• Companies
• Contacts
• Notes
• Messages

• Each View permits the user to see related information.
• Selection of the Contact icon will display all of the employees for the contact's company.
• Selection of the Notes icon will display all notes that have been made for the individual within the system.
  

• Try selecting a contact. Then select the company name on the contact details page to navigate back to the company detail page. This is an example of navigation using internal related links.

Add Contact

After adding a new company you can continue by adding a new contact for the company.

• You can also add a new contact to an existing comany in your database.

From the "company details" page, select the "add contacts" tab located in the right side of the contacts section (bottom half of screen).

• The "add contact" page will appear.

• Once on the "add contact" details page, add the new contact.
• Choose the desired fields, add the information and hit the submit icon. The new contact will be added to the system and linked to a company.
  
• When adding a new employee to your company, the new employee must have his/her contact type set to "staff" in order to add them as a Function Point user.

The following fields are required:

• First Name.
• Last Name.
• Company
  

Optional fields include:

• Salutation.
• Title.
• Contact Type.
• Address Fields.
• Email Address.
• Overview Comments.
• Phone Numbers (phone, extension, direct, cell, home, fax.)
• Contact Status.
• Mailing List and Christmas card preferences.
• Birth Date.
• References to the date and creation person

Editing a Contact

• To make changes to a contact's information (i.e. mailing address, salutation, extension, etc.) simply select "edit details" tab on the right hand side of the "Contact Details" page and be sure to press submit when finished.

Notes

A CRM aspect of Function Point is the ability to add notes and electronic documents to a specific contact associated to a company.  Click the "add notes" tab when you highlight the contacts name in "contacts details" page.

• These items can also be tied to a specific job in the system.
• This option allows you to document and record specific details from a specific phone call or conversation. This is useful to refresh your memory if you have an ongoing client you work with periodically.
  
• You can upload an important document and tie them both to the company, contact and job being discussed.
• Others on your team can read and add to the note.
• The notes can be given a specific type such as email, phone call, note, letter, etc.
• Any note can be turned into a task that is assigned to a specific person and tracked through completion or distributed through the message board to one or all people in your organization.
• Notes tied to a specific person can be made from the contact page.
• If the person is active on a job, a note can also be made from the job detail page from the listing of their name.  Clicking on it brings you back to the "contact details" page.
  
• A note that is only job specific can be created from the message board on the main dashboard.  (A message is a note that can be directed to someone, and later tasked out)
• If you want to use the notes section for creating and sending email, template letters can be created that are available for selection, modification and distribution.
  
• These same template letters can be used in bulk email.

Find Note

Enter your search criteria on the find page.

•  This can be any information you know about the note.
  • Part of the note title.
  • Part of the job name or number.
  • The staff member who created the note.
  • The company or contact that the note is for.
  • Specific details that may be in the overview field.

This will result in one of three potential pages being displayed: 

• If there are multiple notes found, then the "notes find list" page will appear.
  • Select the desired note to go straight to the associated "notes detail" page.
• If only one note is found, then the "notes detail" page for that one item will result.
• If there are no notes found, a red stop sign with the words "Sorry, no note was found" will be displayed.
  

Tips on Finding Specific Records.

• Enter just the first few letters of a name or other information being used to query.
  • This will ensure that spelling errors do not occur in the search if you are not positive of the spelling, resulting in matches not being found.
• To find a range of Job Numbers or Dates use three dots between the values.
  • For example July 1, 2007...July 31, 2007. 
    • Leaving the second value blank will go to todays date or most recent job number.
    • Leaving the year black will default to the current year.
    • For dates in all fields throughout the system, you are able to type words such as "today","tomorrow", "next week", "next mon", etc and the system will be able to recognize those associated dates
      
• If you are searching for something specific always click "find" as "find all" will always show you the entire list.
• You can choose to search by text that "begins with," "ends with" or "contains" by selecting the appropriate radio buttons located in the bottom right section of the page. 
• Clicking a date on the calendar will populate the date field with the specific date you choose.

