Contacts
This chapter contains all important information on how to create and manage contacts. In the context of MaschinenParkOnline, companies and people (employees) are referred to as contacts. All necessary information about the companies and persons (employees) is stored in contact cards. This chapter is divided into the following sections:
Creating a Contact
You can add new contacts in MaschinenParkOnline. These are categorized by company and person and are sorted alphabetically by default on the Contacts page. Companies are highlighted in bold. People who have been assigned to a specific company as employees are listed below that company. If multiple people have been assigned to a company, the company is listed first, followed by the person contacts in alphabetical order. The following sections describe how you add a company or person as a contact.
Creating a Company Contact
Please proceed as follows to create a company contact:
- Click on Contacts > Contacts in the navigation bar.
- Click on New in the action bar.
- A new Contact Card opens.
- Select Company in the Type field of the General FastTab.
- Complete the company information according to the following table:
| Field | Description |
|---|---|
| No. | Once you press the ENTER key, this field will be filled in automatically by the system. |
| Name | This field is mandatory. Enter the complete name of the company. |
| Name 2 | Here you can enter additional information on the name of the company. |
| External ID | Here you can enter an external identifier (e.g. a number from another software). |
| Type | If you want to create a company contact, select the value Company in this field. |
| Company No. | In this field, the company number is entered. If you selected Company in the Type field. The value from the No. will be transferred automatically. |
| Company Name | This field is automatically filled by the system according to the company number. |
| Search Term | Here you can enter a search term for the company. |
| Address | Enter the street name and number of the company address. |
| Address 2 | Here you can enter additional information regarding the address, e.g. 'mailbox located at the back of the building'. |
| Post Code | Enter the postal code for the city where the company is located. |
| City | Enter the name of the city where the company is located. |
| Federal State | Enter the name of the federal state. |
| Country/Region Code | Enter the code for the country/region where the company is located. |
| Phone No. | Enter the phone number of the company. |
| Mobile Phone No. | Enter the mobile phone number of the company. |
| Enter the email address of the company. | |
| Homepage | Enter the homepage address of the company. |
| Salesperson Code | Here you can assign the company to a specific salesperson. |
| Salutation Code | This field is only used for person contact cards. Leave this field blank when creating a company. |
| No. Machine Purchases | This field shows the number of machine purchases. For newly created companies, no data is displayed. |
| Total Machine Sales | This field shows the total of all machine sales. For newly created companies, no data is displayed. |
| Filter Field 1 | The caption of this field depends on your configuration and setup, i.e. it is possible this field is labeled differently in your software. Enter the setup-specific information here. |
| Filter Field 2 | See Filter Field 1. |
| Filter Field 3 | See Filter Field 1. |
| Filter Field 4 | See Filter Field 1. |
Tip
If you want to create another contact card, click on the plus icon at the top of the contact card.
You have successfully created a company contact.
Creating a Person Contact
Please proceed as follows to create a contact card for a person:
- Click on Contacts > Contacts in the navigation bar.
- Click on New in the action bar.
- A new Contact Card opens.
- Select Person in the Type field of the General FastTab.
- Complete the information of the person contact according to the following table:
| Field | Description |
|---|---|
| No. | Once you press the ENTER key, this field will be filled in automatically by the system. |
| Name | This field is mandatory. Click on the three dots in the field to open the Assistant. In the Assistant, you can enter the Salutation Code, Title, Initials, First Name, Middle Name, Surname and Language Code of the contact. |
| Name 2 | Here you can enter additional information on the name of the person. |
| External ID | Here you can enter an external identifier (e.g. a number from another software). |
| Type | If you want to create a person contact, select the value Person in this field. |
| Company No. | Leave this field blank. How you can assign a person to a company is described in this section: Assigning People to a Company as Employees. |
| Company Name | Leave this field blank. |
| Search Term | Here you can enter a search term for the person. |
| Address | Enter the street name and number where the person/the assigned company is located. |
| Address 2 | Here you can enter additional information regarding the address, e.g. 'mailbox located at the back of the building'. |
| Post Code | Enter the postal code for the city where the person/the assigned company is located. |
| City | Enter the name of the city where the person/the assigned company is located. |
| Federal State | Enter the name of the federal state. |
| Country/Region Code | Enter the code for the country/region where the person/the assigned company is located. |
| Phone No. | Enter the phone number/extension of the person. |
| Mobile Phone No. | Enter the mobile phone number of the person. |
| Enter the email address of the person. | |
| Homepage | Enter the homepage address of the person/the assigned company. |
| Salesperson Code | Here you can assign the person to a specific salesperson. |
| Salutation Code | Select a salutation for the person. |
| Position Code | Here you can enter the code for the job position of the person. |
| No. Machine Purchases | This field shows the number of machine purchases. For newly created employees (people), no data is displayed. |
| Total Machine Sales | This field shows the total of all machine sales. For newly created employees (people), no data is displayed. |
| Filter Field 1 | The caption of this field depends on your configuration and setup, i.e. it is possible this field is labeled differently in your software. Enter the setup-specific information here. |
| Filter Field 2 | See Filter Field 1. |
| Filter Field 3 | See Filter Field 1. |
| Filter Field 4 | See Filter Field 1. |
Tip
If you want to create another contact, click on the plus icon at the top of the contact card. Fill in the fields as previously described.
You have successfully created a contact card for a person.
Assigning People to a Company as Employees
You can assign person contacts to a company. To do so, please proceed as follows:
Note
For the following description, we assume that both the contact card for the person and the contact card for the company have already been created.
- Click on Contacts > Contacts in the navigation bar.
- Open the Contact Card of the person you want to assign to a company.
- Click on the pen icon at the top of the contact card to activate the editing mode. The editing mode is activated, if the pen icon is encircled.
- Select the company the person is working for from the dropdown list in the Company No. field. Your changes are saved automatically.
- Close the contact card.
- Refresh the page (F5).
You have successfully assigned a person contact to a company as an employee. The contact card of the person will now be displayed below the assigned company in the Contacts list.
Editing Contacts
You can edit contacts stored in the system. To do so, please proceed as follows:
- Click on Contacts > Contacts in the navigation bar.
- Open the Contact Card you want to edit.
- Activate the editing mode by clicking on the pen icon at the top of the contact card. The editing mode is activated, if the pen icon is encircled.
- Edit the information as needed and confirm you changes by pressing ENTER.
- Close the contact card.
- Refresh the page (F5).
You have successfully edited and updated a contact.
Deleting Contacts
You can delete contacts stored in the system. To do so, please proceed as follows:
Note
Deleting a contact can not be reversed. If quotes or return quotes have been created for this contact, the contact card can not be deleted.
- Click on Contacts > Contacts in the navigation bar.
- Open the Contact Card you want to delete.
- Click on the trash can icon at the top of the page to delete the contact card.
- Confirm the dialog window with Yes.
You have successfully deleted a contact.