Contact Management

OBJECTIVE

The Contact Management option is used to centralize information for contacts, employees, suppliers and customers. This option is accessible from the main menu or in certain system options.

 

Summary

• Create an Individual Contact
• Create a Company Contact
• Create a Site

 

ICONS

Contact Management Icons

Only the icons specific to this window are defined in the table below.

Icon	Title	Used to
	Contact	Manage individual contacts.
	Company	Manage company contacts.
	Site	Manage site contacts.
	Human Resource File	Consult the human resource file, only when an individual contact type is selected.
	Location on a Map	Access the Display Address on a Map window, in order to display the address on a map, such as Google.
	Send	Access the Send a message window, in order to send an email message to the selected contact.
	Transmittal Log	Access the Transmittal Log window, in order to consult all the communications sent to the selected contact.
	Configuration	Configure the options for Address format for the clipboard.

 

STEPS

maestro* > Maintenance > General Maintenance > Contacts > Contact Management

 

This option allows for the management of three types of contacts: individual contacts, company contacts and site contacts. The three types of contacts are part of the same table, but offer different options.

 

Create an Individual Contact

When a new contact is entered, maestro* checks whether a similar entry already exists. If so, it proposes to add the current entry or to open the corresponding contact. If no code is entered, maestro* assigns a default code. If the code already exists, maestro* displays the data already entered for the code.

1. Enter the required information for the Contact:

Field	Description
Number	Number that identifies the contact. NOTES: If no code is entered, maestro* assigns one by default. If the code already exists, maestro* displays the saved information for the code.
Status	Status for the contact, Active or Inactive.
Type	Type of contact. NOTE: The contact types are issued from Define Contact Types.

2. Enter the required information in the Contact’s Information section:

Field	Description
Salutation	Select the salutation to be used for correspondence.
First Name	Enter the first name of the contact.
Last Name	Enter the family name of the contact.
Title	Enter or select the professional title of the contact.
Function	Enter or select the function of contact within the company.
Category	Enter or select the contact category.
Employee	Select an employee that already exists in Employee Management. NOTE: This lets you create a link between an employee and a contact. Address information is synchronized automatically.
Create a new record	Check the box to create an employee file in Employee Management automatically when saved.
User	Select a user code. NOTE: This allows for a link between the user and the contact.
Email	Enter the email address for the contact. This email address will be used for all types of mailings (Examples: Call Dispatch, Work Order Dispatch and Quotations Dispatch). NOTE: It may be either the employee’s professional email address or personal email. But, generally, the professional email address is used. This email can also be used for the mailing of pay slips and the T4, T4A and RL-1 forms, if no personal email address was defined.
Personal Email	Enter the personal email address for the contact. This second email address allows for the distinction between professional emails and private emails. NOTE: Email address that will be used for the mailing of pay slips and the T4, T4A and RL-1 forms if the communication method is set to Email. If no personal email is entered maestro* uses the email address indicated in the Email field.

3. Enter the required information in the Phone Number section:

Field	Description
Phone 1	Enter the telephone number. NOTE: Check the “LD” box to indicate that this number is long distance.
Phone 2	Enter the telephone number. NOTE: Check the “LD” box to indicate that this number is long distance.
Fax	Enter the fax number. NOTE: Check the “LD” box to indicate that this number is long distance.
Cellular	Enter the cellular number. NOTE: Check the “LD” box to indicate that this number is long distance.
Correspondence Language	Select the language of correspondence for the contact. NOTE: The choices are: English and French.
Communication Method	Select the communication method to use by default when maestro* sends a document to this contact. NOTE: The choices are Email, Fax and Paper. When used with maestro*mobile, for instance, to send a summary of the work performed to a customer, the communication method must be Email. It may, however, be necessary to create a second contact specifically for *mobile if the primary communication method has to be different (such as Paper, for archiving needs).
Communication Mode	Select the communication mode for the contact. Used for the dispatch and the processes. NOTE: The choices are: Email, Text Message and Telephone.

4. Enter the required information in the Address section:

Field	Description
Address	Enter the address for the contact.
City	Enter or select the city.
Province	Enter or select the province.
Country/Region	Enter or select the country/region.
Postal Code	Enter the postal code.
U.S. Zip Code	Enter the zip code, applicable only for the U.S.
Intersection	Enter the names of the streets of the closest intersection.
Zone	Enter or select the zone.
Distance	Maestro* displays the distance between the contact’s address and the company address. NOTE: Is displayed only if the Enable the calculation of road distances by Google is activated in General Settings - Miscellaneous and that the displayed address is different than the saved address.

5. Click on Save.
6. Enter the required information in the Company tab:

Click on the New icon to create a new company to link to the selected contact. Click on the Add an existing company icon to link it to the selected contact.

 

Field	Description
Company	Allows the user to link the contact to a company, in order to share the same information. NOTES: By selecting a company contact, the address information are displayed in the Company’s Address section, the telephone and fax information is displayed in the Company’s Phone Numbers section, and other information such as the website and company category are displayed in the Company Information section. If the company has not been created yet (or never will be created), it is possible to enter the name of the company directly.
Main Comp	Check the box to indicate if the company is the main company.
Contact No.	Maestro* displays the company contact number.
Company	Maestro* displays the name of the company.
Company ID Mask	Allows the user to link a contact to a single company by assigning the company number to the contact, in multidimensional mode only. NOTES: This makes the contact inaccessible to other companies. It is possible to enter a mask with XXXX characters to allow access to certain companies. This field is not synchronized with the entire application. If it is changed, it only affects Contact Management.

7. Enter the required information in the Sites tab:

Click on the New icon in order to create a new site linked to the selected contact. Click on the Multiple Selectionicon to link one or several sites to the selected contact.

8. Enter the required information in the Other Information tab:

Field	Description
Scale	Used to enter a rating for the contact. NOTE: You can sort on this field when selecting a sub-contractor in Quotations (construction).
Scope	Used to specify the scope of work the contact can complete. For example, 0 to 100,000 ft2, 100,001 to 500,000 ft2. NOTE: You can sort on this field when selecting a sub-contractor in Quotations (construction).
Sector of Work	Used to enter more detailed information about the activities of the contact or company.
Notes	Used to enter special notes about the contact or company.
Document Password	Used to enter the contact's password required to open documents sent to him by email using mass mailings. Note: Even though the field has a 50-character capacity, passwords are limited to 30 characters.

9. The Distribution List tab displays the links between the contacts and the companies, the sites and the distribution lists to which the contact belongs.
10. The Tramsmittal Log tab displays the history of the mailings sent to the contacts by maestro*.
11. Click on Save.

 

Create a Company Contact

1. Enter the required information for the Company:

Field	Description
Number	Number that identifies the contact. NOTES: If no code is entered, maestro* assigns one by default. If the code already exists, maestro* displays the saved information for the code.
Status	Status for the contact, Active or Inactive.
Type	Type of contact. NOTE: The contact types are issued from Define Contact Types.

2. Enter the required information in the Company Information section:

Field	Description
Company	Enter the company name.
Division	Enter the company division.
Category	Enter or select the company category.
Web Site	Enrer the company website.
Customer	Enter or select the customer code.
Supplier	Enter or select the supplier.
Email	Enter the main email address for the company.

3. Enter the required information in the Phone Number section:

Field	Description
Phone 1	Enter the telephone number. NOTE: Check the “LD” box to indicate that this number is long distance.
Phone 2	Enter the telephone number. NOTE: Check the “LD” box to indicate that this number is long distance.
Fax	Enter the fax number. NOTE: Check the “LD” box to indicate that this number is long distance.
Cellular	Enter the cellular number. NOTE: Check the “LD” box to indicate that this number is long distance.
Correspondence Language	Select the language of correspondence for the contact. NOTE: The choices are: English and French.
Communication Method	Select the communication method to use by default when maestro* sends a document to this contact. NOTE: The choices are: Email, Fax and Paper.
Communication Mode	Select the communication mode for the contact. Used for the dispatch and the processes. NOTE: The choices are: Email, Text Message and Telephone.

4. Enter the required information in the Address section:

Field	Description
Address	Enter the address for the contact.
City	Enter or select the city.
Province	Enter or select the province.
Country / Region	Enter or select the country/region.
Postal code	Enter the postal code.
U.S. Zip Code	Enter the zip code, applicable only for the U.S.
Intersection	Enter the names of the streets of the closest intersection.
Zone	Enter or select the zone.
Distance	Maestro* displays the distance between the contact’s address and the company address. NOTE: Is displayed only if the Enable the calculation of road distances by Google is activated in General Settings - Miscellaneous and that the displayed address is different than the saved address.

5. Click on Save.
6. Enter the required information in the Contacts tab:

Click on the New icon in order to create a new contact linked to the company selected. Click on the Multiple Selection icon to link one or several contacts to the company selected.

Refer to the steps in the first part of this document for help on creating and individual contact.

7. Enter the required information in the Sites tab:

Click on the New icon in order to create a new site linked to the company selected. Click on the Multiple Selection icon to link one or several sites to the company selected.

8. Enter the required information in the Other Information tab:

Field	Description
Scale	Used to enter a rating for the contact. NOTE: You can sort on this field when selecting a sub-contractor in Quotations (construction).
Scope	Used to specify the scope of work the contact can complete. For example, 0 to 100,000 ft2, 100,001 to 500,000 ft2. NOTE: You can sort on this field when selecting a sub-contractor in Quotations (construction).
Sector of Work	Used to enter more detailed information about the activities of the contact or company.
Notes	Used to enter special notes about the contact or company.
Document Password	Used to enter the contact's password required to open documents sent to him by email using mass mailings.

9. The Distribution List tab displays the links between the contacts and the companies, the sites and the distribution lists to which the contact belongs.
10. The Maestro Forms Links allows the user to select the types of forms and the contacts to link to the company.

The Service Contract column allows to link a company's forms and contacts to specific service contracts.

11. The Tramsmittal Log tab displays the history of the mailings sent to the contacts by maestro*.
12. Click on Save.

 

Create a Site

1. Enter the required information for the Site:

Field	Description
Number*	Number that identifies the contact. NOTES: If no code is entered, maestro* assigns one by default. If the code already exists, maestro* displays the saved information for the code.
Status	Status for the contact, Active or Inactive.
Type	Type of contact. NOTE: The contact types are issued from Define Contact Types.

2. Enter the required information in the Site Information section:

Field	Description
Name	Ent the name of the site.
Address	Enter the site address.
VilleCity	Enter or select the city.
Province	Enter or select the province.
Country / Region	Enter or select the country / region.
Postal Code	Enter the postal code.
U.S. Zip Code	Enter the zip code, applicable only for the U.S.
Intersection	Enter the names of the streets of the closest intersection.
Zone	Enter or select the zone.
Phone 1	Enter the telephone number. NOTE: Check the “LD” box to indicate that this number is long distance.
Phone 2	Enter the telephone number. NOTE: Check the “LD” box to indicate that this number is long distance.
Cellular	Enter the cellular number. NOTE: Check the “LD” box to indicate that this number is long distance.
Fax	Enter the fax number. NOTE: Check the “LD” box to indicate that this number is long distance.
Notes	Used to enter special notes about the contact or company

3. Click on Save.
4. Enter the required information in the Links tab:

Click on the Multiple Selection icon to link one or several contacts to the site selected.

5. Enter the required information in the Sites tab:

Click on the New icon in order to create a new site linked to the site selected. Click on the Multiple Selection icon to link one or several sites to the site selected.

6. The Tramsmittal Log tab displays the history of the mailings sent to the contacts by maestro*.
7. Click on Save.

 

See also

• Employee Management
• Quotations
• Customer Management
• Supplier Management
• Contact Groups Management
• Progression of Geolocation
• How to Configuring Direct Supplier Payment

 

Last modification: November 07, 2024