In bpm’online studio, a contact can be:
-
added manually;
-
imported as an Excel file;
-
received through synchronization with social networks.
-
received through Google synchronization.
-
created with incoming mail processing;
-
created with Single Sign-On authentication.
Attention
To synchronize with external resources, you need to perform initial setup. Social network integration, Google synchronization and Single Sign-On technology are described in separate chapters.
Note
Contact personal data are stored in the contact’s profile, on the [Communication channels] and [Addresses] details at the [Contact info] tab and on the [Job experience] detail at the [current employment] tab. In the database they correspond to the following tables: “Contact”, “ContactCommunication”, “ContactAddress” and “ContactCareer”.
The contact profile and connected account profile are located on the left side of the contact page. Profiles contain basic information on the current and connected records.
The action panel, which contains activities, posts and emails, created when working with the contact, is located at the top of the page.
Workflow bar enables you to:
-
Schedule a task
. -
Send an email
. -
Create a post in the record feed
. -
Record call results
.
Tabs, which contain contact fields and details, are located below the action panel.
General information about a contact.
| Photo | A photo is displayed on the contact's page as well as next to the contact name when displayed in other sections and in the feed. Click the Click on the If you mouse over the photo area, the buttons will become visible. |
| Time zone and city | Contact's time zone and current time, determined automatically, using data on the [Addresses] detail. Read more >>> |
| Contact name | First name, middle name, last name of the contact. |
| Full job title | Contact's job title, for example, “Direcor” or “Department manager”. |
| Mobile phone | Mobile phone number. The value is synchronized with the [Communication options] detail of the [General information] tab. |
| Business phone | Business phone number. The value is synchronized with the [Communication options] detail of the [General information] tab. |
| | Email address. The value is synchronized with the [Communication options] detail of the [General information] tab. |
button to add a new photo. We recommend uploading a square image (aspect ratio: 1:1).
button to remove the photo.Account profile
Under the profile with main information about contact, the profile of the account is located, in which fields are displayed with name, type and owner of the account, website address, primary phone, category and industry of the company the account works for.
Changing the account specified in the profile will also change information on the [Job experience] detail of the contact page. Likewise, modifying the information on the [Job experience] detail will update the account specified in the contact’s profile.
The tab contains salutation, address, noteworthy events and the contact's connections to other contacts or accounts..
| Type | Contact type: customer, contact person or employee. |
| Owner | Name of the contact, responsible for the current contact. |
| Title | Honorific, for example, “Mr” or “Mrs”. |
| Gender | Contact gender. |
This detail contains the list of contact's communication options, as well as the list of the banned ones.
The detail fields are displayed when you select the corresponding commands in the 
menu.
Types of contact’s communication options.
| Business phone | The phone numbers you can use to contact the contact. Communication option types are defined when a record is added, but can be changed. |
| Mobile phone | |
| Home phone | |
| Skype | Contact’s Skype account. |
| | Website and email addresses of the contact. |
| Web | |
| | Contact’s social network profiles. A separate page is used to link a social network account to the contact |
| | |
| Do not use email | Checkboxes signify which communication options should not be used to contact a contact. For example, if a contact does not wish to receive mails, select the [Do not use mail] checkbox. For example, if a contact did not consent to receive emails, select the [Do not use Email] checkbox.
When sending bulk emails via the [Send email] element in the business process or case, bpm’online ignores the [Do not use email] checkbox selected in the [Communication options] detail. |
| Do not use phone | |
| Do not use SMS | |
| Do not use mail | |
| Do not use fax | |
Note
The record list displays the last of the entered email addresses of the contact.
You can use default types of communication options or add custom ones. Use the [Communication option types] lookup to add custom types of communication options.
Note
Custom communication option types fall into one of the pre-set “communication types”: Email, Phone, Skype, SMS, Social network or Web. Be sure to select one when adding a custom communication option type.
Attention
If the MS Exchange integration is configured, it is not recommended to change default communication option types, since this may lead to synchronization errors. More information about contact fields is covered in a separate article.
Buttons on the [Communication options] detail:
– call to a contact. The button is displayed on the page if at least one field of the “Phone” type communication options is available Click the button to open the communication panel and dial the corresponding phone number.
Note
Phone integration is required to make calls. Read more >>>
– email the contact. The button is displayed on the page if at least one “Email” communication option field is populated. Click the button to new email draft with the corresponding account specified in the [To] field. If you have synchronized your mail client with bpm’online, the draft will be created directly in the bpm’online. Otherwise, your default mail client will open.
– visit the contact’s website. The button is displayed on the page if at least one “Web” communication option field is populated. Click this button to open the corresponding website. The website will be opened in your default browser.
– open Facebook search page for selecting the contact’’s Facebook accounts for adding to the list of the contact’s communication options. If a Facebook account has already been added as a communication option, clicking the button will open contact’s Facebook page.
