Create new contact
There are many ways you can add contacts to SuperOffice CRM:
- Add a contact from the top bar or the Company screen - see steps below.
- Scan a business card with the SuperOffice Mobile CRM app.
- Bulk import larger numbers of contacts (requires Administrator rights).
Open the Contact screen.
- Click New on the Top bar and select Contact.
- Or, go to the required company in the Company screen, select the Contacts section tab, and click the Add button below the section tab.
In the top section of the tab, you enter the following information:
- Contact's first name and/or last name. Mandatory: You must enter either a first name or a last name.
- Salutation (Mr/Ms)
- Company. Select a company in the list or start typing a company name to search. If the contact should not be connected to a company, select (No Selection).
- Contact image. You can add a photo by dragging the image file from Windows Explorer and dropping it on the image field at the upper left of the tab.
You can also add a picture by right-clicking the picture field at the upper left of the tab. Click the link and browse to the picture you require and click Open to add the picture.
Enter contact information in the Contact tab.
What goes in the various fields?
In the Country field, enter the contact's country. The correct address format for the address field will be updated automatically. You can set your current home country from System in the preferences.
Enter the title of the contact (business card title or position).
In the Email field, you can enter several email addresses in the same way as for companies. If you click the contact's email address in the Contact tab, you can click the required email address in the list that appears. A blank email message opens, with the email address entered in the To field.
Enter telephone numbers in the respective fields. If you click the phone icon next to the fields, you can call the contact directly, if your telephone system and SuperOffice CRM are correctly configured.
Complete the address fields.
In the country field, specify where the contact is located. It is important to enter the correct country, because this will affect the format of the contact's mail address and phone number. The default country is the country recorded for the company.
Check the Use as postal address field if you want direct mailings to be sent to the address entered above instead of the company's postal address.
If the contact is associated with a company, the following fields have already been filled in with values from the associated company and cannot be edited:
- In the Our Contact field, your name is displayed automatically. Click the arrow to someone else from your organization.
- In the Category field, select the category the contact belongs to, from a predefined list of categories. Click the arrow to show the category list.
- In the Business field, select from a list of different predefined types of business. Click the arrow and choose the business that best matches the contact you are creating.
Fill in the Number field as required. Number is assigned automatically if set up in Settings and maintenance.
Three of the user-defined fields from the More tab may also be displayed here, as defined in Settings and maintenance. The fields displayed can vary from user group to user group.
Go to the Details tab. Here you can enter additional information for the contact.
What goes in the various fields?
Enter telephone numbers and fax numbers in the respective fields. If you click the phone icon next to the fields, you can call the contact directly, if your telephone system and SuperOffice CRM are correctly configured.
In the Website field, you can enter the address of the contact's website or their page on LinkedIn, Facebook, Twitter and so forth. Enter the URL and a title for the site.
In the Chat field, you can enter the contact's chat application addresses, for Microsoft, Google or similar. Enter the chat address and select a service provider from the list.
In the Internet phone field you can enter the contact's VOIP address, for example, their Skype address.
Fill in the Position and Birth date fields as required. Position is selected from a list that is defined in Settings and maintenance.
The following fields are only available if you have a SuperOffice Service licence or a language licence for SuperOffice Customer Centre:
In the Preferred language field, select the contact's language. This is the preferred language for all reply templates sent to the contact.
In the Service priority field, select the default service priority for new requests linked to this contact. Normally you select (None) here. The system will then use the service priority for the company which the contact is linked to. Alternatively you can select between Low, Medium and High or any custom priority.
In the Our service contact field, select a service contact for the new contact.
Go to the More tab. This tab contains user-defined fields for the contact.
Go to the Interests tab. Here you can set interests and e-marketing/subscription options for the contact.
Go to the Note tab. Here you can enter information of any kind.
Go to the www tab. See details below.
Click Legal basis at the bottom of the contact card.
In the Privacy dialog, review and edit the consent information as necessary. Click Close when you are done.
Check Former employee (at the bottom of the contact card) if this contact left the company. A contact who is recorded as a former employee is not normally displayed in the lists of contacts or project members.
After entering the necessary information, click the Save button.
The contact information is then saved in the database and displayed in the contact card. If you linked the contact to a company, the contact will be displayed in the Contacts tab in the Company screen.
Go to the Relations section tab. Here you can add relations between this contact and another contact or company.
The More tab (Contact screen)
The More tab contains user-defined fields for contacts. If, for example, your organization sells IT products and needs fields for each contact's hardware and software, you can specify in Settings and maintenance that these fields are to be inserted here.
Other examples: Year employed, ERP IDs, user type, CXM info.
The Interests tab (Contact screen)
In the Interests tab you have the following options:
Interests: Here you select what interests a contact has. Interests are used to create selections for mailings and similar. These are defined in Settings and maintenance.
Interests can be useful for defining selections. If, for example, you have defined reference account as an interest, you can create a selection that contains all your reference accounts. This makes it easy to produce a marketing campaign aimed at this customer group.
E-marketing/subscriptions: If the contact has agreed (given consent) to receive e-marketing (mailings), you can click E-marketing. By activating the E-marketing option for a contact, you also set the legal basis for the E-marketing purpose. It is changed to Legitimate interest.
You can also specify which types of e-marketing they should receive (also called subscription types). These settings may have been adjusted by the customers themselves via a customer portal.
The www tab (Contact screen)
In the www tab, you can specify a shortcut to a URL address, to get information from other applications via a URL. The URL address can be specified using a template variable. The www tab can be displayed in several places in SuperOffice CRM, as defined in Settings and maintenance. If you click a shortcut, the linked URL address opens.
In the Labels tab in the Options window in Settings and maintenance, you can specify a different name for this tab than www. You can also specify a different location in GUI - Web panel.
Here you can click Open in separate window to view the web page in a separate browser window.
The ERP tab (Contact screen)
If your organization has a licence for SuperOffice Integration Server, the ERP tab is displayed in the Contact and Company screens.
If a company is connected to the ERP system, any contacts associated with this company can also be connected to a matching individual in the ERP system.
The Note tab (Contact screen)
Here you can enter information of any kind. The contents of this field is searchable via Free-text search.
Add record as a favorite
To add a record to favorites, click the star icon in the corner of the relevant card, tab or dialog. The star turns yellow , and the record is instantly added to favorites. You do not have to click Save.
Now you can quickly access the record by clicking from the Navigator menu. The favorites are also available in the side panel.
You can open the company's Internet home page from SuperOffice CRM by clicking the address specified in the Website field on the company or project card. The page is then opened in your default browser.