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 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:

	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.

Addresses

Addresses Synchronise to Upvise Companies using the following Logic:

Workbench	Upvise
Company Name	Name
Phone	Phone
GST Number	Tax Number
Address1	Street
Address2	City
PostCode	Zipcode
Address4	Country

Contact Groups

Use Groups to group together 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 goto the Groups section and tap +.
In the web account: click + in the toolbar and select Group.

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

Contact Regions

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: goto the 'Regions' section and tap +. NB: 'Regions' only appears 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. Or to update multiple contacts, goto the Contacts/Companies list, check the box next to one or more items or select All, then click on the Add icon and select "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.

Data Sharing & User Access

The question raised in this section is:

Do you want:

All Contacts 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:

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.

Map Tab:

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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:

Use the Batch Geocode menu item to refresh the map with newly entered geocoordinates.

Related Pages:

Calendar

Projects

Process Flow: