How to Configure Customer Contact System Behaviour

Input Forms make or break your online interactions. They usually require users to do a lot of typing and checking the accuracy of filled-in information. Since forms are generally not the users’ most favourite thing, it is essential to make filling out forms as accessible and user-friendly as possible to keep your users interested. Fortix enables you to simplify your contact input/edit page with configuration settings in setup. This article explains how to set up the system behaviour of the contact form.

The terminology, Menu layout and form layout may be different in the system configuration that your business is on. Contact support@fortix.com.au for assistance.

Click Customers Setup Icon in the CRM section of Setup page.

The address bar link is: /?system_setup&op=form&go=customersSetup&from=system_setup

The Setup page opens with CUSTOMERS SETUP form enabled.

1. Default Options
1.1. Primary and Secondary Email functions.

Use Secondary Email as Primary if Unique.  Should a business require more than one contact person in the company to use the same Email address e.g. info@business.com then click the Yes radio button.

 

Fortix system uses the Email address as the unique identifier. Should a business requires more than one contact person to use the same Email address e.g. info@business.com, then a Secondary, email is created and used as the Email address.

In the Customer Contact record, the Email Address has been made Unique by adding +1, +2 etc. to every Secondary email that is the same.

In the Contacts List view as well as the ADD/EDIT Form view it is advised to Hide, by clicking on the "eye" Icon, the EMAIL and Show the SECONDARY EMAIL only.

To change the display of fields in the List view, click the More Matrix Menu then the Spanner Icon - Setup.

On the ADD/EDIT form, click the Spanner Icon to change the form settings.

In the Contacts List view as well as the ADD/EDIT Form view it is advised to Hide, by clicking on the "eye" Icon, the EMAIL and Show the SECONDARY EMAIL only.

Default Opt-Out Tag - Click the down arrow to select a default Tag when the member/client does not want to automatically renew their membership.

 

Fortix functionality of auto-renewal sets a process in place whereby a member or clients can automatically renew their membership on a set date and interval. A notification let the person know in advance that their account will be debited soon for auto-renewal. Should they wish to cancel the membership, they send a notification to "Opt-Out" and the Fortix system automatically stop the Billing Profile from debiting their c=account and cancels their membership or subscription. The Tag in Default Opt-Out Tag is then assigned to the contact record for future action and follow-up.

Default Sales Person 1 - will be automatically assigned to a new Customer Contact. To change, enter two letters minimum in the field or click All or Favourites or Manage. To Setup Favourites click Setup.

Default Redirect URL from Customer and Contact Person Forms - This field directs what page will be opened after completion of the Customer Contact Form.

 

2. Relations

Relation Link Searches Through * -  Relations between Customers only or between Contacts only or All Refer: Create Relations Types in Fortix

3. User Interface

Top Filter in Customers SIT - Contact Types and Contact Types (Scroll down to "ALL contacts Search Fields") determines what Type of contacts are available for filtering. If "selected" radio button is active, then only those will be displayed. Else all the available Contact Types will be shown as Filtering options. See the article How to create Contact Types.

If Display Filters above Customers & Contact Persons SIT and Display Top Title above Customers SIT and Forms * are set to No then no Filtering option will be available on the Contacts page.

Text for "all" Value in Contacts Type Filter - May be changed according to business needs. e.g. All Contacts

Preload Company Name Field with Main Contact Name * - This option is related only to marketing forms. If it is set to Yes, Marketing (Campaign) form is filled and Business or Company name is not set in the form, it is filled with First name + Last name from the marketing form. See article How to Create a Marketing Input Form (Campaign).

Display Divisions Multiselect Box in Contact Forms. More than one tick box can be clicked when radio button in Customer Setup is Yes If set to No, then only One Division box may be clicked.

Display Service Multiselect Box in Contact Forms.  If set to Yes, Service field is displayed in customer Add and Edit forms. Service field displays values from picklist - Customer Services. Refer article How to create Customer Services.

Display Other Partner Select Box in Contact Forms. *  - Specific to Partnerships where contacts are services by a dedicated Partner and the dedicated partner is unable to service the allocated contacts.

