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Contact Management

Manage your contacts better with Vtiger CRM. Learn how with this article!
B
Bindu Rekha Babu
19 Feb, 2021 - Updated 1 month ago

 Introduction to Contacts

 

Managing your contacts and leads is much easier in V8!

You can now save all information regarding a contact under one umbrella and categorize users in the Contact window itself. Just use the ‘Lifecycle Stage’ field to classify your contact. 

For example, you can now add information for a lead in the Contact window and save the information as Lead. This will help you manage your contact details better by reducing the time spent on creating and managing records. 


A contact is a person that you are doing business with, likely a prospect or a customer. Contact can be acting in an individual capacity (if your business sells to consumers) or representing a business. A contact representing a business is linked to the Organization record of that business.
The Vtiger CRM Contacts feature helps you differentiate qualified customers from the list of unqualified customers. You can also save a qualified sales lead as a contact. 

 

Feature Availability

 

Sales starter

Sales Professional

Sales Enterprise

Vtiger One Professional

Vtiger One Enterprise

Vtiger Enrich

Feature Availability

Contacts

 

Fields Information

The following table displays fields in the Contacts module and their descriptions. You can create a contact with basic information first and then go on to add many other details later. This list is a small sample of the details you can add to a contact record.

Fields

Description

First Name

First name of a Contact.

Last Name

Last name of a Contact. This is a mandatory field.

Organization Name

The organization that is related to a Contact.


Contact Role

The role of the contact in their organization.
Knowing about roles and their responsibilities (like decision-making) will help with profile scoring.

Primary Email

The email address of the Contact.

Date of Birth

Date of birth of the Contact

Reports to

The person the Contact reports to.

Email Opt-in Select this check this box if the contact would like to receive emails from you.

Do Not Call

Option to select when a contact wants to opt out of your company’s phone call list. Upon selecting this checkbox, the contact cannot be called on the phone anymore.

Assigned to

Assigning a user(s) to a record makes him/her the owner of a Contact record.

Portal User

Enabling the checkbox will grant a customer, portal access to a Contact record.

Support Start Date

Customers can log in to the Customer portal from this date.

Support End Date

Customers can log in to the Customer portal until this date.

SLA Name

Is used to search for the SLA related to the contact.

Twitter Username

Twitter details of the Contact.

Address Details

Address of the Contact.

Profile Picture

Photograph of the Contact.

Language

A Contact’s preferred language. Allows the Contact to view preferences page, appointment page, customer portal and email campaigns in their preferred language

Social Media Information on different social media handles

Creating a Contact

Using the Vtiger Contacts feature, you can create a contact by,

  • Adding a new contact manually
  • Using the Quick Create feature 
  • Exporting and importing contacts to and from external files

Let us learn how to add a contact in the CRM.
 

  • Adding a Contact Manually from the Contact screen

    You can add a contact (create a contact) manually using the button on the top right of the Contact screen. You can use this feature in two ways:

  • Quickly enter and save relevant details. This is helpful when you are short of time but need to save a few details about a contact and revisit the record at a later stage.
  • Enter all the details required for a contact record. Although this is a manual procedure, it is handy when you need to enter individual contact details. 

Follow these steps to create (add) a Contact record manually:

  • Click on the Menu
  • Click Essentials
  • Click Contacts 
  • Click +Add Contact
  • In the Quick Create > Contact window, fill in the following details:
    • Enter First Name and Last Name
    • Enter Email ID (You can add more than one by using +Add)
    • Enter Phone Number (You can add more than one by using +Add)
    • Add the name of the organization the contact belongs to, in the Organization Name field
    • Select the sales representative you want to assign the contact to in the Assign To field
    • Select the contact stage from the Lifecycle Stage picklist. Note: You can create a contact as a Lead, MQL, SQL, Customer, etc depending on which stage the contact is in the sales process by using the Lifecycle Stage picklist
    • Allocate the status to the contact from the Status picklist. A lead can in different statuses such as cold, warm, hot, inactive, etc
  • Click Save (when you are entering basic information)
  • Click Save and Continue to continue entering all other details
Note: All fields marked with an * are mandatory fields.
 
