Contacts
In CRM, contacts are the people who work with or are associated with an account.
A contact can’t exist on its own; it must be linked to an account. Contacts can be employees of a prospective customer (lead), employees of an existing customer, or consultants who manage their own clients that could become customers of your business.
View a list of all contacts
Select the CRM menu button > Contacts.
The Contacts screen displays a list of all the contacts you have permission to view. You can view, edit and delete individual contacts from here.
Find a contact
On the Contacts screen, you can find a particular contact using the filter and search options above the grid or by sorting the list.
Use the Status dropdown menu to filter the list by all, active, or inactive accounts.
Use the Job Title filter to display only contacts with a specific job title.
Use the Owner filter to display only your contacts or contacts that belong to another user (that you have the permission to view).
Use the Team filter to display contacts allocated to a specific team to which you belong.
Use the Search box to search for a specific contact by name. This performs an is like search on the name column.
Click a column heading to sort data into ascending or descending order.
Filters remain active until you turn them off, so if you apply a filter and move away from the screen and then return, the filter will remain. To clear any filter you have applied, select All from the dropdown list, or Select none.
Learn more about filtering and searching in CRM.
Use the Active filter to switch between viewing active and inactive accounts in the list.
Use the Owner filter to display only your contacts or contacts that belong to another user (that you have permissions to view).
Use the Team filter to display contacts allocated to a specific team to which you belong.
Use the Search box to search for a specific contact by name. This performs an is like search on the name column.
Click a column heading to sort data into ascending or descending order.
Filters remain active until you turn them off, so if you apply a filter and move away from the screen and then return, the filter will remain. To clear any filter you have applied, select All from the dropdown list.
Learn more about filtering and searching in CRM.
To find the contact you require, type your search term into the box, such as a name or company, and any matching results will instantly be displayed.
View or edit a contact
On the Contacts screen, select the contact's name (blue link) to open the contact record.
On the contact's record:
Contact tab: View and edit the contact details, such as its name, owner and address. The contact owner is the Phocas CRM user responsible for communicating with that contact.
Activities tab: View and edit the activities relating to the contact, or delete (remove) activities from the contact. Parent account activities (activities relating directly to the account) do not display here. See View and edit activities.
When done, select Save > Close.
On the Contacts screen, select the contact name (blue link) to open the contact record.
On the contact's record:
Contact tab - View and edit the contact details, such as its name, owner and address. The contact owner is the Phocas CRM user responsible for communicating with that contact.
Activities tab - View and edit the activities relating to the contact, or delete (remove) activities from the contact. Parent account activities (activities relating directly to the account) do not display here. See View and edit activities.
Click Save > Close.
On the Contacts screen, select the contact name to open the contact record.
On the contact's record:
Contact tab: View and edit the contact’s details, including name, owner, and address. You can also add activities or take direct actions, such as calling, messaging, or emailing the contact.
Activities tab: Add new activities, or view and edit existing activities relating to the contact. Parent account activities (activities relating directly to the account) do not display here. See View and edit activities.
When done, select Save > Close.
Add a contact
Select the CRM menu button > Contacts. On the Contacts screen, select the Add contact button (blue plus sign). Choose the account you want to add the contact to, then enter the contact details and select Save > Close. The new contact displays in the list of contacts.
Set a primary contact for an account
Open the account record, select the Contacts tab, select the menu button (three dots) at the end of the contact row, then select Set as primary.
Delete a contact
If you do not have delete permissions, the Delete button might not display or you might see a message at the top of the screen indicating you do not have permission to delete. Talk to your administrator about your permissions. Deleted items can be restored by administrators.
Select the CRM menu button > Contacts to open the Contacts screen.
Select the menu button (three dots) at the end of the contact’s row, then choose Delete.
In older versions of Phocas, deleting a contact also deletes activities associated with it, so you are deleting the entire history of that contact. An alternative is to mark the contact as inactive.
Export contacts
You can't export your contacts directly from within CRM, but you can do it from your CRM Analysis database.
Open your CRM Analysis database.
Select the Entity Type dimension, then select and focus on the Contact entity type.
Select the Entities dimension.
Switch to Search mode to view the full list of contacts (no period range is applied).
Add more properties to the grid, if required.
Export the data. Note that there's a limit to the number of records you can export at a time, so you might need to export the data in batches (using an advanced search filter on the Code property).
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