Contact roles

Scopevisio contact management is included in all licenses. However, not all contact roles are available in every license.

Table of contact roles

The sales roles Lead and Prospect are not assigned in Contact Management. They represent views of a potential customer in the sales process.

These roles are therefore described in more detail in the Sales chapter.

Assigning contact roles

Automatic assignment takes place when, for example, a potential is created for a contact

• a potential is created (the contact then automatically becomes a lead),

• an offer is submitted (the contact automatically becomes a prospect),

• an order is created (the contact automatically becomes a customer),

• an incoming invoice is verified (the contact automatically becomes a supplier),

• an employer is assigned (the contact automatically becomes an employee)

You need one click in the two cases in which you can optionally also post via a Conto-pro-diverse (CpD or also Customers A-Z, Suppliers A-Z).

• an outgoing invoice is issued (the contact is suggested as a customer),

• an incoming invoice is entered (the contact is suggested as a vendor),

Assign contact roles manually

You can create a new contact with a specific role or convert an existing contact.

To do this, open a contact and select the Convert button to the right of the available contact roles.

Master and transaction data

Scopevisio separates master data (e.g. name, address, telephone number) and transaction data (e.g. notes, emails, documents assigned to the contact, etc.) in contact management.

Master data is recorded in the General tab, while transaction data is documented in the other tabs or roles.

Customer

When an order or invoice is entered or a quotation is converted into an order, the contact becomes a customer. Responsibility is transferred from Sales to Customer Care.

Roles in financial accounting

Customer role

If a contact is assigned to an invoice as a customer, they can become a debtor with a click. If the customer is not already marked as a customer, you will receive a prompt to create them as a customer. You can find more information under Personal accounts.

Vendor role

Incoming invoices are linked to the vendor role. For further use of the integrated application, it is advisable to store the vendor's VAT ID number, payment terms and bank details in contact management. You can find more information under Personal accounts.

Employee and employer

An employee is an employee of your customer company and not of your own company. Employees of your own company have the role of employee in Scopevisio.

The decisive factor for this role is that you receive information in customer contact from people and not from companies. You negotiate with a buyer, you make a presentation to the board of directors, you discuss matters with an office worker, and so on. The contact is always made via people and it makes sense to store the information received in the relevant personal contact.

With the employee role, it is possible to display transaction data such as e-mails, comments, tasks, general information and TEAMWORK documents of the employee in the employer. A separate release can be granted for each piece of information or globally for certain or all types of information.

Multiple employers: In the event that an employee has multiple employers, these authorizations can also be set separately for each employer.

Create employee

Enter an employer under the personal details. This should be created as a company in your contact management.

You can also use the link Copy addresses from employer.

Set the visibility of employee information

1. Employers and clients can be noted under Employer (AG) and Visibility. If only one employer is connected, this will be displayed as the main employer. Otherwise, you can select the main employer.

2. Specify which information linked to the employee's person is also visible in the employer's company contact, e.g. comments, documents, tasks, general information, etc.

3. In the Employee from / to fields, you can record a person's career over several stations. If the employee changes jobs, the period in which the employee information is displayed for the current employer can be noted here.

4. You can add further employers using the plus sign.

Special features

If you want to display employee information, such as tasks, comments or general information, at the associated employer or select the employer context in which they appear, you must create them from the employee role. If you do this instead in the Contact role, for example, the relevant information will not be linked to a specific employer. This cannot be arranged retrospectively either

In the e-mail business object, you cannot specify the specific employer in which the e-mail should be displayed. You can only specify in which contact role it is visible.

If you are dealing with people who work for several, possibly even changing, companies, you should always save comments to these people in the employee role with reference to the relevant employer if you want to use this functionality.

This means

• You entercomments in the employee role and make the necessary settings.

• You createtasks and general information using the plus symbol in the corresponding section of the employee role (see example below).

Displaying employee information to the employer

To view comments, tasks etc. relating to the employee in the employer contact, select the Lead, Prospect or Customer contact role, for example.

• Documents: In the TEAMWORK Documents business object, activate the Additional reference option for employees.

• Emails: To ensure that the assigned email is visible in the appropriate employer role, activate the Also employee emails view type in the Email business object.

The display of employee information in the employer looks as follows: