Manage business contacts for non-profit organizations

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foreign with optimize and today I'm going to show you how to use contacts so I'm logged into Udo and you can see the typical app screen now I have a icon here for contacts it's my apps I'm going to open this by clicking and you'll see that the first thing that that's going to come up is actually the context View using kanban view so I have over here on the right the ability to take different views or take a choice of different views I like the list view particularly because it helps me to select records and do other things so I'm in the list view right now and I can see my contacts so let's search for a particular contact I have a customer that name is Ann Porter and I just searched for her here by typing Porter and you can see the record so now I'm going to open this record for Ann and I I'm observing that she has the classification as individual versus a company she could be related to companies which we can then enter here a company name and make that record a company so in this case she's an individual we also can see that she does not have an address typed in if there is an address then that will also allow us to see her actually on the map and I'm going to show this in a sec but here is one of the gaps for contact management it's good to keep track of an address on top of an email and phone number so it's good practice if possible in this case I have tags and the tags describe that she was an attendee at events and she is also listed as part of the general mailing list and this is part of the chapter designation in this case so there are tags that you can use in different dimensions and you can see this also in a little bit because I'm going to sort by that so other information over here if I'm a company I may have multiple addresses below me the different individuals and that may or may not be applicable for your particular organization but then for sales and purchase I can see what parameters are set for let's say payment methods and other things that are relevant for paying let's say if they take classes and courses then they will have to pay so I can actually see what the payment terms are I can also see what invoicing settings are for accounts payable for accounting Etc I have the ability to set some internal nodes now this was imported from another system so you can see the imported nodes here that's just how this was set up and then if I have a geolocation I can look at the actual codes the geocodes the locations the the latitude longitude and that's going to be used on the map if that's set so that's the record for n other things that I see up here we call these smart buttons we can see that she attended two courses so if I click on this you can see these are the two courses that that she attended I can also see that you get certification so she actually has a certificate and this helps me to just keep organized there's some other items that can be added here but that's really beyond the contacts so another thing for context that's important is I have this action here and this action allows me to manually do certain things I can archive duplicate archiving means that they're basically hidden from View and duplication of course means I duplicate a record and create a new one I can delete the record I can send some text messages or I can also Grant portal access this is really important if I want to make her a portal user somebody with access to the system that's what I would have to click and in some cases users are already portal users so we can't take a look at that in in the context over here so what I'm going to do next is I'm going to click back here in this this um the list of different items over here is called breadcrumbs so you can always go back you could have actually quite a list of different breadcrumbs that you can always go back one step at a time if you want to so I'm clicking back here to get back to my contacts and I'm going to take the filter out so now what I would like to do is filter let's say I filter everybody that has a user so if I go over here I can click down go down and look for users and if users is actually set that means that this particular contact has already a user so if I apply this I can see user set I have about 99 different users in the system there are all portal users but I could also do the reverse on of course and you can say where users is not set and that allows me to manage users but I also have added the user status over here so you can actually see that they're confirmed user they these guys never connected so it's important to manage I never connected or I may also have a new user status so whatever user status you have here will show up and then I can uncheck this and get back to the big list so my 4163 records so let's say I would like to group by these tags that I showed earlier so I can add a custom group and I'm going to scroll down and look for tags okay so if I apply what just happened is everything gets worded and grouped into these different tags and remember I had an attack that was called event attack that's a event that these guys participated and if I expand this I can see there's 47 people in this event now some of these people may also be a part of a chapter so they may actually show up twice in this list so I may have a record up here and also down there and as in this chapter information I can look at San Bernardino look at who's at my San Bernardino chapter and so on now if I want to do good maintenance I can see what are those people that have none so they have no chapter designation for instance I can see oh these are records that I may want to take a look at and clean them up another thing I can do let me take the tags out or let's actually save that as a favorite so I can save views that I have as my favorite views I can say contacts by tag and that then I can save for me I could also make it my default view when I come in I always see that as a default I'm not going to do that but next time I go in I can actually see under my favorite that this is an option for me to sort and I want to take this tag out for now and let's go into some contact maintenance so for instance you have multiple records let's look for this notorious person wolf Wolfgang he has many records test records I can select them here and um let's take wolf test five so I have this guy here taking a look at this that says email and I go back and I see another person with the same email so we'll follow test five both Hall test five this looks like duplicates and it's always good to take a look at these records first before you merge them into one if you want to know what is the best parent record versus the one that gets merged into so I'm going to select this one and I'm going to select this guy and now since I have two selected records I can over here at action I can say merge and you'll see that a dialog pops up and it asks me which is the destination is it wolf test five which is this one down here or is it that one so I could select this one as well it depends which one I want to use I can do this up here I'm going to just keep it the way it is and merge those contacts so now the system will merge everything and a wolf Hall uh this now or the the one record that I had so it has has merged everything into one which also means that all associated certificates and other items that were related to this contact is also merged into this one so we actually Consolidated all the data and cleaned it up and that's probably all for starters well maybe one more thing is the maps so I said I can look at the maps and see if I have a particular people map this is this wolf guy if I take the filter out I may be able to see more addresses depending on how many of these records actually are geo-located so I have one here and you can see where are all the Records located in your system if you do good address management that's this will get quite populated and you can see all over California or whatever your area is where your uh donors members and participant on events actually are located so this sums up everything on contacts and again there's going to be other videos there's also videos from Urdu that will help you I hope you had a great learning experience talk to you later in the next session bye [Music]