AccountManager Contacts

UpdatedJune 24, 2023

ByKrystyana Greaves

Contact profiles store all the information about individual contacts, and are normally linked to corresponding account profiles. They can be shared by all the users of an AccountManager database, but your AccountManager Administrator may have set certain restrictions in place, such as allowing field salespeople to only see their own contacts.

The detail tabs of the contact profile contain specific information relative to the contact. The embedded view at the bottom displays a variety of linked documents that the contact has been associated with.

Creating Contacts

1. Open the AccountManager database, and click on the “New Contact” button found above most views.

2. On the “Contact” tab, click the “Company” hyperlink to select the contact’s company from the pick list. This will populate the default address and phone information from the account profile

3. Fill in additional basic information such as first name, last name, title and email.

4. You may “Save” and “Close” the contact profile at this point, or continue entering additional information on the detail tabs.

Contact Profile Field Descriptions

(Note: The fields available on your contact profiles may vary from those in the example, depending up on your company’s configuration. See your AccountManager administrator with any questions.)

[Contacts Screenshot]

Action Buttons:

(Note: The dropdown choices on your Action Buttons may vary depending upon your company’s configuration. See your AccountManager administrator with any questions.)

Button Name	Usage
Close	Closes the contact profile.
Edit/Save (toggles between)	Edit – Enables the ability to edit the contact profile. No changes can be made until the Edit button is clicked. Save – Saves the contact profile
Action Item	Opens a new Action Item for this contact.
Meeting	Opens a new Meeting document for this contact.
Email	Email – Opens a new email pre-populated with the contact’s primary email address, salutation and first name (or nickname). The user’s signature from the User Profile is also pre-populated. Emails sent in this manner become “linked documents” to the contact, and are visible to other AccountManager users. See Activities/Email Help for additional information on this document type. Form Email – Prompts user to choose a template from the Correspondence > Form Email Templates view. Then, opens a new email based on that template, and pre-populated with the contact’s primary email address, salutation and first name (or nickname). The user’s signature from the User Profile is also pre-populated. Emails sent in this manner become “linked documents” to the contact, and are visible to other AccountManager users. See Activities/Email and Correspondence Help for additional information on this document type. Broadcast Email – Opens a new email pre-populated with the contact’s primary email address in the “Bcc:” field. The user’s signature from the User Profile is also pre-populated. Emails sent in this manner do not become “linked documents” to the contact, and are not saved anywhere in the AccountManager database.
Letter	Letter – Opens a new letter pre-populated with the contact’s name and address information, and the user’s closing/signature area. Designed to be printed on letterhead paper, letters generated in this manner become “linked documents” to the contact, and are visible to other AccountManager users. See Activities/Letters Help for additional information on this document type. Form Letter – Prompts user to choose a template from the Correspondence > Form Letter Templates view. Then, opens a new letter based on that template, pre-populated with the contact’s name and address information, and the user’s closing/signature area. Designed to be printed on letterhead paper, letters generated in this manner become “linked documents” to the contact, and are visible to other AccountManager users. See Activities/Letters and Correspondence Help for additional information on this document type. Fax Letter – Opens a Fax cover page per-populated with the contact’s name, company and fax number information. Can be printed and used traditionally, or sent electronically if your company has electronic fax capabilities. See your administrator with questions. Faxes generated in this manner become “linked documents” to the contact, and are visible to other AccountManager users. See Activities/Letters Help for additional information on this document type.
Note	Opens a new Note for this contact. (“Notes” are not reportable, or linkable to any other documents. They are best utilized as a place to store information such as contract information, shipping account numbers, driving directions or other similar information).
Web	Web Site – Launches your web browser application and opens the Website entered on the account profile. Road Map – Launches your web browser application, performs an online map search based on the Address entered on the account profile, and displays the results. News Search – Launches your web browser application, performs an online finance news search based on the contact’s account name, and displays the results. Stock Search – Launches your web browser application, performs an online finance stock search based on the Stock Symbol entered on the account profile, and displays the results.
Copy	Copy into New Contact – Opens a new contact profile pre-populated with the same company’s address and phone information. Useful when entering multiple contacts for the same company. Copy into Email – Copies the contact’s header information such as name, address, phone, fax and email are copied into an email
New	Opportunity – Opens a new Opportunity profile for this contact’s account. Sample – Opens a new Sample request for this contact’s account. Quote – Opens a new Quotation for this contact’s account. RFQ – Opens a new Request For Quotation for this contact’s account. Registration – Opens a new Registration for this contact’s account. Design Win – Opens a new Design Win for this contact’s account.
Notify	Opens a dialog box in which you can enter a comment and then send it in a notification email to the account manager(s) assigned to the contact’s account. (Lotus Notes email users only).

