Flex: Contacts

The Contacts icon lists all the contacts that are used in the current company/shop (if your company has more than 1 shop). They are synchronized with the contacts and projects in your desktop app.

Your username can be assigned to more than 1 shop, you can change which shop you are working with by clicking your username at the top right to see the user menu.

A contact can be a customer or a supplier.  For details on how to add a main contact for a shop please see related articles below.

You can open a project from within the contact, or directly on the project tab. Use the filter icon to help manage this list. For more informations see related articles below.  Additionally, a contact can have more than 1 contact person linked to it.

Click a contact to select it and see a preview of the details in the sidebar on the right. Click Contact Details on the toolbar to see all of the information and make changes.

 

There is quick access, on the top toolbar, to create a New Contact.

Contacts tabs

There are 2 tabs across the top of the Contacts screen;

Customers – All customers across all projects. 

Suppliers – All suppliers across all projects.

1. Click New Contact in the top toolbar (on the Contacts or Dashboard screens).
   
    
2. Select contact type (you can select multiple types) and whether this is a private individual or a company (default is private). If you select company you see additional boxes for company name, email and phone.
   
    
3. Complete the contact details as required.
   
    
4. Click the Save Contact button on the toolbar before you can proceed.
   
    
5. Once saved you can work through the additional tabs explained in Edit Contact Details section of this article.
   
    

To edit contact details, click the checkbox to select a contact, then click Contact Details on the top toolbar, or just click on the contact name or number.  All these actions will open the contact and you will see 5 tabs:
Note: when creating a New Contact you will see these tabs automatically.

 

Global tab

Shows the name, job title and contact details.

Additional Information tab

Shows the automatically generated contact number (according to your number range rules).  This tab has 3 sections to it:

1. Company Information lists contact number and you can add external ref, contact owner and VAT number.  Note: Contact owner can only be changed by a system administrator user
   
    
2. Contact Persons lists at least 1 contact (the same as on the Global tab) but you can add additional people here. Click +Add Additional Contact Optional and you will be presented with a popup form to complete an additional set of name and address details.
   
    
3. Additional information, within the tab Additional information, contains several options:

• Customer group allows you to pick a selection for this contact.
• Contact Type is important.  It will define whether your contact is a customer, supplier, architect, or contractor and therefore will affect which tab of Contacts this will appear under.
• Status can be selected as active or inactive. Filters can operate on the status to help you locate contacts.
• Newsletter notifications allow you to select whether marketing emails should be sent to this contact.
• Extra information is a section to enter anything else you may need to know about this contact.

Terms tab

Synchronizes the terms with the desktop app. You can set the discount, delivery, payment terms etc.. These terms are used when creating further documents in the desktop app.

Custom fields tab

Displays any fields that have been added within company settings. You can use custom fields to capture and store information that is not covered by any default boxes.  For more information see related articles below.  

Documents tab

Shows a quick view of any documents that are attached to this contact. Documents will be displayed in a hierarchy relating to the space name and alternative name. They are then shown in their document types, such as graphical documents for plans, sales documents, supplier orders or invoices. Documents that are created in the desktop app will have their document type set automatically.

Click on a document name to select it and then see the further options on the top toolbar. These options are the same when working with a document in contacts, in projects or on the documents tab.

For further information see the article Documents.


 

You can delete contacts by ticking the box(s) next to the Contact Nr. and clicking the Delete Contact icon on the toolbar.

Note:  If there are projects linked to the contact(s) you are deleting you will see the following warning message:

 

If you click OK the contact will not be deleted but will become inactive.  IMPORTANT: the contact may have a project associated with it by another user or shop, by making the contact inactive their project will not be visible either.  To see projects for inactive customers, you need to tick the filter box Inactive Customers.

From version 12.5a2 you will have the ability to export the contact and supplier data.  This right can be restricted via user roles, see article How to assign roles to users for more information.

1. Select the Contact tab.
    
2. Select Customers or Suppliers tab as required.
    
3. Click the more options icon    and select Export to Excel.