Creating and Managing Contacts
This chapter contains all important information on creating and managing contacts in TRASER DMS 365. It is divided into the following sections:
Creating Contacts
This section describes how to create a contact. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Contacts page.
- Click on New in the menu bar to create a new contact.
- Navigate to the General FastTab.
- Click on the selection field in the No. field and select the number series intended for contacts.
- Click OK to confirm your selection. The No. field is now automatically filled by the system.
- Click on the selection field in the Name field and complete the information according to the following table:
| Field | Description |
|---|---|
| Name | Enter the name of the contact here. |
| Address | Enter the address of the contact here. |
| Address 2 | You can add further address information in this field. |
| Post Code | Enter the postal code of the contact here. |
| City | Enter the city of the contact here. |
| Country/Region Code | Select the country/region code of the contact from the dropdown list. |
| Phone No. | Enter the phone number of the contact here. |
- Click Close to confirm your entries. The information is automatically transferred to the corresponding fields in the Communication FastTab of the contact card.
- Fill in the remaining fields according to the following table:
| Field | Description |
|---|---|
| Type | Select whether the contact is a Company or a Person. |
| Salesperson Code | Select the code of the salesperson who normally handles this contact. |
| Company No. | Select the number of the company this contact belongs to. This field will be filled automatically by the system if you selected the Company option as Type. |
| Company Name | This field specifies the name of a Company or the company a Person is working for. It is filled in automatically by the system and cannot be edited. |
| Business Relation | This field specifies if the contact is a Customer, Vendor, or both (Multiple). Click in the field to view the related customer or vendor card. How to create a customer or vendor from a contact is explained under Creating Customers from Contacts or Creating Vendors from Contacts. |
Tip
You can display all contact persons of a contact. To do so, click on the number in the No. of Contacts line in the Contact Persons FactBox FastTab (ALT+F2).
You have successfully created a contact.
Merging Contacts
In TRASER DMS 365, you have the option to merge contact records. This may be necessary if, e.g., duplicates exist in the system due to data migration or the creation of contacts by different users. Please proceed as follows to merge contacts:
CAUTION!
Please note that merging contacts cannot be undone. Therefore, check that you have selected the correct data records and review which field values you want to keep or override before merging.
- Use the quick search (ALT+Q) to find the Contacts page.
- Open the contact you want to merge with another contact.
- Click on Actions > Functions > Merge With... in the menu bar.
- The Merge Duplicate window opens.
- Select the contact you want to merge with in the Merge With field. All fields with different values for both contacts are displayed in the Fields FastTab. Depending on the amount of data, this process may take some time.
- Select the Override checkbox for all lines in which the field value in the Current Value column shall be replaced with the field value in the Alternate Value column. Please note that the current contact number is always retained.
- Click on Merge to merge both records.
- Confirm the dialog window with Yes. The merge is carried out and may take some time, depending on the amount of data.
- Confirm another dialog with Yes to complete the process.
You have successfully merged two contacts.
Deleting Contacts
To delete a contact, please proceed as follows:
CAUTION!
Please note that deleting contacts cannot be undone.
- Use the quick search (ALT+Q) to find the Contacts page.
- Click in the line of the contact you want to delete.
- Click on Delete in the menu bar to delete the contact.
- Confirm the dialog window with Yes.
You have successfully deleted a contact. Deleted contact entries in documents are still displayed for trackability purposes.