Contacts Use the procedures in this section to manage resource contacts and contact settings. Related Topics:Add a Contact to a Resource Depending on your role in WorkBook you can add contacts to companies, employees, clients, suppliers, competitors, prospects, or any other resource types in Resources. View or Update Resource Contact Information Depending on your role in WorkBook, you can view or modify information about resource contacts in Resources. This information includes the contact name, address, email, phone number, skills, resource groups, and interests. Enable a Resource Contact to Create Client Jobs Using Client Settings Depending on your role in WorkBook, you can use the Contact Access Dialog box in Client Settings in Resources to enable contacts to create jobs for clients. This is useful when you have clients who are more involved in the day-to-day management of projects and jobs and whose contacts need access to jobs, price quotes, schedules, and other information. Alternatively, you can enable contacts to create jobs for clients using the contact card. . Prevent a Resource Contact from Creating Client Jobs Using Client Settings Depending on your role in WorkBook, you can use the Contact Access Dialog box in Client Settings in Resources to prevent contacts from creating jobs for clients. Alternatively, you can complete this task using the contact card. . Deactivate Resource Contacts Depending on your role in WorkBook, you can deactivate contacts that you you no longer need in Resources - for example, if you are not currently working with the contact but you plan to work with them again in the future. You can assign that client company's activities to a new contact before deactivating the current one. Activate Inactive Resource Contacts Depending on your role in WorkBook, you can activate inactive contacts in Resources. Display Inactive Resource Contacts Depending on your role in WorkBook, you can display inactive contacts In Resources. You need to make inactive contacts visible before you can activate them, anonymize them, or merge them with other contacts. Merge Resource Contacts Depending on your role in WorkBook, you can merge two contacts into one regardless of their status in Resources. This process deactivates one of the contacts. This is useful when you have duplicate resource contacts. Anonymize Deactivated Resource Contacts Depending on your role in WorkBook, you can make a contact anonymous after deactivating it in Resources. This is useful if the contact works in a region or country covered by the EU's General Data Protection Regulation (GPDR), which requires companies to delete personal employee data under the "right to erasure" or "right to be forgotten" provision. Move a Resource Contact to Another Resource Depending on your role in WorkBook, you can move contacts from one resource to another in Resources. For example, if a resource contact moves to another department or resigns from the company, you can assign another contact to that resource. Alternatively, you can move prospect and client contacts in the prospect card in Pipelines, Clients & Prospects List, My Activities, and All Activities in CRM. Create One-on-One Conversations With a Resource Contact Depending on your role in WorkBook, you can have one-on-one task conversations with resource contacts in Resources. All one-on-one conversations are private - only you and the contact that you are having the conversation with have access to the conversation. You can also view your one-on-one conversations in Inbox. Enable a Resource Contact to Create Client Jobs Using the Contact Card Depending on your role in WorkBook, you can use the contact card in Resources to enable contacts to create jobs for clients. This is useful when you have clients who are more involved in the day-to-day management of projects and jobs and whose contacts need access to jobs, price quotes, schedules, and other information. Alternatively, you can enable contacts to create jobs for clients using the contact card. You can also define the contacts' access to jobs and job teams. Alternatively, you can enable contacts to create jobs for clients in Client Settings. . Define a Resource Contact's Access Settings Depending on your role in WorkBook, you can modify a resource contact's access settings in Resources. These include the login name, access role, password, and the ability to create new tags, open and close task and tickets, and add job team members and contacts to clients. Define a Resource Contact's Job Access Settings Depending on your role in WorkBook, you can define which clients a resource contact has job access to in Resources. You can also define the level of job access for each contact. Enable a Resource Contact to Access Job Teams Depending on your role in WorkBook, you can grant resource contacts access to job teams in Resources. Add Custom Codes to a Resource Contact Depending on your role in WorkBook, you can add multiple custom codes to contacts in Resources. You can use custom codes to reference a resource, client, or job to another platform or system that you are using. Some examples of custom codes are Google Adwords and Bing. You can also delete custom codes that you no longer need. Link Profiles to a Resource Contact Depending on your role in WorkBook, you can link multiple profiles to each resource contact in Resources. Profiles provides you with another layer for grouping contacts. To do this, you must first create the profiles in Settings > Clients & Resources > Resource Profiles. View Conversations That a Resource Contact is On Depending on your role in WorkBook, you can view the conversations that contacts are on in Resources. Alternatively, you can view the conversations that prospect and client contacts are on in CRM. View the Tasks That a Resource Contact is On Depending on your role in WorkBook, you can view resource contact tasks in Resources. Alternatively, you can view prospect/client contact tasks in CRM. View Jobs That a Resource Contact is On Depending on your role in WorkBook, you can view