This lesson is structured on the layout of the Contact Settings page and explains each of the key sections and what they do.
To get to Contact Settings, click into your name at the top, right hand corner of the screen and go to Tools & Settings. In the Application Settings section on the left of the screen, you will see Contact Settings second in the list.
GENERAL SETTINGS
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Contact View Access |
The first dropdown in General Settings is the 'Contact View Access'. The majority of you will use 'Client Ownership' here as this gives all users a view of the Contacts they are the Owner of as a default view. However, if you are a TrackerRMS Client who solely uses the system to create Telesales lists and wish to assign your users specific sets of Contact Lists, you would use the 'Send Lists Contacts Only' view. |
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Show Linked Activities |
The 'Show Linked Activities' options allow you to determine whether you see linked activities against the Contact record and the Candidate Record if there is a linked record between the two, (so a Candidate record and a Contact record for the same person). Some Clients wish to see everything against both records, so therefore, 'Yes, show linked Activities' should be selected, but if you only want to see the Activities which relate to the one record, you will need to select 'No, only show Activities for the Record'. |
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Default Contact Status |
This option will set the default contact status for a Contact record upon creation. If you don't want to use this, please leave it blank. |
| Default Client and Contact Ownership |
This option is used to select ONE user from the dropdown list who you wish to be the default owner for both a Client and Contact when they are created. If you don't want to use this, please leave blank. |
| Cascade Client Ownership changes to Contact |
If you wish to ensure that a Contact record is updated to the same Owner as the Client, if the Client Owner changes, you will need to select 'Yes, cascade Ownership to Contacts' from this dropdown. If you are happy to leave the Contact Owner as it is, select 'No, leave ownership as is'. |
CONTACT TYPES
| Default Contact Type |
This option will set the default contact type for a Contact record upon creation. If you don't want to use this, please leave it blank. |
| Contact Types |
Contact Types are editable and can be deleted, or new ones added. This is used to enable you to distinguish between Contacts who are a reference, or willing to provide a review for example. To edit what is already there, or delete, click on the relevant row and select 'Edit' or 'Delete'. |
CONTACT ROLES
| Contact Roles |
Role names can be used to determine the type of role the particular Contact plays in the business. So they may be a decision maker, or a blocker for example. You may click on a row to edit or delete, or you can add a new Role by clicking 'New'.
Add your Role Name and select a symbol from the dropdown to best represent it. |
BUSINESS UNITS
| Business Units |
Business Units are used to catagorize your Contacts into the area in which they sit within the Company, such as Board Members, Managers or Staff. These can be edited or deleted by clicking into the row and selecting 'Edit' or 'Delete'. To add a new Business Unit, click 'New' and enter the name, then Ok.
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CONTACT STATUS
| Contact Status |
Contact Status is editable and can be deleted, or new ones added. This is used to enable you to distinguish between Contacts who may be a prospect, do not use, or current client for example. To edit what is already there, or delete, click on the relevant row and select 'Edit' or 'Delete'. |
