Customer Contacts
Important Notice: Based on recommendations from our Cyber Security Team, the standard Birth Date (DOB) field has been transitioned to a Custom Field, enabling each CommTrak customer to archive or delete this information as required.
A contact is an individual associated with a company.
The Contacts screen can be accessed from any customer record by clicking the Contacts tab at the top of the screen.
A Contacts Summary is also displayed below the company details on the main Customer Screen.
Add New Contact
Click to display the Add new contact pop-up window, and complete the following fields as required:
Contact Name (mandatory)
Full name of the contact.
Contact Title
Job title of the contact.
Contact Phone
The contact's direct telephone number.
Mobile Number
The contact's mobile number.
The contact's email address.
CommTrak checks emails for valid form, and for the validity of the domain name. If either are invalid, the user will be prompted to enter a valid email address.
If you are presented with an error message relating to the contact's email address, please see the article, Email Error in Contact record.
Portal Username & Portal Password
The Customer Portal provide access, to approved customer contacts, to view and modify certain information relating to their CommTrak Customer Record. These Portal Username and Portal Password fields are related to this feature.
For details about the Customer Portal, including portal features, and how to provide Contact's access to the Customer Portal, please see the CommTrak Support Centre section, Customer Portal.
Birth Date
Important Notice: Following recommendations by our Cyber Security Team, the standard date of Birth (DOB) field has been removed from contact information and any data previously stored in the date of birth field has been moved to a Custom Field in the Contact details window, enabling each CommTrak customer to archive or delete this information as required.
Note
A note relating to this contact.
Visible To
Contact information can be visible to either All Staff or restricted to Role Permitted Staff. The default is All Staff.
Departments
The departments with which this contact is associated within their organisation. This field allows more than one department to be specified for each contact.
Although typically used to simply identify the contact's department (e.g. Accounts), this feature can be useful when using CommTrak's Email Marketing module. For example, if a department called Monthly Newsletter is selected, an email marketing campaign could be targeted to all contacts who have specified that they wish to receive your monthly newsletter.
Contact Departments are maintained in Customer Settings.
Click to create the new contact.
Current Contacts
This section lists the details of active customer contacts.
Clicking on a contact's email address in the Current contacts list will open a new email in your default email client (for example, Outlook). The contact's email address will be populated automatically in the To field of the new email window.
Clicking on a contact row in the Current contacts list will display the contact details so they can be modified (the available fields are detailed in the Add New Contact section of this page).
Additional details shown are:
Last Modified
The date on which this contact record was last modified.
Modified By
The name of the person who modified the contact record.
If the contact record was modified via the Customer Portal, a hoverable information icon is displayed adjacent to the name.
Archived Contacts
An archived contact is a contact who is no longer associated with the customer.
To archive a current contact, click the contact in the Current contacts list to display the contact's details, then click . The contact will be removed from the Current contacts section, and will be displayed in the Archived contacts section below.
To reactivate an archived contact, click the tick-box next to the archived contact's name, then click . The reactivated contact will now be displayed in the Current contacts section.
It is not possible to delete a contact, as a contact may have been referred to in other areas of CommTrak (for example, in the Notes section). Retaining contacts in an archive enables these links to be maintained for future reference.
Archived Contacts in Search Results
When searching for contacts on the CommTrak Search Dashboard, contacts matching your search that have been are archived are displayed at the bottom of the results list, in struck-through text:
In the above image Fran James appears in the list of matching results, but their name is struck-through, which identifies the contact as archived.