{"id":420,"date":"2019-03-03T13:02:21","date_gmt":"2019-03-03T13:02:21","guid":{"rendered":"https:\/\/builder-help.gjgardner.com\/?page_id=420"},"modified":"2023-05-03T23:50:52","modified_gmt":"2023-05-03T23:50:52","slug":"contact-management","status":"publish","type":"ht_kb","link":"http:\/\/help.gjgardner.com\/nz\/hc\/contacts\/contact-management\/","title":{"rendered":"Contact Management"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Contacts are people, companies, and locations which your business has relationships with. Contacts may fall into the following types:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">creditors\/suppliers<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">debtors<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">customers<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">employees<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">finance companies<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">cities\/counties<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">other type<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">You can manage all these contacts and their relationships in the Contacts section.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">List of Contacts<\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">To manage contacts, on the navigational sidebar, select <\/span><b>Contacts<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">The Contacts section opens, as follows:<\/span><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"495\" src=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-1024x495.jpg\" alt=\"\" class=\"wp-image-9138\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-1024x495.jpg 1024w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-300x145.jpg 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-768x372.jpg 768w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-50x24.jpg 50w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-1536x743.jpg 1536w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-18x9.jpg 18w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-60x29.jpg 60w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List-100x48.jpg 100w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Contacts-List.jpg 1914w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure><\/div>\n\n\n<p><span style=\"font-weight: 400;\">Here you can see the list of contacts. For each contact, the following information is available:<\/span><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><b>Name<\/b><\/td><td><span style=\"font-weight: 400;\">Name of the contact. By default, the system shows contacts in the alphabetical order.<\/span><\/td><\/tr><tr><td><b>Contact Types<\/b><\/td><td><span style=\"font-weight: 400;\">Type of the contact. A single contact may have multiple types assigned.<\/span><\/td><\/tr><tr><td><b>Phones<\/b><\/td><td><span style=\"font-weight: 400;\">Phone number of the contact.<\/span><\/td><\/tr><tr><td><b>Email<\/b><\/td><td><span style=\"font-weight: 400;\">Email address of the contact.<\/span><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><b>To sort contacts:<\/b><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">You can sort contacts by name, email, and phone number.<\/span><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Click the header of the column which you want to sort by.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">You can also click the down or up arrow icons, to sort items in the descending or ascending order.<\/span><\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><b>Creating New Contacts<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">You can create new contacts of different types and manage their relationships with your company.<\/span><\/p>\n\n\n\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/M83xF8WyLTs\" width=\"656\" height=\"369\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Click <\/span><b>Create New Contact<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"500\" src=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-1024x500.jpg\" alt=\"\" class=\"wp-image-9139\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-1024x500.jpg 1024w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-300x146.jpg 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-768x375.jpg 768w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-50x24.jpg 50w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-1536x750.jpg 1536w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-18x9.jpg 18w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-60x29.jpg 60w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact-100x49.jpg 100w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/05\/Create-New-Contact.jpg 1920w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">On the <\/span><b>Create New Contact<\/b><span style=\"font-weight: 400;\"> page, specify the following information about a new contact, as follows:<\/span><br> <table> <tbody> <tr> <td><b>Type<\/b><\/td> <td>Select the contact type between \u2018Business\u2019 or \u2018Individual\u2019. This option alters display of the Name (for the Business) or the First Name and Last Name fields (for the Individual). <p>&nbsp;<\/p> <p>For the contact of the Employee type, the required First and Last Name fields will be displayed. The specified full name will be used for creation of a new Google account.<\/p> <\/td> <\/tr> <tr> <td><b>Name<\/b><\/td> <td>Enter the business name of a contact,<\/td> <\/tr> <tr> <td><b>First Name<\/b><\/td> <td>Enter the first name of a new contact. If you choose \u2018Business\u2019, you are prompted to enter the company name only.<\/td> <\/tr> <tr> <td><b>Last Name<\/b><\/td> <td>Enter the last name of a contact.<\/td> <\/tr> <tr> <td><b>Display<\/b><\/td> <td>Select the preferred option to display the first and last names of a contact.<\/td> <\/tr> <tr> <td><b>Addressee<\/b><\/td> <td>This field is automatically populated after entry of the first and last names of an individual contact. If needed, you can update it. For business contacts, you can specify the name of an addressee from scratch.<\/td> <\/tr> <tr> <td><b>Street 1<\/b><\/td> <td>Enter the primary street address of a contact.<\/td> <\/tr> <tr> <td><b>Street 2<\/b><\/td> <td>Enter the subsidiary street address of a contact.<\/td> <\/tr> <tr> <td><b>Suburb\/City<\/b><\/td> <td>Enter the city where the contact locates. The system may automatically suggest possible matches while you type.<\/td> <\/tr> <tr> <td><b>State<\/b><\/td> <td>Enter the state where the contact locates. The system may automatically pre-populate the state if the specified city maps to the specific state.<\/td> <\/tr> <tr> <td><b>Postcode<\/b><\/td> <td>Enter the ZIP code of the location where the contact operates.<\/td> <\/tr> <tr> <td><b>Phone 1<\/b><\/td> <td>Enter the primary phone number of a contact.<\/td>  <\/tr><tr><td><b>Phone 2<\/b><\/td> <td>Enter the subsidiary phone number of a contact.