Contacts Overview
SapphireOne incorporates full-featured Contact Relationship Management (CRM) that diligently monitors all interactions across Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, and Workbook. It maintains a comprehensive history of all contacts throughout the entire duration of your data file.
The CRM functionality in SapphireOne is specifically designed to efficiently track and manage interactions with various contacts, including Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, Workbooks, and all contacts. Users can easily record and log various communication activities, such as emails, phone calls, meetings, notes, and actions associated with each contact.
By leveraging SapphireOne CRM, your organisation gains a deeper understanding of past, present, and potential Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees and Workbook leading to analysis of Client buying behaviour improved relationship management and client retention. For example, through analysis of Client buying behaviour, an organisation may identify that its Vendor base has not recently supplied a particular SKU inventory.
SapphireOne’s CRM is seamlessly integrated into every aspect of the SapphireOne application, providing users with a powerful tool to manage and organise contact details for Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, and Workbook data. The CRM module efficiently gathers data from various communication channels, which can include the organisations website and the integrated SapphireOne Softphone which records all outgoing and incoming telephone calls associated with a contact, ensuring a comprehensive interaction history.
The CRM module also manages emails, and it can be integrated with external tools like Mailchimp for monitoring email campaigns deployed to contacts. It tracks when emails are sent, opened, and how many times they are opened. Additionally, all interactions with contacts are automatically recorded, streamlining communication tracking and simplifying follow-up processes.
Users have the convenience of adding actions to contacts, which are automatically populated within the SapphireOne calendar. This feature ensures that important actions and follow-ups are never missed, enhancing productivity and time management.
SapphireOne CRM allows users to attach an unlimited number of documents and digital assets to each contact. Whether it’s contracts, proposals, or multimedia files, this capability ensures all relevant information is readily accessible and organised, making collaboration and decision-making more efficient.
Benefits of the SapphireOne CRM
SapphireOne CRM delivers enhanced daily support to both Clients and Vendors by providing real-time information, enabling timely decision-making. The core benefits of SapphireOne CRM encompass centralised data management, offering a comprehensive view of contacts, fostering improved client relationships, facilitating data-driven decision-making, streamlining marketing efforts, and optimising sales and purchasing processes. Below are the eight core benefits of SapphireOne CRM:
- Centralised Data Management – All contact information is consolidated in one place, ensuring easy access and efficient organisation.
- Comprehensive View of Contacts – Gain a holistic perspective of Clients and Vendors, facilitating a deeper understanding of their needs and preferences.
- Improved Client Relationships – Build stronger and more meaningful relationships with Clients and Vendors, fostering loyalty and satisfaction.
- Data-Driven Decision-Making – Utilise data insights to make informed decisions, enhancing operational efficiency and business performance.
- Streamlined Marketing Efforts – Targeted marketing campaigns can be devised, ensuring more relevant messaging and increased engagement.
- Optimised Sales and Purchasing Processes – Efficient sales and purchasing workflows lead to improved productivity and revenue generation.
- Identification of Profitable Clients & Vendors – Analyse Client & Vendor data to identify the most profitable partnerships and opportunities for growth.
- Seamless Integration – The CRM is fully integrated across all company departments within a single data file, facilitating smooth collaboration and information sharing.
Understanding Contact Types
In SapphireOne CRM, contacts are organised into various tables, including Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address, and Vendor Multiple Address. Despite being stored in distinct tables, all contacts can be accessed centrally through Workbook > General > Contacts. Each contact within this workbook is associated with a specific table.
When a user creates a unique contact within the Contacts area of a specific record, be it Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address, or Vendor Multiple Address, that contact is permanently integrated into the corresponding record in its respective table. This ensures that all relevant information is systematically organised and easily retrievable.
Key Differences in Accessing and Creating Contacts
When accessing the Details Page from a Client or Vendor Inquiry in SapphireOne, the CRM Contacts area will exclusively display contacts associated with the selected Client or Vendor. In contrast, accessing SapphireOne CRM Contacts via Workbook Mode or the Inquiry Palette provides a comprehensive list of all contacts within SapphireOne, as illustrated in the accompanying screenshot to follow.
These distinctions are particularly evident when creating a new SapphireOne CRM contact. In Workbook Mode or from the Inquiry Palette, most data entry fields will be blank, requiring manual input. Conversely, when creating a new contact from a Client or Vendor Inquiry, certain data entry fields are automatically pre-filled. This includes fields that may not be immediately apparent to the user, such as those linking to the Client, Vendor, or Address within the Lookup Details area.
When accessing contacts from Workbook Mode or the Inquiry Palette, all active contacts within SapphireOne are displayed, ensuring a complete overview of available contacts.