the jobs that contacts are on in Resources. Alternatively, you can view the jobs that prospect and client contacts are on in CRM. View Pipelines That a Resource Contact is On Depending on your role in WorkBook, you can view the pipelines that contacts are on in Resources. Alternatively, you can view the pipelines that prospect and client contacts are on in CRM. Create a New Pipeline From the Resource Contact Card Depending on your role in WorkBook, you can create pipelines for contacts in Resources. Alternatively, you can create new pipelines for prospect and client contacts in CRM. Add Interest Codes to a Resource Contact Depending on your role in WorkBook, you can add interest codes to resource contacts in Resources. The interest codes then become available for selection in the Information section of the contact card. These codes enable you to categorize contact into groups based on a specific area of interest. For example, you can create an interest code for contacts who are interested in cycling and alert them about cycling events, thereby helping you establish and maintain a good business relationship with them. Alternatively, you can add interest codes to prospects and clients in CRM. Merge a Resource Contact's Interest Codes Depending on your role in WorkBook, you can merge a resource contact's interest codes in Resources. Alternatively, you can merge a prospect or client contact's interest codes in CRM. Manage a Resource Contact's Folders and Documents Depending on your role in WorkBook, you can create, delete, or rename folders for resource contacts in Resources. You can also generate default folder templates. Alternatively, you can manage folders and documents for prospect and client contacts in CRM. Manage a Resource Contact's Emails Depending on your role in WorkBook, you can manage a resource contact's emails by deleting, moving, downloading, forwarding, or replying to them In Resources. You can also download all email attachments as zip files. Alternatively, you can manage a prospect or client contact's emails in CRM. Define Optional Fields for a Resource Contact Depending on your role in WorkBook, you can define optional fields for resource contacts in Resources. These fields enable you to link agency-specific information to your contacts. Alternatively, you can define optional fields for prospect and client contacts in CRM. Define a Resource Contact's Default Job Settings Depending on your role in WorkBook, you can define the default job settings for resource contacts in Resources. Alternatively, you can define the default job settings for prospect and client contacts in CRM. Add External References to a Resource Contact Depending on your role in WorkBook, you can add external references to resource contacts in Resources. For example, WorkBook uses external reference IDs to easily import information from MediaForce. Alternatively, you can add external references to prospect and client contacts in CRM. Parent Topic: Procedures HomeWorkBook Online HelpResourcesProceduresContacts
Contacts Use the procedures in this section to manage resource contacts and contact settings. Related Topics:Add a Contact to a Resource Depending on your role in WorkBook you can add contacts to companies, employees, clients, suppliers, competitors, prospects, or any other resource types in Resources. View or Update Resource Contact Information Depending on your role in WorkBook, you can view or modify information about resource contacts in Resources. This information includes the contact name, address, email, phone number, skills, resource groups, and interests. Enable a Resource Contact to Create Client Jobs Using Client Settings Depending on your role in WorkBook, you can use the Contact Access Dialog box in Client Settings in Resources to enable contacts to create jobs for clients. This is useful when you have clients who are more involved in the day-to-day management of projects and jobs and whose contacts need access to jobs, price quotes, schedules, and other information. Alternatively, you can enable contacts to create jobs for clients using the contact card. . Prevent a Resource Contact from Creating Client Jobs Using Client Settings Depending on your role in WorkBook, you can use the Contact Access Dialog box in Client Settings in Resources to prevent contacts from creating jobs for clients. Alternatively, you can complete this task using the contact card. . Deactivate Resource Contacts Depending on your role in WorkBook, you can deactivate contacts that you you no longer need in Resources - for example, if you are not currently working with the contact but you plan to work with them again in the future. You can assign that client company's activities to a new contact before deactivating the current one. Activate Inactive Resource Contacts Depending on your role in WorkBook, you can activate inactive contacts in Resources. Display Inactive Resource Contacts Depending on your role in WorkBook, you can display inactive contacts In Resources. You need to make inactive contacts visible before you can activate them, anonymize them, or merge them with other contacts. Merge Resource Contacts Depending on your role in WorkBook, you can merge two contacts into one regardless of their status in Resources. This process deactivates one of the contacts. This is useful when you have duplicate resource contacts. Anonymize Deactivated Resource Contacts Depending on your role in WorkBook, you can make a contact anonymous after deactivating it in Resources. This is useful if the contact works in a region or country covered by the EU's General Data Protection Regulation (GPDR), which requires companies to delete personal employee data under the "right to erasure" or "right to be forgotten" provision. Move a Resource Contact to Another Resource Depending on your role in WorkBook, you can move contacts from one resource to another in Resources. For example, if a resource contact moves to another department or resigns from the company, you can assign another contact to that resource. Alternatively, you can move prospect and client contacts in the prospect card in Pipelines, Clients & Prospects List, My Activities, and All Activities in CRM. Create One-on-One Conversations With a Resource Contact Depending on your role in WorkBook, you can have one-on-one task conversations with resource contacts in Resources. All one-on-one conversations are private - only you and the contact that you are having the conversation with have access to the conversation. You can also view your one-on-one conversations in Inbox. Enable a Resource Contact to Create Client Jobs Using the Contact Card Depending on your role in WorkBook, you can use the contact card in Resources to enable contacts to create jobs for clients. This is useful when you have clients who are more involved in the day-to-day management of projects and jobs and whose contacts need access to jobs, price quotes, schedules, and other information. Alternatively, you can enable contacts to create jobs for clients using the contact card. You can also define the contacts' access to jobs and job teams. Alternatively, you can enable contacts to create jobs for clients in Client Settings. . Define a Resource Contact's Access Settings Depending on your role in WorkBook, you can modify a resource contact's access settings in Resources. These include the login name, access role, password, and the ability to create new tags, open and close task and tickets, and add job team members and contacts to clients. Define a Resource Contact's Job Access Settings Depending on your role in WorkBook, you can define which clients a resource contact has job access to in Resources. You can also define the level of job access for each contact. Enable a Resource Contact to Access Job Teams Depending on your role in WorkBook, you can grant resource contacts access to job teams in Resources. Add Custom Codes to a Resource Contact Depending on your role in WorkBook, you can add multiple custom codes to contacts in Resources. You can use custom codes to reference a resource, client, or job to another platform or system that you are using. Some examples of custom codes are Google Adwords and Bing. You can also delete custom codes that you no longer need. Link Profiles to a Resource Contact Depending on your role in WorkBook, you can link multiple profiles to each resource contact in Resources. Profiles provides you with another layer for grouping contacts. To do this, you must first create the profiles in Settings > Clients & Resources > Resource Profiles. View Conversations That a Resource Contact is On Depending on your role in WorkBook, you can view the conversations that contacts are on in Resources. Alternatively, you can view the conversations that prospect and client contacts are on in CRM. View the Tasks That a Resource Contact is On Depending on your role in WorkBook, you can view resource contact tasks in Resources. Alternatively, you can view prospect/client contact tasks in CRM. View Jobs That a Resource Contact is On Depending on your role in WorkBook, you can view the jobs that contacts are on in Resources. Alternatively, you can view the jobs that prospect and client contacts are on in CRM. View Pipelines That a Resource Contact is On Depending on your role in WorkBook, you can view the pipelines that contacts are on in Resources. Alternatively, you can view the pipelines that prospect and client contacts are on in CRM. Create a New Pipeline From the Resource Contact Card Depending on your role in WorkBook, you can create pipelines for contacts in Resources. Alternatively, you can create new pipelines for prospect and client contacts in CRM. Add Interest Codes to a Resource Contact Depending on your role in WorkBook, you can add interest codes to resource contacts in Resources. The interest codes then become available for selection in the Information section of the contact card. These codes enable you to categorize contact into groups based on a specific area of interest. For example, you can create an interest code for contacts who are interested in cycling and alert them about cycling events, thereby helping you establish and maintain a good business relationship with them. Alternatively, you can add interest codes to prospects and clients in CRM. Merge a Resource Contact's Interest Codes Depending on your role in WorkBook, you can merge a resource contact's interest codes in Resources. Alternatively, you can merge a prospect or client contact's interest codes in CRM. Manage a Resource Contact's Folders and Documents Depending on your role in WorkBook, you can create, delete, or rename folders for resource contacts in Resources. You can also generate default folder templates. Alternatively, you can manage folders and documents for prospect and client contacts in CRM. Manage a Resource Contact's Emails Depending on your role in WorkBook, you can manage a resource contact's emails by deleting, moving, downloading, forwarding, or replying to them In Resources. You can also download all email attachments as zip files. Alternatively, you can manage a prospect or client contact's emails in CRM. Define Optional Fields for a Resource Contact Depending on your role in WorkBook, you can define optional fields for resource contacts in Resources. These fields enable you to link agency-specific information to your contacts. Alternatively, you can define optional fields for prospect and client contacts in CRM. Define a Resource Contact's Default Job Settings Depending on your role in WorkBook, you can define the default job settings for resource contacts in Resources. Alternatively, you can define the default job settings for prospect and client contacts in CRM. Add External References to a Resource Contact Depending on your role in WorkBook, you can add external references to resource contacts in Resources. For example, WorkBook uses external reference IDs to easily import information from MediaForce. Alternatively, you can add external references to prospect and client contacts in CRM. Parent Topic: Procedures HomeWorkBook Online HelpResourcesProceduresContacts