Accessing a People Contact Record
1. Access Applications Menu:
Hover over the navigation bar to the left of the dashboard and select ‘Contacts’.
2. Accessing Contact Record:
Accessing a specific contact record can be done by simply clicking on the contact's name under the 'People' tab. Alternatively, hover over the name of the contact you wish to view, and click on the icon that appears next to the name.
Upon selection, the Contact Preview screen appears, showcasing various information associated with the contact and potential additions.
To make modifications to the contact record, click 'View Record' at the bottom of this menu.
Adjusting Contact Details and Profile Picture
Accessing the 'View Record' page takes you to a dedicated screen for the chosen contact, enabling various actions and modifications related to this client.
1. Edit the Contact's Name:
To adjust the contact's name, click on the pencil icon adjacent to it. A small prompt will appear, asking you to input a new name.
2. Assign a Job Title:
While updating the contact's name, you can also assign a job title to the individual.
3. Add or Update a Profile Picture:
To add or adjust a profile picture for your contact, click on the circular icon that currently displays the contact's initials. An 'Edit Image' prompt will appear, allowing you to upload a new image file. Adjust the image according to your preference and click 'Save' to finalize the profile picture.
Updating and associating your contacts with relevant projects and activities within different applications help maintain a comprehensive, organized contact list. This process allows for easy retrieval of current deals, essential documents, and outstanding projects related to a specific client.
Directly underneath the contact's name, you'll find a set of five actions, each enabling distinct interactions with the contact.
This feature lets you instantly draft a note about the client for the team's reference. A text editor will pop up in the screen's bottom-right corner, where you can underscore crucial messages for your team. There's a paperclip icon to the far left to let you attach crucial files. Click 'Save Note' when done, and your note will instantly show up in the Activity feed in the page's center. You can further comment on the note, pin it to the top of the feed or remove it by clicking on the appropriate icons.
Clicking this will prompt an email editor with the contact's email and yours already filled in. After drafting your email and adding any necessary attachments, CCs, and Bccs, click 'Send Email'. Your sent emails will also show up in the Activity feed and can be pinned or deleted like notes. An email template from the Templates app is also available for use.
This operates like the email function, allowing you to send an SMS to the contact. Sent texts also appear in the Activity feed, and can be pinned, deleted, or templated using the corresponding features.
Use this to set custom reminders about the contact. You can choose among Call, Email, or To Do reminders, set a date and time, and delegate it to a team member. Once the reminder is saved, it appears in the Activity feed.
This function lets you log interactions with the contact, such as calls, emails, and meetings. Specific details can be recorded and saved for each type of interaction.
Additional Contact Information
Underneath these functions, there's additional information about the contact, automatically populated from previously entered data. If you wish to manage the information fields, click on 'Manage Properties' to add, remove, clone or reorder fields.
1. Associations and Ownership
On the right side of the screen, there are options to associate the contact with businesses or deals. The 'Contact Owner' section indicates who is primarily responsible for managing the contact's record. Remember, changing the owner requires the appropriate permissions.
2. Files, Followers, Tags, InstaSites, and InstaReports
In the 'Attachments' section, you can upload and manage files related to the contact. The 'Followers' section lets you add users who will be notified of any new activity concerning this contact. The 'Tags' section is for creating identifiers that facilitate quick search of relevant records.
The 'InstaSites' and 'InstaReports' sections show all the InstaSites and InstaReports associated with the contact. Here, you can preview, create, and link to these assets.