Contact order


The contact order function is designed to help you build and strengthen relationships through every step of your contact with the customer. Contact order is a simple and smart CRM system *.

For example:

  • Enter information about new customers.
  • Who did you talk to at the customer?
  • What did you talk about?
  • When and for how long?
  • Write memos.
  • Make appointment for visits and meetings.
  • Upload documents such as agreements, offers and requirements spec from customers.

A big advantage of the function is that you, as a salesperson, work in the same system as the others in the group or company. This means that, for example, service technicians can create a contact order and send it on to you immediately when a sales question arises during a customer visit or service or vice versa.

But contact orders can also be used completely independently of other order functions in the system.

To add a new contact order

Option 1

  1. Sign in to your account.
  2. Go to Contact order.
  3. Press the + sign button to the right of the search box.
  4. Fill in the required fields.
  5. Click Save at the bottom of the page to save your new contact order.
Image 1: The Add menu on a customer record.

Option 2

Add a new contact order directly on a customer, facility or service object. Go to the tab Registers, click on the register you want to search in. When you have found the current customer, facility or service object, scroll to the bottom and click on the Add button and you will be presented a number of choices. The information for the customer, the facility and / or the service object is automatically added to the new contact order.

If you already have a work or service order open, click on the customer’s name and go directly to the customer card. Click the Add button.

All contact orders associated with a customer are displayed when you enter the customer.

Contact order (CO) also appear in the To-do list, where you can see any bookings for the contact order.

Image 2: In the list of contact orders you can click on the gear to quickly handle the order.
The different fields on a contact order

Subject

Under Subject, describe what the contact is about. It can be such as Sales, Regarding machine service, Potential customer, Offer or perhaps which work area the customer operates in. You decide what suits you best.

Customer

Enter the customer’s name in the box. The search function (click on the magnifying glass) helps you find the existing customers. If the customer is not on the list, enter the customer’s name and the customer will be added to the Customer Register automatically with the contact information you fill in.

Facility

Enter the customer’s facility name if applicable. The search function (click on the magnifying glass) helps you to locate existing facilities. If the plant is not included in the list, enter the name of the plant and the plant will be added automatically to the Facility Register.

Service object

Here you can enter a service object if the contact order applies to one.

Contact

Here you fill in information about your contact. Only one contact person can be entered here.

Status

Enter a status that describes where in the process the contact is.
With an administrator account, you can enter a list of statuses you want to use. These statuses will appear as a dropdown list.
See more under Information for Administrators below. See Image 4.

Status is displayed in the Contact Orders list and in the To-Do list.

Notes + time required

Here you make your notes about the conversation or meeting, what you and the customer talked about, experience of the contact, paste in email conversations, etc.

For each note you make, the date and time and who wrote it are logged. You and your colleagues can easily see what you have done in relation to the customer and when.

In the Time required field, you can enter time in hours to get an idea of ​​the time required for the contact order. Currently, the hours are not summed. Feel free to contact us if there is a need and interest for that.

Bookings

You use bookings to book the next contact with the customer: digital contact in various forms, physical meetings or telephone contact. If, for example, you have agreed to contact the potential customer in six months’ time again, you will place a booking about it. The booking is in your calendar and in your To-do list, you will receive a reminder (notification) when it is time. You can also assign the task to a colleague in your group.

In what form you receive notifications (in the system, via email, via SMS …) and if you’re able to assign are permissions that are set with a admin account. See more at the bottom of the page.

Image 3: Add a booking.

Time to click Save!

Attach documents, assign, etc.

Upload documents linked to the order, show on a map where the contact is and assign the contact order to employees.

As for other orders, the employee receives a notification that he has been assigned an order.

Time to sign a contract?

If the contact results in a sale, use the Sales Order function. Here you can read more about it: Create a sales order.

End contact?

Did not get a pacifier and want to end the contact order? Click Complete to end and archive the order (this is marked with a dark blue color which in the system means executed / invoiced). It remains in the list of contact orders and you can always go back and see your notes and other information about the order. No risk of losing or forgetting what you did! The documentation remains.

Administrator Information – Contact Order Settings

Log in with an admin login.

Suggestions for Status can be found under Group Settings – Module Settings – Contact Order Settings.

Image 4: Examples of status settings.

List Mode Settings
If the orders, by default, are to be sorted by serial number, check the box. Default is otherwise sorting by date. Completed orders are always last in the list of orders, regardless of your choice here.

User permissions related to contact orders: View, View (only) assigned, Edit, Create, Delete, Assign, Assign itself, Delete uploaded files linked to contact orders .

* CRM = Customer relationship management, or customer care, includes the management, organization and administration of customers and customer relationships in a company.