Use Contact records to maintain the individual contact details associated with Accounts. Sales representatives, account managers, project managers, purchasing officers, warehouse managers, and finance users can create or update a contact when they need to identify the person’s name, job position, department, and related files.
Create a Contact from Add new > Accounts > Contact. Complete the available details before saving the record so that other business activities can refer to the correct person.
Note: The Contact screen contains personal and organisational details. Enter information carefully and keep it current when a contact changes role or department.
Workflow
Open Add new > Accounts > Contact to start a new Contact record.
Contact — Add new › Accounts › Contact
Enter the contact’s identification details.
In Title, enter the appropriate title.
In Name, enter the contact’s name.
In Position, enter the person’s job position.
In Department, enter the department in which the contact works.
Use Select... where an available value must be selected.
Review the details before saving. These fields are the information displayed and maintained for the Contact record.
Decide whether the record is ready to save.
Choose Save to save the Contact and continue working on the screen.
Choose Save and Close to save the Contact and close the screen.
Choose Cancel if you do not want to continue with the new or edited record.
Add supporting files when they are relevant to the Contact.
Use Attach to add a file to the record.
Review the files listed in files[] before completing the record.
Keep attachments relevant to the contact, such as information that supports the business relationship.
Maintain an existing Contact when details change.
Open the Contact record and revise Title, Name, Position, Department, or Select... as required.
Choose Save to retain the revised details and remain on the record, or choose Save and Close to retain the changes and exit.
Use Close when you have finished reviewing the record without needing to continue on the screen.
Use Delete only when the Contact record should be removed.
Warning: Use Delete with care. Confirm that the Contact is no longer required before removing the record.
Contacts
The contacts tab provides the Contact view for working with contact records and their entered details, including Title, Name, Position, and Department. Use this area to review the information held for a Contact and return to the record when details need to be updated.
No stage-change control is provided for this tab. Save changes using Save or Save and Close from the Contact screen.
Examples
A sales representative needs to add a contact for a customer Account before continuing account-related work.
Navigate to Add new > Accounts > Contact.
Enter the following Contact details:
Title: Ms.
Name: Elena Morris
Position: Procurement Manager
Department: Purchasing
Use Select... if an available selection is required for the record.
If a relevant supporting document is available, choose Attach and add it to files[].
Choose Save and Close to create the Contact and leave the screen.
The Account now has a Contact record containing Elena Morris’s role and department details for future business use.
Tip: Use a consistent format for names, positions, and departments so that contacts are easier to recognise and maintain.
Tips
Enter the person’s current Position and Department rather than a general description whenever that information is available.
Use Save when you need to continue checking or adding information after recording the Contact.
Use Save and Close when all required details have been entered and no further work is needed on the screen.
Use Attach only for files that are relevant to the Contact record.
Select Tickets only when you need to access the action available under that on-screen control.
Troubleshooting
Symptom
Likely cause
Fix
The Contact details are not retained.
The record was not saved.
Enter or revise the details, then choose Save or Save and Close.
You do not want to keep the changes you entered.
The record is still being edited.
Choose Cancel rather than saving the record.
A supporting file is missing from the Contact.
The file was not added to files[].
Choose Attach and add the relevant file.
The contact’s job information is outdated.
The Position or Department no longer reflects the person’s current role.
Open the Contact, update the relevant fields, and choose Save.
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