<\/td> <\/tr> <tr> <td><b>Fax<\/b><\/td> <td>Enter the fax number of a contact.<\/td> <\/tr> <tr> <td><b>Email<\/b><\/td> <td>Enter the email address of a contact.<\/td> <\/tr> <tr> <td><b>Salutation<\/b><\/td> <td>Enter the appropriate salutation for a contact.<\/td> <\/tr> <tr> <td><b>Contact<\/b><\/td> <td>Enter the contact for a business type.<\/td> <\/tr> <tr> <td><b>Memo<\/b><\/td> <td>Enter the memo about a contact.<\/td> <\/tr> <\/tbody> <\/table> <\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">In the right part of the page, locate the list of contact types.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Locate the contact type you want to assign to the contact and click <\/span><b>Assign<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Continue specifying details for the contact according to the selected type.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Once complete, click <\/span><b>Process<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ol>\n\n\n\n<p><b>Note<\/b><\/p>\n\n\n\n<pre class=\"wp-block-preformatted\"><span style=\"font-weight: 400;\">When you enter the phone number in the Phone 1 or Phone 2, the system checks whether other Contacts with the same phone number exist in the system. If any exist, the system will show the inline warning about probable contact duplication.<\/span><\/pre>\n\n\n\n<p><b>Note<\/b><\/p>\n\n\n\n<pre class=\"wp-block-preformatted\"><span style=\"font-weight: 400;\">When you create a business Contacts of the Employee type, you need to specify the first and last names of the Contact.<\/span><\/pre>\n\n\n\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/AGxJdXl318Q\" width=\"656\" height=\"369\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>Editing the Contacts<\/b><\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Open the list of contacts.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">On the list with contacts, locate the contact you want to edit.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Hover over the contact until the action icons appear.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Click the <\/span><b>Edit&nbsp;<img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-188 alignnone\" src=\"\/wp-content\/uploads\/2019\/02\/edit-icon.png\" alt=\"\" width=\"15\" height=\"15\"><\/b> <span style=\"font-weight: 400;\"> icon.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Make the appropriate modifications in the contact.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">When complete, click <\/span><b>Process<\/b><span style=\"font-weight: 400;\">..<\/span><\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><b>Searching for Contacts<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">You can search for contacts by their names, phone numbers and emails.<\/span><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Open the list of contacts.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Above the list, locate the search field.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Enter your search query and click the <\/span><b>Find <img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-308 alignnone\" src=\"\/wp-content\/uploads\/2019\/03\/find-icon.png\" alt=\"\" width=\"18\" height=\"18\"><\/b> <span style=\"font-weight: 400;\"> icon. Alternatively, you can press <\/span><b>Enter<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"356\" src=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-1024x356.jpg\" alt=\"\" class=\"wp-image-9083\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-1024x356.jpg 1024w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-300x104.jpg 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-768x267.jpg 768w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-50x17.jpg 50w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-1536x534.jpg 1536w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-18x6.jpg 18w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-60x21.jpg 60w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts-100x35.jpg 100w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Search-Contacts.jpg 1917w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">To clear the search query, click the <\/span><b>Clear <img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-1999 alignnone\" src=\"\/wp-content\/uploads\/2019\/04\/clear-icon.png\" alt=\"\" width=\"10\" height=\"10\"><\/b> <span style=\"font-weight: 400;\"> icon.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>Filtering Contacts<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">You can filter contacts against their types and enable display of inactive contacts.<\/span><\/p>\n\n\n\n<p><b>To filter contacts against their types:<\/b><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">To the left side of the list with contacts, locate the Contact Types block.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Clear the boxes for the account types that you want to hide.<\/span><\/li>\n<\/ol>\n\n\n\n<p><b>To show inactive contacts:<\/b><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Below the Contact Types block, locate the <\/span><b>Show Inactive<\/b><span style=\"font-weight: 400;\"> toggle.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">To enable display of inactive contacts, move the toggle right.<\/span><\/li>\n<\/ol>\n\n\n\n<p><b>To hide inactive contacts:<\/b><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Below the Contact Types block, locate the <\/span><b>Show Inactive<\/b><span style=\"font-weight: 400;\"> toggle.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">To disable display of inactive contacts, move the toggle left.<\/span><\/li>\n<\/ol>","protected":false},"excerpt":{"rendered":"<p>Contacts are people, companies, and locations which your business has relationships with. Contacts may fall into the following types: You can manage all these contacts and their relationships in the Contacts section. List of Contacts To manage contacts, on the navigational sidebar, select Contacts. The Contacts section opens, as follows:&#8230;<\/p>","protected":false},"author":21,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[88,95],"ht-kb-tag":[],"class_list":["post-420","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-contacts","ht_kb_category-needs-update"],"_links":{"self":[{"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb\/420"}],"collection":[{"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/users\/21"}],"replies":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/comments?post=420"}],"version-history":[{"count":9,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb\/420\/revisions"}],"predecessor-version":[{"id":9141,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb\/420\/revisions\/9141"}],"wp:attachment":[{"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/media?parent=420"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb-category?post=420"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb-tag?post=420"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}