Displays Date Become Client Date Selector. - When set to Yes a non-edit date field with the created date will be shown on the Edit form.

Hide "all industries" Option in Industries Multiselect. * Check with Martin

???Hide "all contact types" Option in Contact Type Multiselect. *More than one tick box can be clicked when radio button in Multiselect is No, meaning there can be more than one Contact type associated with this contact.

 

Display Middle Name (Renamed to Middle Name) * -is only available in the ADD NEW Contact form, when enabled.

Prefill Website According to the Email in Add New Contact Form. When adding a New Contact, the Web Site is automatically filled with the email address domain, if the Yes radio button is clicked.

Show Change Log in Activity Log When is set to Yes, All changes made to the Contact like Tag changes, mobile number or email address, is added to the Activity Log which displays the contact interaction like meetings, calls etc.

Contact Types Allowed To See Club Members SIT - In Membership and clubs only certain Contact Types can all the other Members associated with those clubs.

Contact Type Allowed to Be Registered for Check with Martin

The Pencil Indicates that the Contact Types can be Added / Deleted or Changed from this form.

Contact Types Set For Customer After Prospect Is Converted To a Customer - The initial Contact Type is set as Prospect or lead. When they have bought products or services they become Customers.

See article: How to Convert a Prospect to a Contact

4. Data Attributes Setup

Contact Code Must Be Unique * When set to Yes then the Contact Code must be visible for input and uniqueness will be enforced. This can be used with an Account number or membership number systems implementation.

Contact Code Must Be Numeric * When Contact code is activated and displayed Contact Code can be set to alpha Numeric or Numeric only.

 

Allow Multiple Industries * More than one tick box can be clicked when radio button in Multiselect is Yes, meaning there can be more than one Industry associated with this contact.

Check if Secondary Email Is Unique in Add & Edit Forms * If the Secondary Email is used the system can test if the email has been used before. See Primary and Secondary Email usage.

Check if Mobile Number Is Unique in Add & Edit Forms. * Fortix system will check if the mobile is already being used when the Yes option is activated.

 

Remove Other Contact Types if This Is Selected. Fortix system will remove all other Contact types associated with this contact when the selected Contact Type is ticked. This contact type is always associated by itself to any contact.

5. Printing

Print Label Line 1 Field. and

Print Label Line 2 Field.

Specific functionality to print Sticky labels for envelop mail-out. Please contact support@fortix.com.au.

7. Processes

Own Edit Form Process - The Functionality exists in Fortix to select the process that should run when "Own Edit Form" is used for input. Please contact support@fortix.com.au for more information.

Relation used to connect customer between profiles Check with Martin

8. Outside Edit Form

Header The Functionality exists in Fortix to utilise "Own Edit Form" is  for input. Please contact support@fortix.com.au for more information.

Footer The Functionality exists in Fortix to utilise "Own Edit Form" is  for input. Please contact support@fortix.com.au for more information.

Lists - The Functionality exists in Fortix to utilise "Own Edit Form" is  for input. Please contact support@fortix.com.au for more information. Every New Contact can be automatically added as a subscriber to one or more of the Marketing lists, by using "Own Edit Form"  Click the drop-down arrow in the Lists field and tick the boxes of the lists that the new Contact will be added to. Refer How to Setup a Marketing List.

Submit Process - The Functionality exists in Fortix to utilise "Own Edit Form" is  for input. Please contact support@fortix.com.au for more information. This is the Process that will run when the Contact is added. There might be a automated email process welcoming the person or instructing a company representative to follow-up with the contact.

Email Unsubscribe Process - The Functionality exists in Fortix to utilise "Own Edit Form" is  for input. Please contact support@fortix.com.au for more information. This is the Process that will run when the Contact Unsubscribed from a Email list. There might be a automated email process confirming the end of the subscription or instructing a company representative to follow-up with the contact.

Customer Archive Process - The Functionality exists in Fortix to utilise "Own Edit Form" is  for input. Please contact support@fortix.com.au for more information. This is the Process that will run when the Contact is archived. Possibly to check the Billing profile is deactivated etc.

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