Add Note

• You can add notes by clicking on the "add notes" tab in the lower right region of the screen after you highlight a contact's name in "contacts details" page.
• This will take you to th "add notes" page.
• The add notes page allows you to create a note-record in the system.
• The required fields include the title and category.
• All other fields are optional.
• Overview, Follow Up Date, Job Name or Job Number.

• Job Detail Notes
• You can also add notes directly from the from the job detail page.  Click the grey dot under the "+NOTE" column in line with the contact you wish to add a note for.  It is located on the bottom right hand side. The contact name in the row will be the assigned the note.  (You will still be directed to the "add notes" page to fill in the rest)
• You can also click on "notes" in the lower tabs on the "job detail" page and click on "add note+" to the right.
  

• Dashboard Message
• Select the message board option in the message board insert on the main dashboard.
  
• Select  "add+" a new message.
• The recipient of the message will have the note attached to their contact name.  This note will also be in the notes section of the related job, if you link a job to the note in the "add notes" page. 

Functions Available on this Page

• Hot List Creation
• The user can automatically create a task of type "Prospect" with the title, body, and follow up date entered.  This action is automatic when the check box below the body field is selected.  "Create a task from this note". 
  
• Once the submit button is selected the note will be created and a task will be created.  Its status will be assigned.  As such it will show in orange on the dashboard task insert.

• Using Template Letters
• Select the desired template letter from the list of available letters.  The item will be placed in the body field.  All merge fields will be changed to the desired names, etc.  Then personalize or change the letter as desired.
• Note: Use template letters as a basis for your hot list generation tasks.  Put the company name in the title and the person in the body.  Then quickly type notes into the body to customize the follow up.
• Template letters can be added to the system in the administrative section.  See the administrative section set up for more details.

• Assigning a Job
• When initially creating a note, the job drop down will present the entire list of open jobs.  If the job is applied to this note then this item will be available on the job detail, note insert as an item related to the job.
• If you navigate to the note edit screen after a job has been created, the list of jobs will filter to only those that are open for the contact being worked with.

• Uploading an Electronic File or Document
• Files can be uploaded into the database for storage and future use. 
  
• This is done from the add notes page.
• Choose File on a Mac or Browse in Windows.  Select the file from the hard drive of your computer.  When submitting the item it will be transferred to the system and stored as part of this record.
• Select "Submit" to upload the note and complete the create process.  The next page presented is the Notes Detail page.

Notes - Additional Information

The Notes detail page is used to distribute the information as required.

• Options include:
• Creating and assigning a Task.
• Sending a message.
• Creating an e-mail.
• The fields in orange can be used to navigate to other detail sections in the system. 
• Contact
• Company
• Job

Sending an e-mail 

• FP sends the address, title, and body of the note to your default email software.
• Select the e-mail icon, the application will open and the email will appear.
• Any attachments will need to be attached in the email application as they do not transfer automatically.

Creating tasks

• Select the icon to create a task to assign to someone on the team.
• The note will appear as a task with the user being able to assign the task to a staff person, relate it to a job, add budgeted times, due dates etc.

Sending a message

• Selecting the message icon creates a message. As with messages on the dashboard these items can be assigned to multiple people.
• The complete note will be sent including the attachment.
• Select the individuals that you wish to receive the message and submit.

Reviewing notes

• Select the note title from the insert.
• All of the information submitted will be present including a title for the attachment.
• Select the attachment name and it will automatically download to your desktop.

Where to find notes

• Company notes insert.
• Select the notes insert on the company detail page.
• View all notes sent to any person who is a staff person of this company.
• Contact notes insert.
• Select the notes insert on the contact detail page. View all notes sent to this person.
• Job notes insert.
• Select the notes insert on the job details pageto view all notes related to the job.