Managing the Client Contact

This page guides you through the creation and the management of client contacts.

These are the topics in this page

Introduction

Brevity allows the organisation to maintain multiple contact records against the client profile. Contacts can assume specific functions in connection to the management of clients engagement with the service organisation. Contact records are established through the Contact Persons data-grid which is located under the Related Contacts tab of the client profile.

Navigating the Client Contact page

The following is an outline of the fields that comprise the Client Contact page:

Client: This is a drop down field that lists the name of client for which the contact relates.
First Name: This field is used to input the contacts given name.
Last Name: This field is used to input the contacts surname.
Date of Birth: This field is used to list the contacts date of birth. The date can be specified as free text or by using the calendar picker.
Age: This field is used to input the contacts age.
Relationship: This is a drop down field that lists the relationship the contact has with the client.
Emergency Contact: This field is used to indicate whether the contact is to be used in the event of an emergency
Language Spoken: This is a drop down field that lists the language spoken by the contact.
Priority: This field is used to input the order of importance of the contact.
Remarks: This field is used to input a narrative of comments applicable with the contact or the relationship with the client.
Address 1: This field is used to input the first line of the contacts address.
Address 2: This field is used to input the second line of the contacts address.
Suburb: This field is used to input the suburb associated with the contacts address.
State: This field is used to input the state associated with the contacts address.
Post Code: This field is used to input the postcode associated with the contacts address.
Title: This is a drop down field that lists the contacts courtesy title.
Home Phone: This field is used to input the home phone number of the clients contact.
Mobile Phone: This field is used to input the mobile number of the clients contact.
Work Phone: This field is used to input the work phone number of the clients contact.
Email: This field is used to input the email address of the clients contact.

Communicating with the Related Contacts

Once a Contact has been assigned to the client profile, we can use the email function on the participant profile to communicate with that Contact. However it is important to remember that the Contact record will need to have an email address reflected with the record profile.

As shown in the image below our Contacts assigned to the participant profile are listed within the communication party drop list categorised under Contacts. Using the participant profile for our messaging we can avoid a disparant approach simply by consolidating all email communications, through a single record.

Creating a Client Contact record

To create a client contact observe the following steps:

Select the Clients>Clients sub-menu to open the Client List page into the browser.
Search for the Client record from within the Client list.
Highlight the Client record to be edited.
Either click on the edit button or double click on the Client record to open it within the Client form.
Using the vertical scroll bar, slide the client page until you reach the Related Contacts panel.
Select the Add New Record icon located above the Contact Persons data-grid to open the New Client Contact record page within the Browser.
Within the First Name field, input the given name of the contact.
Within the Last Name field, input the surname of the contact.
Within the Date of Birth field specify the date the contact was born. The date can be specified as free text or by using the calendar picker.
Within the Relationship field, select from the drop down list the contacts relationship with the client.
Within the Emergency Contact field indicate either YES or NO.
Within the title field, select the from the drop down list the contacts courtesy title.
Under Address panel there are a number of fields for registering the address, these include the Address 1, suburb, state and postcode fields. Data entry is optional within these fields.
Under Contact panel there are a number of fields for registering phone and email contact details, these include the Email, Home Phone, Mobile Phone and Work Phone fields. Data entry is optional within these fields.
Once done select the save button to create the contact record.
Click on the close button to exit from the page and return to the client page.

Editing a Client Contact record

To edit a client contact observe the following steps:

Select the Clients>Clients sub-menu to open the Client List page into the browser.
Search for the Client record from within the Client list.
Highlight the Client record to be edited.
Either click on the edit button or double click on the Client record to open it within the Client form.
Using the vertical scroll bar, slide the client page until you reach the Related Contacts panel.
Highlight and double click the contact record to open it within the Edit Client Contact record page within the browser.
Update the changes to the record.
Click the SAVE button to update the client contact record.
Click the CLOSE button.

Deleting a Client Contact record

Although not recommended, and you are referred to the notes on record deactivation, to delete a contact record observe the following steps, off which there are two approaches available.

Deleting from the Client Contact data-grid

Select the Clients>Clients sub-menu to open the Client List page into the browser.
Search for the Client record from within the Client list.
Highlight the Client record to be edited.
Either click on the edit button or double click on the Client record to open it within the Client form.
Using the vertical scroll bar, slide the client page until you reach the Related Contacts panel.
Highlight the Contact that is to be deleted.
Select the Delete icon located to the right of the record to present a pop-up screen
Select OK to confirm the deletion.

The Client Contact data-grid will automatically refresh.
The Primary Contact, Invoice Recipient and Mail Recipient field(s) will be updated, where the deleted contact was used as a value in any of those field.

Deleting from the Client Contact record

Refer to steps 1 - 6 as listed above.
Highlight and double click the contact record to open it within the Edit Client Contact record page within the browser.
Select the DELETE button from the ribbon bar
Select OK to confirm the deletion.
Select the CLOSE button to exit the page

Activate and Deactivate a Client Contact

To edit the activity status of a Client Contact record observe the following steps:

Select the Clients>Clients sub-menu to open the Client List page into the browser.
Search for the Client record from within the Client list.
Highlight the Client record to be edited.
Either click on the edit button or double click on the Client record to open it within the Client form.
Using the vertical scroll bar, slide the client page until you reach the Related Contacts panel.
Highlight and double click the contact record to open it within the Edit Client Contact record page within the browser.
To deactivate the Client Contact record select the Deactivate button, upon screen refresh the input fields will be disabled. The Deactivated Contact will be retained within the data-grid.
Deactivated contact records will not be available for selection from the fields listed within the Primary Contact Persons or POA panels
To activate the Client Contact record select the Activate button.
Once done, you can exit back to the Client profile.