Overview

The Customer Contacts panel is used to display information about individuals who can provide you with assistance for a company/customer. Contacts can be different individuals at an organization that your office needs to interact with for any variety of items related to a job (e.g. coordinate work or receive payments)

The following document assumes that you already possess a general knowledge of customers and are familiar with entering and viewing customer information in SmartWare

Navigate to Customer Contacts:

Contacts can only be added through the Customer panel

From a customer record, navigate to Options | Contacts

Customer Options - Contacts

Customer Contacts - Grid:

From the customer contacts panel you can see a list of all contacts that have been associated with a customer, or add a new contact if needed

Customer Contacts - grid

Below is an explanation of the fields available from the Contacts panel:

Item	Functionality
	Opens a new contact panel allow you to create a new contact
Contact Name	Displays the first and last name that was entered for the contact
Type	Displays the contact type associated with the contact. (e.g. Bill Contact, Business Owner/Manager, Facility Access Contact or General)
Phone	Displays primary phone number associated with contact
Type	Displays the contact type associated with the contact. (e.g. Bill Contact, Business Owner/Manager, Facility Access Contact or General)
Postal Code	Postal code of the contacts' address
Active	Indicates if the contact record is active/inactive on the customer record (checkbox selected): Represents an active contact for the customer (checkbox unselected): Represents an inactive contact for the customer.

Edit a Contact

From a customer record, navigate to Options | Contacts

The customer contacts panel will load displaying a list of all contacts that have been associated with a customer

Customer Contacts – grid

From the Contacts panel you will have two different edit functions: Edit general contact information or edit communication information

Below is a brief explanation of each edit function:

Edit General Contact Information

From the Contacts grid, click the (edit) button next to the contact you would like to edit general information for

The Contacts (edit) panel will load allowing you to view general information about the contact

Contacts (edit)

From the Contacts (edit) panel, you can modify general information about the contact. (e.g. contact type, contact name, contact address)

Once you have finished making all necessary changes, click the (Save) button

Below is a brief explanation of each field available from the general Contacts (edit) panel:

Item	Functionality
Contact Type	Used to specify the type of contact the individual should be classified as
First Name	Represents the contacts first name
Last Name	Represents the contacts last name
Address	Represents the customer address the contact should be primarily associated with
Active	Indicates if the contact record is active/inactive on the customer record (checkbox selected): Contact is considered an active contact for the customer (checkbox unselected): Contact is no longer considered an active contact for the customer. an inactive contact for the customer
Phone Number/ Type:	Used to record the primary phone number for the contact Phone Number: Enter in primary phone number for contact Type: Verify ‘Primary Phone’ is selected
Alt Phone/Type:	Used to record alternate phone number for contact Alt Phone: Enter in an alternate phone number for the contact other than the phone number entered in the primary Phone Number field. Type: Select the phone type that should be associated with the alternate phone number
Email Address:	Used to record an email address specific to the contact

Edit Contact Communication Information:

From the Contacts grid, click the (edit communication) button next to the contact you would like to edit

The Customer Communication Info panel will load displaying a list of all the contacts communication information

Customer Communication Info – contact grid

From the Customer Communication Info panel, click the (edit) button next to the contact communication record you would like to edit

The Customer Communication Info (edit) panel will load allowing you to make changes

Customer Communication Info (edit)

Once you have made all necessary changes to the communication information for the contact, click the (Save) button

Add a New Contact

From the customer record you would like to add a new contact too, navigate to Options | Contacts

From the Contacts panel, click the (+) button

Customer Contacts - grid
The Contacts (new) panel will load allowing you to create a new contact for the customer

Contacts (new)
From the Contacts (new) panel, you can enter in information about the contact. All fields outlined in red are required fields and must be filled out
Once you have finished adding all necessary contact information., click (Save) button

Below is a brief explanation of each field available from the general Contacts (edit) panel:

Item	Functionality
Contact Type	Used to specify the type of contact the individual should be classified as
First Name	Represents the contacts first name
Last Name	Represents the contacts last name
Address	Represents customer address the contact should be associated with
Phone Number / Type	Used to record the primary phone number for the contact Phone Number: Enter in primary phone number for contact Type: Verify ‘Primary Phone’ is selected
Alt Phone / Type	Used to record alternate phone number for contact Alt Phone: Enter in an alternate phone number for the contact other than the phone number entered in the primary Phone Number field. Type: Select the phone type that should be associated with the alternate phone number
Email Address	Used to record an email address specific to the contact
Active	Indicates if the contact record is active/inactive on the customer record (checkbox selected): Contact is considered an active contact for the customer (checkbox unselected): Contact is no longer considered an active contact for the customer. an inactive contact for the customer

Additional Items:

Customer Search:

Contacts are searchable by name, address, or phone number from the Customer Search panel

Search results will be displayed with the contact’s name first and the main customer name appearing in parentheses

Customer Search

Work Order Search:

From the Work Order Search, typing in a contact’s name in the ‘Name’ field will return the customer for you to select to search based off of

Work Order Search

New Work Order – Contacts:

The Customer search on the New Work Order panel will allow searches based off customer contact information

New Work Order – Customer Search

When a customer contact is selected to create a new work order, the primary customer information will be displayed on the new work order and not the contact information

New Work Order & Customer Search

Support & Documentation

Articles in this section

Customer Contacts