Use Contacts to find and maintain business-contact records used across customer, supplier, and other Accounts relationships. Sales representatives, account managers, project managers, purchasing officers, warehouse managers, and finance users can use this list to identify contacts by name, position, department, Account, or branch when working with operational records. You can also tailor the list layout so that the columns most relevant to your work are visible.
Settings
Before working with a large contact list, set up a layout that presents the information you need most often.
Navigate to Data > Contacts.
Contacts — Data › Contacts
Decide whether to use the default layout or a tailored layout:
Select Standard Layout to return to the standard list arrangement.
Select Layout icon (icn icn-layoout) to work with list layouts.
Select Add Layout when you need a new layout. Enter a value in Layout name, then select Save.
Select Update Current to save changes to the currently selected layout.
Select Delete Current only when the current custom layout is no longer required.
Select Columns Chooser to choose which contact-list columns are displayed. Available list information includes Title, Name, Position, Department, Account, and Branch.
Note: Use a separate layout when different teams need different contact information. For example, Sales may need Account and Position, while Purchasing may focus on Name and Department.
Select Settings icon (icn icn-settings) when additional list settings are available. Select Cancel to abandon unsaved layout changes.
Workflow
Open the contact list from Data > Contacts and review the visible contact rows.
Contacts — Data › Contacts
New
Decide whether you need a new contact or an existing contact:
To begin a new contact record, select New.
To work with an existing record, locate it in the list and select edit.
To refresh the displayed list when needed, select Update icon (icn-update).
If the list contains many records, enter a name, Account, position, department, or other known text in Search to narrow the visible results. Use Previous Page to return to the preceding page when it is available.
Decide whether the current list layout supports your task:
If it does, continue using the current layout.
If you need different columns, select Columns Chooser and adjust the displayed columns.
If the revised arrangement should be retained, select Update Current. To preserve it separately from the current layout, select Add Layout, provide a Layout name, and select Save.
If you do not want to retain the change, select Cancel.
Tip: Search before opening a contact for editing. This reduces the risk of updating the wrong record when several contacts have similar names.
Decide whether a record or layout must be removed:
Use Delete only when the selected contact record should be removed.
Use Delete Current only when the current layout is no longer required.
Do not use either deletion action as a substitute for changing the visible columns or updating contact information.
Products
The Products tab shows the contact-list view in its Products stage. Contact records in this view are represented by business-contact details such as title, name, position, department, Account, and branch. Use the list to identify the appropriate contact and use Search to narrow the displayed records.
No on-screen action is provided that moves a contact into or out of this tab. The tab therefore serves as a view of the contacts available in this stage.
Reference List
Contacts — Data › Contacts
The Reference List tab shows contact records in the Reference List stage. Use the displayed columns, including Name, Position, Department, Account, and Branch, to verify that you are working with the correct business relationship before opening or editing a record.
No on-screen action is provided that moves a contact into or out of this tab. Use the tab to review the records shown in this stage.
Examples
A sales representative needs to locate a contact at an Account before following up on a project-based sales opportunity.
Open Data > Contacts.
In Search, enter the known contact name or the Account name, such as
Northstar Trading
.
Review the matching rows and confirm the correct contact by comparing the visible Name, Position, Account, and Branch values.
Select edit to work with the confirmed contact record, or select New if no suitable contact record exists.
If the Sales team needs to see Account, Position, and Branch regularly, select Columns Chooser and set up those columns. Select Add Layout, enter
Sales Contact Review
in Layout name, and select Save.
On later visits, use the saved layout to search for the contact quickly. If the layout is refined, select Update Current to retain the updated arrangement.
Tips
Tip: Use the Account and Branch columns with the contact name when multiple contacts have similar names. This helps distinguish contacts belonging to different business relationships.
Warning: Select Delete or Delete Current only after confirming whether you are deleting a contact record or a layout. These actions apply to different items.
Troubleshooting
Symptom
Likely cause
Fix
The required contact is not visible in the list.
The list is not filtered to the relevant name, Account, or department, or the required information is not shown as a column.
Enter known text in Search and use Columns Chooser to display the columns needed for identification.
The list no longer displays the preferred columns.
A different layout is active, or the current layout was changed without being saved.
Select Standard Layout to restore the standard view, or use Layout icon (icn icn-layoout) to select or create the required layout. Save changes with Update Current or Save.
Layout changes should not be kept.
A layout was changed during review but is not needed.
Select Cancel before saving the change.
The displayed contact list appears outdated.
The list has not been refreshed.
Select Update icon (icn-update) and review the refreshed rows.
Was this page helpful?