“Contact” Detail Tab:

Field Name	Description
Company	Company’s name (click the hyperlink to select).
First Name	Contact’s first name.
Middle Name	Contact’s middle name.
Last Name	Contact’s last name.
Title	Contact’s formal job title.
Phone	Contacts primary telephone number (clicking the “Phone” button will dial the phone number if you have Windows dialer, or Skype Out configured on your computer. See your administrator with questions). The additional box to the right of the Phone field for an Extension number if desired.
Fax	Contact’s fax number.
CC	Contact’s country code.
Mobile	Contact’s mobile/cell phone number (clicking the “Mobile” button will dial the mobile number if you have Windows dialer, or Skype Out configured on your computer. See your administrator with questions).
Address	Contact’s postal address. Two fields provided to accommodate Address1 (i.e. street address) and Address2 (i.e. building or suite #).
City	Contact’s city.
State/Province	Contact’s state or province (can be configured as a clickable hyperlink by your administrator to allow for selection from a list).
Zip/Postal Code	Contact’s zip code or postal code.
Country	Contact’s country (can be configured as a clickable hyperlink by your administrator to allow for selection from a list).
Email	Contact’s main email address. Will be used when creating an email to this contact.

If desired, you may overwrite the default phone and address information with alternate information specific to this contact. If you choose to do so, you will see prompt(s) similar to the one below when saving the contact. Select “Yes” to acknowledge that future updates to the account profile’s phone and/or address will not update this contact profile, or “No” to revert back to the default address or phone information from the account.

[Contacts Screenshot 2]

If “Yes” is selected, you will see a broken link icon to indicate that this contact’s information is no longer linked and maintained separately from that of the account. [broken link image]

“Account Info” Detail Tab:

(Note: All information on this tab is populated automatically with information from the account profile, once the “Company” is selected on the Contact tab.)

Field Name	Description
Account Manager	Field/Outside salesperson assigned to the account.
Inside Sales	Inside salesperson or customer service person assigned to the account.
Territory	Territory of the account.
Industry	Industry or market segment of the account.
Web Site	Web site address of the account.
Account Type	The company’s business type and relationship to your organization.
Account Status	Status of the account.
Account Phone	Primary phone number of the account.
Account Fax	Primary fax number of the account.
Account Category	Internal category of the account.
Stock Symbol	Stock symbol for the account.

“Contact Info” Detail Tab:

Field Name	Description
Contact Status	Status of the contact (Click the hyperlink to select. Choices are populated by your AccountManager Administrator).
Key Contact	Check the box to indicate this contact is considered a “key” contact at the account. See Accounts Help for information on where key contacts are displayed on the account profile.
Contact Type	Type of contact. Normally used to group contacts with similar job descriptions or titles. (Click the hyperlink to select. Choices are populated by your AccountManager Administrator).
Category	Internal category of the category (Click the hyperlink to select. Choices are populated by your AccountManager Administrator).
Trade Orgs	Organizations or associations to which this contact belongs.
Email 2	Additional email address for the contact.
Phone 2	Additional phone number for the contact.
Home	Home phone number for the contact.
Referred By	Person/organization/source that referred the contact to you.
Referred To	Person/organization to whom you referred the contact.
Reports To	Contact’s supervisor.
Assistant	Contact’s assistant.
Email 3	Additional email address for the contact.
Fax 2	Additional fax number for the contact.
Pager	Pager number for the contact.
Other	Additional phone number for the contact.
Product Interest	Products in which the contact has expressed interest (Can be configured as a clickable hyperlink by your administrator, to allow for selection from a list).
Contact Background	Background information about the contact.

“Personal Info” Detail Tab:

Field Name	Description
Spouse	Name of the contact’s spouse.
Family Members	Names of the contact’s children/other family members.
Misc	Other personal information you wish to capture.
Nick Name	Nickname of the contact (used in the greeting of letters or emails to the contact).

“Comments” Detail Tab:

Field Name	Description
Comments	Additional comments or information that was not appropriate in other fields. Click the hyperlink to preface the comments with your name, date and time the comment was entered.
Attachments	Files attached to this contact profile. Can also be used to store other URL’s or web site addresses relative to this contact.

Embedded View:

The embedded view displays a variety of linked documents to the contact. It is an expandable/collapsible view categorized by document type, status and date, and displays summary information about the document. Double-click to open any document from this view.

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