02/01/2024 Contact & Company field mapping to WB Updated
Overview:
Contacts provide a quick way to look at internal and external stakeholders' contact details.
It is the entry point for all phone and email communications with your clients.
It provides an a unified view of the activity related to each client: notes, tasks, events, projects, jobs,...
It enables managers to assign ownership of clients to members of their team, as well as organise and classify contacts into groups.
A visual indicator of their physical location is available on the Map tab for those with addresses.
You can set up things like access levels, custom fields, and email preferences in the Options menu.
Definitions:
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Contacts | A Contact is a person, who can belong to a Company. | Contacts are “People” in workbench and synced to Upvise. All People are synced to Upvise. |
Companies | A Company is an organization with employees. It can contain one or more contacts | Companies are 'Companies” in workbench and are synced to Upvise when the “Other” flag is selected on the company in workbench. A Company can only be one of a Supplier or a Client in Upvise so an additional company will need to be created in WB with both flags if both are needed. |
Groups | A Group is a generic classification of Contacts and Companies. | Contact and Companies are automatically categorised into Groups when synced from workbench. These consist of “Suppliers”, Employees”, “Clients”, 'Subcontractors” and “inactive”. Additional Groups can be created in Upvise and added to a contact or company. |
Regions | A Region is a specific classification of Contacts and Companies by location. | No relationship between workbench and Upvise, contact regions are managed only in Upvise. |
Favourites | Favorites is a special Group of Contacts and Companies. It can be used to tag frequently accessed clients. | No relationship between workbench and Upvise, contact favourites are managed only in Upvise. |
My Team | My Team is a list of Contacts which correspond to each of the Users in your Upvise account. A Contact is automatically created in “My Team” for each new Upvise user account created. The Contacts in My Team have the same features as other contacts. It is used mainly to store and manage the contact details of Upvise users (phone numbers, address, etc..) | No relationship between workbench and Upvise, “My Team” is managed only in Upvise. Upvise Users are created via Workbench. |
Leads | A Lead is a Contact tagged specially as a Sales Lead, i.e. a potential customer for your business. | No relationship between workbench and Upvise, “Leads” are managed only in Upvise. |
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The Contact Info screen displays all fields for which a value has been entered.
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Company Name | Name | |||||||||||||||||||||||||||||||||||
Phone | Phone | |||||||||||||||||||||||||||||||||||
GST Number | Tax Number | |||||||||||||||||||||||||||||||||||
Address1 | Street | |||||||||||||||||||||||||||||||||||
Address2 | City | |||||||||||||||||||||||||||||||||||
PostCode | Zipcode | Address4 | Country
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Use Groups to group together contacts or companies that share the same characteristics. Create a Group Edit Groups Add Contact or Company to Group Browse by Group |
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Regions are useful to group contacts or companies according to geographical location. Create a region Edit Regions Add Contact or Company to Region Browse by Region |
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The question raised in this section is: Do you want:
If your answer is 1.  If your answer is 2. |
Screen Guide:
List Tab:
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 This tab shows existing Contacts or Companies and their basic details. New contacts can be added using the + button, and you can tick the box next to multiple names and use the Message button to draft an email or SMS, or Add To button to add/move them to Groups or Regions. Several other functions can be accessed using the menu button such as import, export, merge, and duplicate detection. Click on the Name field to see further details or to edit the contact using the pencil icon. You can quickly duplicate similar contacts here and change what is different. Clicking the Company field will navigate to the linked company details. Clicking the Email field will prompt you to choose from a blank email or from a list of email templates found in Options → Email Templates. The Phone field will attempt to open Skype to dial the given number. |
This tab provides a visual representation of the location of contacts. They can be sorted by Groups and Regions.
To have the contact show up on the map, select the contact and click the pencil button to begin editing. Find the Address section and populate the Position field with the GPS coordinates. If you do not know the coordinates, you can find them using a service such as Google Maps:
Map View:
You can specify geo-coordinates for a Contact/Company. This is used to place a Contact/Company geographically on a Map, or in the Nearby function.
Geo-coordinates are formatted as 'latitude, longitude' in decimal degrees, and are specified in the Position field of the Address section of a Contact/Company.
The geo-coordinates of a Contact/Company are calculated automatically as soon as a valid address, i.e. including at least a City, is entered.
On the mobile, when you tap the Position field, you can choose to get the Position value directly from the GPS current location, or the Address, or Edit the field by entering a latitude and longitude manually.
Batch geocoding of Contacts and Companies
There may be contacts and companies in your database with no geo-coordinates, either because the automatic coding failed or because you imported contacts and companies via a CSV upload with no geocode data.
In this case, we offer Batch geocoding, i.e the geo-coordinates are calculated from the Address for all the contacts/companies in your database in one go:
Go to the Contacts or Companies section and open the Map tab.
Click on Batch Geocode.
Note that geocoding is limited to 2000 items per day. You can check the list of items that have No address specified or No geocode in the respective tabs.
FAQ’s
How do I merge contacts?
Contacts should be created in workbench and synced across to Upvise. Where a duplicate contact has been created in Upvise in error, manual intervention is required by Workbench Support to remediate. The “merge contacts” tool is upvise is not recommended to be used as it does not retain the workbench link.