Contacts
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 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.
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:
| Definition | Workbench Integration |
|---|---|---|
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. |
The Contact Info screen displays all fields for which a value has been entered.
Contact Fields | Definition | Workbench Integration |
|---|---|---|
Name | Full Name of the contact | “Full Name” on the Person in workbench  |
Is Lead | check if the Contact is a Sales Lead. | No relationship between workbench and Upvise, “Leads” are managed only in Upvise. |
Job Title | title of Contact within a Company. Example: "Sales Director". | “Job Title” of the person in workbench.  |
Company | organization the Contact belongs to as an employee. If the Company does not already exist, tap + on mobile or click Add New at the bottom of the combo on the web, to create it. | Company on the Person in workbench.
|
Contact's email address | The person’s email address in workbench. | |
Email 2 | Contact’s Second email address | The person’s “Email Address 2” in workbench. |
Mobile | Mobile phone number | The person’s “Mobile Phone” in workbench. |
Phone | Fixed line phone number | The Person’s “business Phone” in workbench |
Fax | Faximle number | The Person’s 'Fax” in workbench |
Website | URL of the contact’s website or blog | No relationship between workbench and Upvise |
Skype | Contact’s Skype name | No relationship between workbench and Upvise |
Address | Street, City, Zipcode, State, Country. The Position field contains the geo-coordinates | “Personal Address” on the person in workbench Syncs to “Street” in Upvise. It’s recommended to store Personal address information on the contact via a form. See sensitive data management. |
Group | one or more groups that the contact belongs to | If a person in workbench is an Employee, in Upvise the group will be “Employees”. if the person in workbench is made inactive in workbench, in Upvise all groups will be removed and the contact moved to a group called “Inactive”. |
Region | region that the contact belongs to | No relationship between workbench and Upvise |
Owner | one or more Upvise users who own this Contact. | No relationship between workbench and Upvise. Owner sets to none when contacts are synced from workbench. The owner can then manually be set in Upvise where needed. |
Related Companies | one or more other Companies that the contact may be related to | “Company” on the person in workbench. |
Salutation | how to address the person, e.g. Mr, Mrs, Dr, Mx. Used in the Name and Address block of PDF exports (Quotes, Invoices, Jobs, Projects). | “Title” on the person in workbench. |
Note | enter a general note or description related to the person. | No relationship between workbench and Upvise |
Photo | (web only) upload a picture of the person. The photo will appear as a thumbnail in the Contact view on the web. The picture will be resized to 90*90. | No relationship between workbench and Upvise |
Stock Location (Custom Field) | The default Stock Location as defined on the employee in workbench. Stock Locations will only apply to workbench clients using Stock. This will set the Stock location to this default within the Daily Diary Stock Issue form. | The Default Stock Location specified on the employee in workbench is synced across and stored as text on the contact in Upvise. Used for Daily Diary data entry purposes. |
Default Activity (Custom Field) | Will default the user's daily diary timesheet to the specified activity. | The Default Activity specified on the employee in workbench is synced across and stored as text on the contact in Upvise. Used for Daily Diary data entry purposes. |
Timesheet Group (Custom Field) | Each employee is placed into a Timesheet Group which matches the company's organisational structure. Employees can only belong to one Timesheet Group. | The Timesheet Group specified on the employee in workbench is synced across and stored as text on the contact in Upvise. Used for Daily Diary data entry purposes. |
Screen Guide:
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.