Why Multiple Contacts Matter
Many customers have multiple people you work with for different purposes. Store contact information for:- Owners and decision makers
- Purchasing managers
- Receiving personnel
- Accounts payable staff
- Operational managers
Viewing Customer Contacts
Accessing the Contact List
- Navigate to the customer detail page
- Click the Contacts tab
- You’ll see a grid listing all contacts for this customer
Contact Information Displayed
Each contact shows:- First Name: Contact’s first name
- Last Name: Contact’s last name
- Title: Job title or role
- Phone Number: Contact phone
- Email Address: Contact email
Adding New Contacts
Step-by-Step Process
- Go to the customer detail page
- Click the Contacts tab
- Click the Add New button (green plus icon)
- Fill in the contact form:
- First Name: Contact’s first name
- Last Name: Contact’s last name
- Phone Number OR Email Address: At least one contact method is required
You must provide either a phone number or an email address (or both). This flexible requirement allows you to add contacts even when you only have one method of reaching them.
- Title: Job title or role (e.g., “Store Manager”, “Purchasing Director”)
- Phone Number: If email was provided (becomes optional)
- Email Address: If phone was provided (becomes optional)
- Click Save to add the contact
Contact Information Tips
Use Descriptive Titles- Include the person’s role or responsibility
- Examples: “Owner”, “Purchasing Manager”, “Receiving Coordinator”
- Helps identify who to contact for what purpose
- Double-check phone numbers include area codes
- Verify email addresses are spelled correctly
- Test important email addresses if possible
Editing Contact Information
Making Updates
- In the Contacts tab, click on the contact you want to edit
- Update any fields as needed:
- First name
- Last name
- Title
- Phone number
- Email address
- Click Save
Common Updates
Contact Information Changes- New phone numbers
- Updated email addresses
- Changed job titles or roles
- Update the title field to reflect new responsibilities
- Update contact information if phone or email changed
- Add a new contact if someone else takes over the role
Validation Rules
Required Information
| Field | Requirement |
|---|---|
| First Name | Required |
| Last Name | Required |
| Required if no phone provided | |
| Phone | Required if no email provided |
| Title | Optional |
Format Requirements
- Email: Must be a valid email format (e.g., [email protected])
- Phone: Should include area code for reliable contact
Best Practices
Contact Management Best Practices
- Keep contact information current with regular updates
- Use descriptive titles to identify each person’s role
- Include area codes with all phone numbers
- Verify email addresses to avoid bounced messages
- Add new contacts when people change roles rather than updating existing ones
- Provide both email and phone when available for maximum flexibility
Regular Maintenance
Keep Information Current- Update contact information when it changes
- Add new contacts when you learn about new people
- Remove or mark inactive contacts who have left
- Review contact lists quarterly
- Verify email addresses still work
- Update titles when people change roles
Troubleshooting
Cannot save contact - validation error
Cannot save contact - validation error
Problem: Error message when trying to save a contact.Solution: Ensure you have provided either an email address or a phone number. First and last name are also required. Check that email addresses are in valid format.
Contact not appearing in list
Contact not appearing in list
Problem: A contact you added doesn’t show in the contacts tab.Solution: Refresh the page to reload the contact list. If the issue persists, verify the contact was saved successfully (check for any error messages).