Contact Management - Feature List

Shared Contacts

You can share your contacts with other users.

Because MyOffice is a full multi-user application the same contact can be accessed by many users at the same time.

You can also organise your contacts into contact groups and specify which users have 'read only' or 'read/write' access to the groups.

User Defined Fields

You can configure the Contacts window by adding your own tabs and fields. You can have as many tabs and fields as you like and you can specify your own tab and field names. All the usual field formats are supported. e.g. drop down lists, checkboxes, text, numeric, date.

In this way you can customise the Contacts window to store information relevant to your own business needs.

The contact 'Search' looks at every field in every contact, including any user defined fields you have set up. You can use this to classify and retrieve contacts that fall into a particular classification.

CRM Contact Activity

You can record actions or events relating to a contact in the Contact Activity window. Typically you might record the contents of phone calls or meetings.

You can also set future activities to appear in the Today window on specific dates. This is a very effective means of reminding yourself to follow-up or take some action with the contact on a certain date.

Activities for a contact are recorded chronologically building into a complete history for the contact.

You can also configure the list to include all emails relating to the contact. (See Email > Features)

Contact Groups

You can organise your contacts into Groups to:

Control which users have access to which groups
Structure your contacts by type (e.g. Prospects, Suppliers)

Private Contacts

All your private contacts are stored in a group called 'My Private Contacts'. Only you can see this group. No other user has access to your private contacts.

Integration with Email

If you're viewing a contact you can quickly display all the emails relating to that contact.

When you compose an email the system automatically retrieves the email address from your contacts list.

Looking up Contacts

The search feature searches in every field in the contact record. So you can locate a contact by entering the minimum amount of data such as the first few characters of their name or part of their address.

If you've set up some 'user defined fields' you can search on data that will have been entered in these fields. MyOffice will return a list of contacts that match your search criteria.

Configuring the Contact List

You can customise your own personal view of the Contact List by:

Configuring which columns are displayed
Configuring the sequence of the columns
Configuring the list to include any 'user defined fields' you have set up

Sync with Outlook

Contact data can be synced with Outlook using the 'Outlook Sync' feature.

The sync can be configured to work in one direction only or in both directions. e.g. Update MyOffice with new contacts added to Outlook or vice versa.

Work Offline

Instead of connecting 'online' to the MyOffice server you can choose to work 'offline'.

This enables you to keep on working if for any reason you are unable to connect to the internet or the server.

The next time you log on 'online' all your work will automatically be updated onto the MyOffice web server.

Export Contacts

You can export your all your contacts or just selected contacts to either a .csv file or an HTML file. The .csv file can be opened using Excel. The HTML file is a convenient way of sending contact information in a form which can be read by any web browser.

This is also a very simple way of taking your own personal backup of your contacts, should you wish to do so.