Contact Manager
Contact Manager is a excellent way to keep track of communications with outside entities. The database of contacts is integrated with the Customer, Vendor, and Employee data files, meaning that simple contact name and address information modified in either the contact file or the associated customer, vendor, or employee record will update the other. A database of letters and email messages can be created and maintained. These saved messages can be easily used to send messages or letters to any contact or group of contacts at a moment’s notice.
There are four main Contact Manager options available. They are accessed on the Sales Order Main Menu, Contact Manager submenu.
Contacts / Activities
Communicate with Groups
Manage Messages
Print Contact Reports
Contacts / Activities
The system can store any number of contact records. Each contact record represents a company or person either inside or outside the company. Company communications with each contact can then be tracked. A contact can be entered from scratch, or the contact can be created from an existing Customer, Vendor or Employee record. The contact record stores name, address, email, and salutation information. It also stores ten user-defined content fields.
Once a contact record is established, Activities can be added that are permanently associated with that contact. Each activity record stores a date and time, as well as descriptive information regarding the nature of the activity. Also, as each activity is entered, contact record date fields such as First Contact Date, Last Contact Date, and Next Scheduled Contact Date can be modified.
Contact and Activity records can be exported and imported so information can be shared between two remote installations.
Communicate with Groups
This program allows the user to create groups of contacts. This is useful when group emails or form letters need to be sent to more than one contact. Each group can be made up of either a user-selected list of contacts, or a system-generated list based on a user-defined filter. Once a group is defined, group email can be sent or form letters printed.
Manage Messages
Here the user can create and maintain a database of different letters and email messages. Letters can include merge fields, allowing for printing to just one contact or a group of contacts.
Print Contact Reports
Using this program the user can print listings of individual contacts or groups of contacts. The listing can be very simple, or can contain large amounts of information for each contact. Labels and rotary cards can also be printed from this option.