11.3.4. Viewing Contact Details

Contact Details can be viewed by clicking on the details icon at the left side of each contact or by double-clicking on a row.

11.3.4.1. Tools Menu

On the Contact summary page, we can see the tools button on the right side of the page.

The Tools button has following options:

11.3.4.1.1. Create Label

This option allows you to create labels using the Dymo Label Writer. To use this option you must connect a Dymo Label Writer to the computer where you are using OfficeClip. When activated, the current contact label is automatically printed on the label writer.

[Note] Note

For the Dymo Label Writer to work, you must be connected to Windows PC.

11.3.4.1.2. Scan QR Code
  • Scan the QR Code of the Contact.

  • The QR Code allows user to capture the contact directly to the Contacts application of a mobile phone using the phone's camera .

  • This screen captures limited information like name, email address and phone number of the contact.

11.3.4.1.3. Tracking Time

The tracking time feature mainly serves as a tool for monitoring time spent for a given task on various contacts. The user can track the amount of time spent working on a contact. This feature enables management to know where project resources are being used.

  • To Track Time for a contact, click on CRM > Contacts.

  • Then double-click on a contact or click on the Contact Details icon from the Contact List for which track time is to be created.

  • On the Contact Summary page, click on the Tools drop-down at the top right and click on the Track Time button.

  • The resulting pop-up window shows the tracked time and allows you to add a new time. To add the time tracked, go to the Add New section.

  • Enter the Duration, Date, and Notes (these notes are internal and will not be shown in the timesheet details if the time is exported to the Timesheet application).

  • Press Save when finished.

  • To Edit a tracked time entry, click on the Edit icon in the Actions column, change the information at the bottom, and click on Save.

  • Your new item will appear in the Track Time list. Press the Cancel button to close the window and return to the screen to continue making changes to the contact.

  • To delete a track time entry, click on the Delete icon in the Actions column.

11.3.4.1.4. Converting a Contact to an Account

When a prospect or a contact becomes a customer, you can use this option to create an account record in OfficeClip. The company name becomes the account name of the new entry. The existing contact becomes a contact child record under that account.

[Note] Note

This option may be disabled if an account is already created for the contact.

11.3.4.1.5. History

OfficeClip keeps track of all the changes made to the contact record. History includes any modified field, any added notes, and so forth. This option shows a list of all such changes in chronological order.

Note: This feature is only available in the Enterprise Edition of OfficeClip.

11.3.4.2. New Menu

The New menu button, next to the Tools menu button in the top right corner, allows users to insert some related information quickly (without changing the context of the screen).

The following related information can be added to the contact

11.3.4.2.1. Documents

Relevant Documents can be attached to a contact, allowing important information to be easily accessed from one place.

Upload File: These files can be uploaded from the local disk and stay with the Contacts. These files are removed when the contact is deleted.

To Upload file:

  1. In Contacts, click on the icon of a contact.

  2. On the Contact summary screen on the top right corner, click on New > Documents.

  1. Click on the icon.

  1. You can drag and drop a file from your windows explorer application or you can click the Select button and choose the file from the desired location.

  2. Click Save and Close.

11.3.4.2.2. Issues

The Issues displayed are issues within the Issue Tracker application associated with a particular contact. You can select a binder to view any issues within that binder, and you can create new issues and binders by clicking on the respective links and filling in the necessary fields.

To learn more about Issues, click here.

11.3.4.2.3. Email

Emails associated with the contact will be shown on this widget. These emails are captured from the OfficeClip Email application and matched against the Contact's email address.

To send Email from this screen:

  1. In Contacts, click on the icon of a contact to send email.

  2. Click New > Email.

  3. Enter the email-id, subject and message.

  4. Click Send, or to exit click Cancel.

11.3.4.2.4. Events

Events are appointments linked with the contact; these events show up with the Contact as well as OfficeClip Calendar.

To add New Events:

  1. In Contacts, click on the icon of a contact to add new events.

  2. Click New > Events.

  3. Enter the title, description, location, the start time and date of the event, and the duration of the event.

  4. Click Save after you finish and Click Cancel to exit.

11.3.4.2.5. Notes

Notes are encounters with the Contact. They appear in chronological order and can be

public (shown to all the Organization users) or private (seen by the creator only).

Add a Note

  1. In Contacts, click on the icon of a contact to add a note.

  2. Click New > Notes. The screen appears with the note creation template.

  3. Enter the title and type your notes in the Note box and click Spell Check to identify and correct any spelling errors.

  4. If you are creating a personal note, click the Private check box. In the Note List a lock icon is displayed beside the note, indicating that it is a personal note. A public note will be visible to all users.

  5. To add Attachments, click on the icon. To upload a file, click on the Select button and choose the file from the desired location. You can also drag and drop a file in the box from your windows explorer.

  6. Click Save to save the note in the Note List, or Cancel to exit.

[Note] Note

Personal notes can only be accessed by the user; public notes can be seen by every user in the organization

11.3.4.2.6. Tasks

Tasks related to the Contact are shown here. They are also shown in the OfficeClip Tasks application.

To add new Tasks:

  1. In Contacts, click on the icon of a contact to add new tasks.

  2. Click New > Task.

  3. Enter the title, description of the task, the type of task, due date and time affixed if any.

  4. Click Save after you finish and Click Cancel to exit.

11.3.4.2.7. Relationship

Contact Manager provides the ability to create arbitrary relationships between various entities in OfficeClip.

For example:

  • For Real Estate Transactions, a Broker can be a relationship between two Contacts.

  • An Account can be a Partner of another Account.

  • A Contact can be a Coordinator for an Opportunity.

To create relationships in Contact Manager between the Contact Manager (Contacts, Accounts, Opportunities and Campaigns modules, first we need to Add new relation. To do so:

  1. Click HRM > Contacts > Admin > Relations.

  2. Click on Add Relations.

  1. Enter the Name, then click Save and click Done.

  2. On the Contact Screen, click on the Contact detail icon for the Contact for which you want to create a relationship.

  3. On the contact summary screen, click Relations and New Relationship.

  1. Choose the Relation from the drop-down list and select the Second Participant from the drop-down list and click Search.

  2. From the contact list, choose the contact for which a relationship is to be created.

  1. On the contact summary screen of the contact, you can see the relationship created.