
  • Import Accounts
  • Export Accounts
  • Duplicate Contacts
  • Do Not Call
  • Labels

Notes

  • Contact visibility depends on Account Radius and assignment settings.
  • Managers have additional search filters and bulk management features.
  • Twilio-enabled companies display call and SMS actions.
  • Bulk actions apply to selected contacts or the current search results.
  • Exporting contacts requires the Can Export permission.
  • The People Tab changes the page label from Contacts to Accounts and emphasizes company information.
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