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22. Contact Management
1) Activities
2) Activity Recipients
3) Contacts
4) Employees
5) Statuses
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22.1 Activities
Use Contact Management Activities to monitor and control communications with existing and potential customers for the purposes of:-
- direct mail sales and marketing campaigns
- telesales activities
- notification of product releases and upgrades
- notification of changes to
- terms and conditions
- legal aspects
- addresses and telephone numbers etc.
Select the menu option ContactM|Activities to open the Activity List window.
Right click on the window and select 'Add Main Record' to insert a record and enter an Activity code. Press F3 to open the Activity detail window. Define the sales or marketing campaign being controlled by the Activity.
Enter sub activities for each of the stages/tasks of the campaign.
Assign each sub activity a Status and an Employee to perform or manage the task.
For those sub activities that require it, enter a Word MailMerge document or an E-Mail text and subject - either standard text or an HTML file. Add any attachment files to acompany the E-Mail.
Click 'Labels' to print address labels for recipients under a sub activity.
Having added contacts/customers to a sub activity as recipients, click 'Mailings' to create the MailMerge documents or E-Mails and set new Status, Employee and Done Date.
When one sub activity is complete you can copy the recipients with a specified Status on to the next sub activity ready to begin the task on that subsequent sub activity.
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22.2 Activity Recipients
Select the menu option ContactM|Activity Recipients to open the Activity Recipients window. Alternatively, click 'Sub Activity Recipients' on the Activity detail window.
Use 'Add Contacts' and 'Add Customers/Suppliers' to add recipients to a sub activity.
Use 'Mailings' to send E-Mails or Word MailMerge documents to the recipients.
Use 'Labels' to print address labels for the recipients.
Use 'Telephone' to initiate a voice telephone call using PC Dialer software.
Use 'Global Change' to make bulk changes to recipient records that match the selection criteria used.
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22.3 Contacts
Select the menu option Setup|Contacts to open the Contacts List window. Press F3 to open the detail window.
Contacts do not have their own data table, but are held directly in the Address table used for account and company addresses.
Set the 'Industry', 'User 1/2/3' and 'Source' attributes to categorise contacts in whatever manner you wish:
- how contact details acquired; trade show, press, campaign, etc.
- industry and sub industry sectors
- salesman who gained the lead
- contact age
- size of contact company
- marketing classification
When entering private individual names and addresses, leave the 'Full Name' and 'Position' attributes blank in order to avoid repetition of data in printed addresses and reports.
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22.4 Employees
Select the menu option Setup|Employees to open the Employee List window.
Right click on the window and select 'Add Main Record' to insert a record and enter an Employee code. Press F3 to open the Employees detail window. Set the information to define the employee.
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22.5 Statuses
Select the menu option Setup|Statuses to open the Activity Status List window.
Right click on the window and select 'Add Main Record' to insert a record and enter a Status code. Press F3 to open the Statuses detail window. Set the information to define the status.
The 'Order' sets the sequence of the status for the activites, sub activites and recipients.
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