List of all addresses of the contact.
| Address type | Type of address of the contact, for example, “Business”. Defined when a record is added, but can be changed. |
| Primary | Indicates the primary address. Select this checkbox to display this address in the contact profile. By default, the [Primary] checkbox is selected for the first address added to the [Addresses] detail, but you can select this checkbox for a different address at any time. The checkbox in the original record will be cleared. |
| Address | Street, building number and other details of the contact's address. |
| City | Contact’s location. The [State/province] and [City] fields are connected to the [Country] field. For example, if a city is located in a certain country, the [Country] field will be populated automatically when you fill in the [City] field. Similarly, if you enter a province in the [State/province], the [Country] field will be populated automatically. When you fill in the [Country] field, the [State/province] and [City] fields will display only those regions and cities, which correspond to the selected country. You can associate a region with a certain country in the [States/provinces] lookup, and associate a city with a country – in the [Cities] lookup. |
| Country | |
| ZIP | Postal code of the contact’s address. |
Note
The list displays the contact’s primary address.
List of contact's noteworthy events.
| Type | Type of the noteworthy event, such as “Birthday” or “Company day”. Defined when a record is added, but can be changed. |
| Date | Date of the noteworthy event. |
Connections of the contact with other contacts and accounts.
| Contact | Name of the contact for whom a connection is established. This is a non-editable field. |
| is a/an | Relationship type, for example, “Employee” or “Employer”. When you select a connection, the inverse connection type is automatically filled in the [Inverse relationship] detail. |
| For a contact | Name of the connected account or name of the connected contact. |
| Actual | This checkbox indicates whether the relationship is relevant at the present time. |
| Notes | Any additional information about the entities. |
The tab displays all information about contact's employment, including current job and the previous ones.
| Type of employment | Indicates whether the employment of the contact is full time, part time or seasonal. |
| Employer | Account profile |
| Job title | Position held by the contact, for example, “Department manager”. |
| Full job title | Exact job title, such as “Sales department manager”. If you select a value in the [Job title] field, this field will be filled in with the selected value. |
| Department | Company's department where this conatct works, for example “Sales” or “Marketing”. |
| Role | Contact’s influence in the decision making process, for example, Decision maker” , “Influencer” . |
The data on the [Current employment] tab is synchronized with the information on the [Job experience] detail.
If you fill in the [Account] and when saving the page of the contact a message will appear prompting you to add a new record on the [Job experience] detail. When you click [Yes], a record with the new place of employment is automatically added on the [Job experience] detail. This information includes the company name and a day when the contact started working at the company. The [Primary] and [Current] checkboxes are also selected.
When you change information in the fields of the [Current employment] tab that is associated with the [Job experience] detail (for example, information about the company, department and position of contact), a message will appear prompting you to add a new record on the [Job experience] detail or to update an existing record. When a new record is added in the [Job experience] detail, the [Primary] and [Current] checkboxes are selected for this record, and the [Started on] field is filled in with the current date. The [Current] checkbox will be cleared for the previous place of work and the [Worked till] field will be filled in with the current date.
If you clear the [Account
Information about all employers of the contact.
| Contact | Current contact. This is a non-editable field. |
|
| Contact’s employer. |
| Job title | Position held by the contact, for example, “Department manager”. |
| Full job title | Exact job title, such as “Sales department manager”. |
| Department | Company department where the contact works. |
| Start | Date when the employee was assigned to work in this position. |
| Due date | Date when the employee left the job. |
| Primary | Checkbox indicates that this place of work is the principal one. |
| Current | Checkbox indicates the company where contact works at the present time. |
| Reason for job change | The reason why the employee decided to accept this position, for example, “Interesting work” or “Promotion”. |
| Description | Additional information about the contact's employment. |
Note
The [Current employment] field group displays information about the place of work for which both the [Primary] and [Current] checkboxes are selected.
The data on the [Job experience] detail is synchronized with the information in the [Current employment] field group.
If either of the [Primary] and [Current] checkboxes is cleared for a record in the [Job experience] detail, the data about the place of work will be automatically cleared in the [Current employment] field group. When a record with the selected [Primary] and [Current] checkboxes is modified, the data in the [Current employment] field group is updated automatically.
If you select the [Primary] and [Current] checkboxes for another record in the [Job experience] detail, a message will appear asking whether the contact is still working in the specified position. If you click the [Yes] button, the [Primary] checkbox for the previous place of work will be cleared. If you click the [No] button, the [Current] checkbox for the previous place of work will be cleared.
The [Timeline] tab contains chronologically organized entries that represent records linked to the current contact. Read more >>>
The [History] tab displays records that are connected to the current contact.
Activities
Tasks and meetings that are connected to the current contact. The detail displays information from the [Activities] section. To connect an activity to a contact, fill in the [Contact] field of an activity page.
Calls
The list of the subscriber's incoming and outgoing calls. This detail displays information from the [Calls] section. To connect an activity to a contact, fill in the [Contact] field of an activity page.
You can play back a recorded call directly on the detail. Read more >>>
The [Attachments and notes] tab
The [Attachments and notes] tab contains additional information and related links to web resources. Read more >>>
Attachments
Use this detail to store files and links. For example, on this detail you can add documents that reflect a contact's history or links to web resources.
Notes
The [Notes] detail is used to store additional text information. You can edit and organize your notes on the detail. If you switch to another tab of the contact page, the information on the [Notes] detail will be saved.
The [Feed] tab displays the messages from the [Feed] section that are connected to the current contact.
See also
•Integration with the MS Exchange service
