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 New | This 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 PO | If 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 Count | If 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
Section | Description |
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 Shipping | This 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 |
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Budgets |
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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.