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In the contacts section under CRM, the contacts of a company can be added to an existing customer in DocketManager. Contacts are the only point of contact in DocketManager, all communications sent through DocketManager are only accessible if there is an available contact with an email address.


Contacts can have their own locations so, when selected for a quote or order, the system will check if the contact has a default location prior to falling back to what is set on the customer.


There are several ways a contact can be added to DocketManager.

  • CRM > Contact > New
  • Customer View page > Contacts section > New
  • New (Quick Add) > Contact
  • Point of Sale > + icon for Contact


The first step for creating the new contact, regardless of the way in which you are creating them, will be the opening of a New Contact modal.


Step     Action

  1.       Complete the fields in the New Contact modal.



Field
Description
Contact Name
This is the Contact's name that will appear throughout the system.
Avatar Image
Select an image (e.g. contact portrait) to use to represent this contact.
Title
This is the Contact's title and will only appear on their page.
Customer
This is the customer that the Contact belongs to.

Note: These options can be modified. (See CRM - Customers)
Phone
This is the main phone number for the Contact and will display on all quotes and orders for this Contact.
Fax
This is the main fax number for the Contact and will display on all quotes and orders for this Contact.
Email
This is the main email address for the Contact and will display on all quotes and orders for this Contact, and be their default email address when sending emails.
Add NewThis allows for additional contact information (e.g. phone, mobile, pager, etc.) to be added.

Note: When adding a Facebook/Twitter/Instagram account, only the username is needed. You do not need to add www. or @ symbol.

e.g. Facebook account would only need to be entered as 'Username' not 'www.facebook.com/Username'
Tags
The tags selected can be used to identify information about this Contact or to filter down a list for sales or marketing. 

Tags can be selected from the drop-down or manually entered.  

Note: Manually entered Tags will automatically be added to Customer Tags (See Customer - Tags)
Requires POIf this is set to Yes, an order cannot be placed online without a value in the PO field.
Credit Card Processing Account
This is the default Credit Card Processing Account that will be used for this contact when making credit card payments.
PO Character CountIf this has been set, an order cannot be placed online without a value with the correct number of characters in the PO field.

Note: This field is only visible if Requires PO set to Yes.
An online order cannot be submitted without the correct number of PO characters.

 

Locations

SectionDescription
Default Billing


This is the default Billing Address for this customer. It will default on all their quotes and orders if the Contact on the order/quote does not have their own specific address.  
Default ShippingThis is the default Shipping Address for this customer. It will default on all their quotes and orders if the Contact on the order/quote does not have their own specific address.  

It can also be set to Same as Billing address by checking the box to the right of Default Shipping.
Additional Locations  

This allows for additional addresses for this customer to be added.  


Note: Additional Locations can have This different tax rates from the default customer rate to be set. When the additional address is selected on a quote/order/shipment, it removes selected tax rates and adds the Location Tax Types.

For more information, see Contacts - Locations.


Online Ordering

Field
Description
Payment
These are the payment options that the Contact will have available to them at checkout. If this field is left blank, the Customer's options will be used.
Role
This is the role that will control what the Contact can see and do online.
Username
This is the username the Contact will login with, it must be unique.
New Password
Enter a New Password.
Confirm New Password
Re-enter password to Confirm New Password.
Portals
Portal Access
These selections are the portals that the Contact has access to.
Default Portal
This is the Contact's default portal that urls will be created from and that the main default portal will direct them to on login.
Budgets
AddThese are the budgets that this Contact has access to.
Default BudgetThis is the default budget for this contact.

Note: If a budget default is set, items will have that budget prefill on creation, regardless of if a budget is required or not. 
Budget RequiredToggle switch to Yes if the contact is required to add a budget when ordering items.
Products
These are the products that this Contact has access to.

For more information, see Contacts - Products.
Approvers

Note: An initial save needs to be done on the Contact modal prior to adding approvers. 

If you attempt to add approvers without having saved the modal first, an error message will generate.
Select some options from the drop-down.
Note: Additional levels for Approvers can be added by selecting the + icon to the right-hand side of the drop-down. The additional approver levels will automatically be removed if there are no names in the drop-down.

For more information, see Contact - Online Ordering.


  2.      Select {Save}. A Contact view page will open. The page will now show the 

           name of the new contact.


After saving Contact modal, stored credit card profiles can be added on the Contact view page. For more information, see Contacts - Financial.