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

	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

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.
Email	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.

Contact Fields	Definition	Workbench Integration

Contact Fields	Definition	Workbench Integration
Name	Full Name of the company	“Company Name” on the company in workbench
Email	Company’s email address	The person’s email address in workbench, derived from the company’s default address:
Phone	Company’s Fixed line phone number, or the primary contact number of the company.	The Companies “Phone” in workbench
Fax	Company Faximle number	The companies “Fax” in workbench
Website	URL of the contact’s website or blog	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 company belongs to	If a company in workbench is flagged as a supplier, in Upvise the group will be “Suppliers”. If a company in workbench is flagged as a client, in Upvise the group will be “Clients”. If a company in workbench is flagged as a subcontractor, in Upvise the group will be “Subcontractor”. If the company in workbench is made inactive in workbench, in Upvise all groups will be removed and the company 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 Company.	No relationship between workbench and Upvise. Owner sets to none when companies are synced from workbench. The owner can then manually be set in Upvise where needed.
Related Companies	one or more other Companies that the company may be related to	No relationship between workbench and Upvise
Note	enter a general note or description related to the company.	No relationship between workbench and Upvise

Use Groups to group contacts or companies that share the same characteristics.
Groups and Regions are shared between contacts and companies.

Create a Group
On the mobile: tap + from the Home screen and select Group, or go to the Groups section and tap +.
In the web account: click + in the toolbar and select Group.

Edit Groups
On the mobile: go to the Groups section and tap the Edit icon, to rename or delete a Group.
In the web account: go to the Groups section and click on the 3-dot menu, then select Edit Groups. Or go to the Options menu.

Add Contact or Company to Group
On the mobile: edit the Contact/Company and set the Group field.
In the web account: edit the Contact/Company and set the Group field. Or to update multiple contacts, go to the Contacts/Companies list, check the box next to one or more items or select All, then click on the Add icon and select "Add to group" menu.
A Contact/Company can belong to more than one group.

Browse by Group
On the mobile: tap on Groups from the main screen.
In the web account: click on Groups from the Left pane menu. In the Contacts/Companies Map view, you can also filter the Map by Group.

Regions are useful to group contacts or companies according to geographical location.
Groups and Regions are shared between contacts and companies.

Create a region
In the web account: click + in the toolbar and select Region.
On the mobile: go to the 'Regions' section and tap +. NB: 'Regions' only appear when there is at least one region created.

Edit Regions
On the mobile: go to the Regions section and tap the Edit icon, to rename or delete a Region.
In the web account: Goto the Options menu / Regions tab to add, rename or delete a Region.

Add Contact or Company to Region
On the mobile: edit the Contact/Company and set the Region field.
In the web account: edit the Contact/Company and set the Region field. To update multiple contacts, go to the Contacts/Companies list, check the box next to one or more items or select All, then click on the Add icon and select the "Move to region" menu.
A Contact/Company can belong to only one region.

Browse by Region
On the mobile: tap on Regions from the main screen.
In the web account: click on Regions from the Left pane menu. In the Contacts/Companies Map view, you can also filter the Map by Region.

The question raised in this section is:

Do you want:

All Contacts are to be accessible by any of your team members, irrespective of whether they are Managers or Standard users?
or
Admins and Managers, to control individually which Clients are accessible by which team member?

If your answer is 1.
You must check"Data Shared by all Users" in the Contacts Options menu. When checked, all Contacts and Companies are accessible by all users, even Standard Users, who can otherwise only access the data they own.

If your answer is 2.
The option must be turned off. Managers can assign contacts and companies by setting the Owner field. SeeOwnership Assignment.

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?
1. 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.

Related Pages:

Calendar

Projects

Process Flow: