Sugar Express User Guide Version 5.5.0 Beta 2

Contacts Module

Use the Contacts module to create and manage contacts for your organization.

A contact is any individual who is a valid sales lead; that is, a lead who has been evaluated and assessed for a possible sales opportunity. You can associate a contact with any record such as an account, opportunity, or campaign. Associating a contact with a campaign enables you to track the effectiveness of the campaign in generating opportunities for your organization.

The Shortcuts menu displays the following options:

Create Contact. Click this option to create a record for a new contact.

Enter Business Card. Click this option to add information from the business card of a new contact.

Create From vCard. Click this option to import a vCard file from your local system.

Contacts. Click this option to view a list of your existing contacts.

Import. Click this option to import contact information from an external application or file. For more information, see “To import data” on page 132.

To create a contact

1.	In the Shortcuts menu, click Create Contact; alternatively, enter required information in the New Contact quick form that displays below the Shortcuts menu.

You can add additional information after you save the form.

2.	On the Contacts page, enter the following information:

Contact Information

First Name. Enter the contact’s first name.

Last Name. Enter the contact’s last name.

Office Phone. Enter the contact’s work number.

Mobile. Enter the contact’s mobile phone number.

Account Name. Enter the account name associated with the contact; alternatively, click Select to choose from the existing list of accounts.

Home. Enter the contact’s home phone number.

Lead Source. From the drop-down list, select the source that generated the lead, such as direct mail or trade show.

Other Phone. Enter the alternative phone number, if any.

Campaign. To associate the contact with a campaign, enter the campaign name or click Select to select it from the Campaigns list.

Title. Enter the contact’s business title.

Fax. Enter the contact’s fax number.

Assistant. Enter the assistant’s name.

Assistant Phone. Enter the assistant’s phone number.

Department. Enter the department to which the contact belongs.

Birthdate. Click the Calendar icon and select the contact’s birthdate.

Reports To. Click Select and select the contact’s supervisor from the Contacts list.

Sync to Outlook. If you have installed Sugar Plug-in for Microsoft Outlook, select this box to synchronize this contact information with Outlook.

Do Not Call. Select this box to add the contact to the Do Not Call list. This is to ensure that the contact is not targeted during campaigns.

Assigned to. Select the individual who is responsible for communicating with this contact. By default, you are assigned to the contact.

Address Information: Enter the primary address and other address information. To copy information from one section to the other, you can enter the address information on either one of the sections and click the arrow buttons.

If you select a contact from the Contact’s list, the system automatically enters the address for you. However, you can edit this information if needed.

Email Address(es): Enter an email address for the contact and select Primary. If an email address is incorrect, select Invalid to indicate it. If you sent out campaign emails this contact and the individual chose to opt-out of receiving them, select Opted Out.

To add an additional email address, click Add Address. You can add multiple email addresses.

Description Information: Enter a brief description for the contact.

3.	Click Save to save the record and view its detail page.

Click Cancel to return to the Contact’s home page without creating the new contact.

To view and manage contacts

•	To delete one or more of the listed contacts, use the Mass Update panel as described in “Editing and Deleting Multiple Records” on page 19.

•	To display the detail view for a contact, click on the contact name in the list.

•	To pull in account data from data sources such as Linkedin, select the data source from the contact’s Detail View. For more information on data sources, see “Integrating Data from External Sources” on page 20.

•	To import records, click Import in the Shortcuts menu of the Contacts Home page. For more information on importing data, see “Importing Data” on page 129.

•	To export records, select them from the list, click the Export link and follow the process described in “Exporting Data” on page 137.

•	To merge duplicates, click the Merge Duplicates link and following the process described in “Merging Duplicate Records” on page 25.

•	To edit contact information, in the detail view, click Edit.

•

To manage newsletter subscriptions, on the detail page, click Manage Subscriptions. To add the individual to a newsletter subscription mailing list, select the newsletter from the Available NewsLetters list and drag it to the NewsLetters Subscribed To list. Similarly, to remove the individual from the mailing list of a newsletter, drag the newsletter from the Newsletters Subscribed to list to the Available Newsletters list. Click Save to update the information.

•	To duplicate contact information, in the detail view, click Duplicate.

Duplication is a convenient way of creating a similar contact. You can change the information in the duplicate record to create a new contact.

•	To track changes made to contact information over time, in the detail view, click the View Change Log link located below the Edit button.

•	To manage records in a sub-panel, see “To manage related information in sub-panels” on page 18.

Creating Business Cards

You can add a contact’s business card information to your records. The basic information is similar to the contact information. When you create a business card, in the sub-panel below, you can relate it to an existing account or you can create a new account, opportunity, or appointment.

Using vCards to Import and Export Contacts

You can import a vCard file from your local file system to create a new contact in Sugar. You can also create a vCard file from a contact’s Detail View in Sugar and save it in Outlook or on your local machine.

To import a vCard

1.	In the Shortcuts menu, click Create from vCard.

2.	On the Contacts Import VCard page, click Browse to navigate to the vCard location on the local file system.

3.	In the Choose File dialog box, select the file and click Open.

4.	The file path displays in the Contacts Import vCard field.

5.	Click Import vCard.

6.	The information in the vCard displays on a new Contacts detail page.

The system displays a vCard button adjacent to the contact name. You can click this button to open the vCard file and edit the information.

7.	To edit the contact information, click Edit in the Contacts detail page.

8.	To duplicate the information, click Duplicate in the Contacts detail page.

9.	To delete the information, click Delete in the Contacts detail page.

To create a vCard in Sugar

1.	In the Detail View of a contact, click the vCard button located next to the contact’s name.

The system displays a dialog box asking you if you want to open it or save it on your desktop as a .vcf file.

2.	Make your selection.

The system populates the vCard fields with the contact’s information in Sugar.

You can edit the information if necessary.

3.	Click Save and Close.

The system saves the vCard in Outlook’s Contacts folder.