Creating a Contact

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Creating a Contact

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The most important thing to remember about creating a new contact is: don't do it until you are sure that the contact does not already exist.

 

Before creating a contact

 

As you browse through Sugar you are sure to notice one thing right away: we have a whole lot of duplicate contacts. In order to prevent new duplicate contacts always look first to see if the contact you want to record is already in Sugar. Many times, there is a good chance she is.

 

Reporting duplicates

 

If you come across a duplicate contact you can report it to the CRM Administration team by using the request update tab.

 

Creating a contact

 

There are two ways to create a contact: the fast way and the longer way.

 

The Longer Way

 

Navigate to the Create Contact form using the Contacts menu bar.

 

 

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Once there, the following form will appear. Required fields are labeled.

 

 

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It's important to select the right organisation when creating a contact. Start typing the name and Sugar will suggest possible names. Alternatively, click Search for more. This opens a new window where you can use various filters to find the right organisation:

 

 

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Use Individual Client for private clients.

 

If you cannot find the organisation you're looking for check 'New Organisation Needed' and provide the name and sector:

 

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(Selecting New Organisation Needed triggers an alert for the CRM Administrator, who will set up the new organisation and update the contact record.)

 

Tip: If you are entering a Chinese name, or someone with both an English and Chinese name use the following as guidance:

 

E.g. Mary Hoi Ming Lau:

· First name: Mary Hoi Ming

· Last name: Lau

 

If the person has no English name e.g. Hoi Ming Lau:

· First name: Hoi Ming

· Last name: Lau

 

Chinese Character Names should be placed in the appropriate field.

 

 

When creating a contact don't forget to click the Interest Areas tab and choose any that apply. (Read about interest areas):

 

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If the contact has an interest area that is not listed, use the Practice Areas text field to supply the information.

 

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If you are creating the contact on behalf of someone else (such as a secretary creating for a lawyer), it is very important that you edit the Assigned To field so it shows the name of the person for whom you are entering the contact.

 

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Duplicate contact check

 

After you hit save on your new contact record, Sugar will automatically perform a duplicate check. It looks for contacts with the same email address and / or similar names. If it finds a possible duplicate it warns you with a yellow/orange duplicate message.

 

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Click on the preview icon (the eye) to see the full record to determine whether or not it is a true duplicate.

 

If it is the same person, you can either click 'Select' to open the existing record and make edits directly, or 'cancel' if no changes are needed. If it is not an actual duplicate, click 'Ignore Duplicate and Save'. This will cause a new contact to be added.

 

If you choose 'Select' you have three options:

 

1) Edit the existing record and then click 'Save'. The will make changes to the existing record but will abandon your new contact.

2) Click 'Reset to Original' to return to your draft new contact (screen shown above)

3) Click Cancel to make no changes to existing contact and to abandon the creation of a new contact.

 

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The shorter way

 

 

Creating a contact from an organisation page is faster.

 

Start by navigating to the relevant organisation page. Scroll down to the Contacts subpanel, and click the + symbol.

 

 

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This will open the new contact form with the name of the organisation already populated.