Contacts and Organisations User Guide | | chillidb

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Oct 26, 2018

Contacts and Organisations User Guide

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Edited: Mar 13

This post will provide a basic guide to creating and viewing contacts and organisations. Since creating and viewing contacts and organisations is a similar process, both will be covered here.

 

ChilliDB stores name, address and other contact information against two elements. The first element is known in the system as an "Organisation". An organisation is usually a company or group which you do business with. Your own company will usually be inserted as an organisation when your system is setup.

 

Each organisation can have people related to it. These people are known as "Contacts". Each contact must be linked with at least one organisation and they can have their own individual address, phone, email and other data.

Creating

Underneath the contact or organisation menu, you will find a create button. Click this and you will be taken to the create form. Contacts need to be associated with an organisation so you will want to create some organisations first. Click the blue save buttom located at the bottom of the screen to save your organisation.

 

Viewing Upon creating a contact/organisation, you will be taken to the display page. They can also be accessed via search or the last accessed tab if you have visited that contact/organisation recently.

Each display page contains a number of tabs that displays information associated with that record. For example the contacts tab displays the contacts for that organisation, and the notes tab displays the notes created against that organisation.

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  • Contacts can be exported from any contact listing such as search results or the Organisation page Contacts tab. To perform an action you must select some contacts using the checkboxes on the left side of the grid, then an action from the dropdown. ( Note: all records can be selected by clicking the the checkbox in the header row) If you want to include custom fields in your export or need to search for specific records, you can use the advanced search which has extra filter and column options. For more information about the grid actions menu and the advanced search, please see these articles Grid Actions Menu Introduction to Advanced Search Was this article helpful?
  • Tooltips accessed via the last accessed and staff tracking panel provide a quick way to view key information and create notes via the button on the bottom right of the window. They take into account a number of business rules and pull information from either the Contact or the Organisation in the following way. These tooltips all work work the same. Email ===== The system is returning the top most priority email for the Contact, priority is determined as: 1 - Contact Level Business Email 2 - Contact Level Personal Email 3 - Other Contact Level Emails 4 - Contact's Primary Organisation's Business Email 5 - Contact's Primary Organisation's Personal Email 6 - Other Contact's Primary Organisation's Email Phone ===== The system is returning the top most priority phone for the Contact, priority is determined as: 1 - Contact's Business Phone 2 - Contact's Primary Organisation's Business Phone 3 - Contact's Personal Phone 4 - Other Contact's Phone Mobile Phone ============ The system is returning the top most priority mobile phone for the Contact, priority is determined as: 1 - Contact's Business Mobile 2 - Contact's Primary Organisation's Business Mobile 3 - Contact's Other Mobile Fax Number ========== The system is returning the top most priority fax number for the Contact, priority is determined as: 1 - Contact's Business Fax 2 - Contact's Primary Organisation's Business Fax 3 - Contact's Personal Fax 4 - Contact's Other Fax Number Address ======= System first checks if the Contact has privacy setting for one or all of the following: - No Contact - No Consolidated Visits - No Postal Mail If Contact has no privacy setting, then system will get the top most priority physical address for the contact which is determined as: 1 - Contact's Business Physical Address 1- Contact's Primary Organisation's Business Physical Address 2 - Contact's Home Physical Address 2 - Contact's Primary Organisation's Home Physical Address How do I hide some information from appearing? ============================================= Based on the rules above, if you want to not list a staff members phone number, you should create a new Phone Communication Reference type - e.g. Temporary Staff - Phone etc. This will let you hold the information in ChilliDB and it won't be picked up and displayed anywhere except on their record. Was this article helpful?
  • The ABN field on the organisation page is now validated against the Australian Business Register. This means the ABN field will now accept real ABNs only. If an ABN entered is not valid you will receive one of the following validation messages when creating/editing an organisation: 'Please provide a valid format for the "ABN" field. An ABN should include 11 numeric digits.' 'Please provide a valid value for the "ABN" field.' This means the number of digits provided is correct but not a possible value for an ABN based on the ABR's validation rules https://abr.business.gov.au/Help/AbnFormat 'ABN not found. Please provide an existing ABN.' This message appears when the ABN provided is valid, but not found in the ABR's system. This is because there are no organisations registered with the provided ABN yet If the organisation name in ChilliDB matches the entity name listed against the ABN on the ABR website (https://abr.business.gov.au), then a tick will be displayed next to the ABN. Otherwise '!' will be displayed. Was this article helpful?