  • Using Quick Create

The Quick Create (+) feature is available in all the module screens of Vtiger CRM.

Follow these steps to quickly create a contact record:

  1. Click (+) on the top right corner of the screen
  2. Click Essentials > Contact
  3. In the Quick Create > Contact window, fill in the following details:
    1. Enter First Name and Last Name
    2. Enter Email ID (You can add more than one by using +Add)
    3. Enter Phone Number (You can add more than one by using +Add)
    4. Add the name of the organization the contact belongs to, in the Organization Name field.
    5. Select the sales representative you want to assign the contact to in the Assign To field
    6. Select the contact stage from the Lifecycle Stage picklist. Note: You can create a contact as a Lead, MQL, SQL, Customer, etc depending on which stage the contact is in the sales process by using the Lifecycle Stage picklist
    7. Allocate the status to the contact from the Status picklist. A lead can in different statuses such as cold, warm, hot, inactive, etc
  4. Click Save (when you are entering basic information)
  5. Click Save and Continue to continue entering all other details

Note:

  • All fields marked with an * are mandatory fields.

  • The Quick Create window displays those modules from which you have clicked the Quick Create button. To see other modules in the same window and use the Quick Create feature, click the Show all button.

  • Importing Contacts from Existing files

You can create a contact record for one or two contacts manually but what if you received information about hundreds or even thousands of contacts! What if many of them could be your potential customers? How would you save these contacts with a minimum of effort?
Vtiger CRM has a great feature that helps you import contacts from external sources such as .csv and .vcf files. With your sales team having ready access to thousands of records, your organization will save a lot of time and effort in managing contact information.

Views and Actions

Vtiger gives you the option of using different features and tools to manage and view information about contacts. 
 

List View

The List View is the default screen that you see when you open Essentials > Contacts

This view displays a list of contacts and related information such as the time a lead was created, who it was assigned to, when was the last time you were in contact and how, the name of the contact’s organization, the last name of the contact, and the contact’s email address.
So what is special about this view? Well, you can create customized lists by using filters to select the type and number of fields you want to display. And the List View screen displays on the details you have chosen. The screen that opens depends on the filter options you had chosen on your previous login.

You can also personalize the display by:

  1. Using the Search option 

  2. Managing the columns in the list using the More (፧) icon
     

Actions in the List View

 In the List View you can edit, add a comment, delete a record, export a record, print information, add tag names, transfer ownership and send an email using the edit toolbar. 

Note: The edit toolbar won’t be enabled or visible till you select a particular record to edit.

  • To enable the toolbar, use the radio buttons next to a contact to select a record. 
  • The Follow icon, allows you to follow a contact.

Let us see what icons and buttons you can use to perform these actions.

  • Use the Edit icon to edit information about a contact including basic information, addresses, any sensitive data, approvals, etc.

  • Use the Comment icon to add comments.

  • Use the Recycle Bin icon to delete records.

  • Use the Export icon to export records. You can export selected records, or records on a particular page or all the data.

  • Use the Print icon to print records. You can select the template in which you want to print a record. You can edit a record and export it, create a PDF and send the information by email, print paper version, or save it as a PDF document.

  • Use the Tag icon to select or add a new tag.

  • Use Transfer Ownership icon, to transfer or assign the ownership of a record to another sales rep or employee of the firm by selecting the related module and the name of the new owner, You can also transfer closed records using this action. 

  • Use the Email icon, to compose and send an email about a record. 

 

Summary View

The Summary View for a contact displays detailed information for a selected contact. To go to the Summary View, select and click on the record for which you want to view information. 

In the Summary View, you can:

  • View details such as name, phone number, etc
  • View all the activities related to the contact
  • Set different filters to view details (Like internal comments, customer touchpoints, updates, and completed tasks)
  • Change the lifecycle stage
  • Go to the Deep Dive View for the contact
  • View Organization, Quotes, Sales Orders, Invoices, etc related to the contact
  • View different widgets on the rightmost panel that can help display specific information for the contact

Deep Dive View

 The Deep Dive View for a contact displays all the information related to a selected contact. From this view, you can use the Do button to reach out to the contact or add (create) various documents. 

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