Contact Management and Natural Persons

Posted on 17. Aug, 2012 by in Exact Synergy

External stakeholders are important to a company. We can record these persons in Exact Synergy by creating a contact person linked to a company. But, what if a person is working for multiple companies? Or what if the person is an end-user not associated to a company? We’ve got you covered!

Let’s have a look at these three examples:

  • A person can be a purchaser responsible for the purchase departments from 5 of your customers.
  • A person can be a system administrator who works part-time at an IT company, but also has its own company.
  • A person buys one of your products via the web shop; this person is an end-user and not associated to a company: he is a paying account himself.

As of product update 250 the above scenarios will be supported in Exact Synergy Enterprise: a person can be linked to multiple companies and can also be a debtor or creditor himself (prospect, customer or supplier). You can easily see where a person is working or where he has worked in the past. Any document or request linked to that person can be easily found back, regardless of the company the document is linked to.

This new feature gives you the opportunity to maintain information related to a person in one central place and to have full insight in the relations a person has with your company. This person can be much more important than you thought! You can easily trace back all communication you’ve had with him, regardless of the company it was addressed to.

In this screenshot you see a person called Martin. In the ‘Links’ section at the bottom you can see that he is working for 3 companies (ASG, Brasserie and Martin BV.), but he is also a customer himself (account code: 991153).

This new feature in Synergy comes with the following functions:

  • A person can be:
    • Linked to multiple companies (accounts)
    • A debtor or creditor himself (prospect, customer or supplier)
    • Both debtor and creditor
  • The person card contains a grid:
    • Showing all companies he is working for, including basic information like job title, mobile phone number and email address
    • Showing his debtor and creditor accounts (in case he is your customer, prospect or supplier)
    • That gives the option to add a new link to a company
    • That gives the option to add a new debtor or creditor account
  • The person card has a new monitor section with the following options:
    • Workflow (see screenshot)
    • Documents (see screenshot)
    • Experience: A summary of his current and past job experience
    • When the person is a debtor or creditor, more monitor options are available

Screenshot: For Workflow the user has the option to view requests that are solely linked to the person card you’re looking at or to display all requests linked to the person, independent of the account the requests are linked to. In the screen shot above you can see all requests that are linked to Martin Ortgiess, because at ‘Involvement’ the user selected ‘Contactperson+ Links’. If the user selects ‘Contact person’ he will only see those requests that are solely linked to the person card you are looking at. The same option is available for the monitor section ‘Documents’.

  • A person can be linked to an existing person, so in case you currently have 2 contact persons in your system which are in fact the same person, you can link them
  • A person has so called ‘fixed fields’ and ‘flexible fields’:
    • Fixed fields: These fields are exactly the same for all person’s links. For example: name, gender, photo and social media links.
    • Flexible fields:
      • These are fields that might be the same, but not necessarily. When creating a new link or linking to an existing person, user can choose to copy over these fields. Some examples of these fields are: mobile phone, email, fax, job title.
      • When updating a flexible field on a person card (example: phone number), the system will check if the same phone number was used in other links of this person. If so, the user is asked if the phone number should be updated for all the links with corresponding phone number.
  • In the CRM settings, the administrator can define who is allowed to make a new person account. This can be defined per account type (prospect, customer, supplier)
  • The person card is customizable, so you can define which information you want to show and where to show it.

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8 Responses to “Contact Management and Natural Persons”

  1. Frank

    17. Aug, 2012

    I like!

    Reply to this comment
  2. Aimee

    17. Aug, 2012

    Looks great!
    Only question… since employees in Exact Synergy are called people do you think it’ll be confusing that you now call these ‘contacts’ people?

    It would be clearer if you started calling employees, employees or if you refer to natural persons and contacts.

    Reply to this comment
  3. Robert Klein

    17. Aug, 2012

    This looks great, I have been testing ESE 250 and have shown Natural Person to some of our consultants. We think this functionality will help many of our customers. Some of those customers are in the medical industry that provide instruments, equipment and patient services.

    Reply to this comment
  4. Robert Klein

    17. Aug, 2012

    I agree w @Aimee

    Reply to this comment
  5. Petr Marc

    21. Aug, 2012

    Excelent! High value added to standard!

    Reply to this comment
  6. User

    12. Oct, 2012

    6-7 years of discussions, many asks, and we have it!!! Great, wow!!!

    Reply to this comment
  7. Gary@VCD

    23. Jan, 2014

    Martin, am I correct to find that Natural Persons can not be imported using XML? And that you can not make (e.g.) a Prospect a Natural Person afterwards? In your previous attempt (YA5495) you did provide both actually, so why has this important functionality not been continued? I have three customer cases where this is a major issue.

    Reply to this comment
    • Martin Ortgiess

      24. Jan, 2014

      Hi Gary, the natural person functionality in the standard has been rebuild from scratch. We did not use our building block as a reference, but did extensive user research to see which functionality is needed and expected. What we saw in the building block, was that it was difficult for end users to use it. One of our main targets was to make it much easier and still providing the functionality most users need.

      For importing natural persons, Exact does have tools available. Please contact the consultancy department. They can help you further with this.

      Reply to this comment

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