When accessing contacts from Workbook Mode or the Inquiry Palette in SapphireOne, the main toolbar provides the following functionalities:
- Viewing and Modifying Contacts – Users can highlight a contact and choose the ‘Look’
, ‘Modify’ 
, or ‘New’ button 
options from the toolbar to view or edit contact details. To ensure any changes are retained, the ‘Save’ button 
should be utilised. - Deleting Contacts – To remove a contact, users can highlight the desired contact and click the ‘Delete’ button
on the main toolbar. Alternatively, the ‘Minus’ button 
within a table can be used to achieve the same outcome. - Creating New Contacts – To add a new contact, users can select the ‘Add’ button on the main toolbar. Alternatively, the ‘Plus’ button
within a table record can be used to create a new contact in the same manner.
All SapphireOne CRM contacts are assigned a contact number. When utilising the Find dialog, which can be accessed by selecting Options > Find, or other query types, a search can be performed using either the contact number (e.g., 000095) or the associated contact name (e.g., “Ken”). In either case, SapphireOne will locate the same contact record.
When a SapphireOne contacts list is in focus, the Sapphire ‘Toggle Active’ tool becomes available within the Sapphire Tools menu. This tool can be used to toggle the Active checkbox on all record lines present. To toggle a subset of contacts, first select the desired lines and utilise Options > Show Subset (Control/Command + G). If the checkbox is unchecked, the contact will be considered inactive.
Contacts Details Page
The Contacts Details Page provides comprehensive information fields and functionalities essential for the effective management of a client record. As detailed earlier in the Key Differences section of this article, the available functionalities may vary depending on the context in which the contact is accessed. Below, you will find a description of all possible functionalities:
Contact Area
The Contacts Area in the contact details screen may include the following fields and functions:
- ID – SapphireOne automatically assigns a number to the first contact in the respective client list for Clients or Vendors. To use a different contact, enter ‘@’ or ‘?’ to display a list of all contacts for that Client or Vendor, then select the appropriate contact. The Contact field links with the Lookup field below it.
- Mailout – Select this checkbox for this contact to receive physical mail outs.
- Active – This checkbox will automatically select for a new contact. Deselect to make inactive.
- Paperclip – Link documents to a specific contact within Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address, or Vendor Multiple Address records.
- Name – Enter the first name and surname of the contact.
- Position – A user-created dropdown menu.
- Look Up – Enter an entry in this field for any SapphireOne CRM contact created in the Address Page of a Clients, Vendors, Job Projects, Assets, Employees, etc., to display it in the first column of the list when changing the address in a transaction. The list displays data entered into the Lookup field in the first column, followed by the address in the second column.
- Area – A user-created dropdown menu.
- Code – This data entry field can be manually set under Workbook > General > Contacts Class and used for segmenting contacts into groups, such as the area the contact works in (e.g. Admin, Sales).
- Company – Populated from information in the Clients, Vendors, master records, etc., If created through the Inquiry Palette, they must be entered manually.
- Company Code – SapphireOne supports unlimited companies within the one data file. This non-editable field reports the particular company the contact record is associated with.
- Salutation – Select the correct salutation from the available options.
- Date of Birth – Enter the contacts date of birth.
- Class – Assign a class to this contact to the contact. Populated from from information in the Clients, Vendors, etc., master records. If created through the Inquiry Palette, they must be entered manually.
- Link – Populated from from information in the Clients, Vendors, etc., master records. If created through the Inquiry Palette, this must be entered manually.
- Gender – The contacts gender.
- Rep – Populated from information in the Clients, Vendors, etc., master records. If created through the Inquiry Palette, they must be entered manually.
- Order – An entry in this field is required to display any contact created in an Address Page. The contact will be displayed in the first column of the list to change the address in a transaction, with the data entered into the Lookup field in the first column and the address in the second column.
- Initials – The contacts preferred initials.
While existing SapphireOne CRM contacts can be viewed or modified from Workbook Mode or the Inquiry Palette in SapphireOne, creating new contacts through this function is not the optimal method. This is because SapphireOne cannot automatically establish a link to the appropriate function, requiring users to manually input linking details, such as for Clients or Vendors. Conversely, when a CRM contact is created within a specific function, like a Client Invoice, SapphireOne automatically sets up the link to the relevant Client. The link is displayed in the Type column and the Lookup Details area, and it is not modifiable by the user, as manual setup is unnecessary.
Paperclip Management Saves Time with Easy File Attachment
The SapphireOne Document Management System (DMS) features a convenient Paper Clip button on all data entry and inquiry screens. This enables users to attach relevant documents or files to every transaction or record. The system also includes a dedicated page for managing documents related to a specific transaction or record, providing robust version control of the attached documents.
The color of the paper clip serves as a visual indicator of the status of the attached documents. A red paper clip indicates that there are no documents currently attached to the transaction or record, while a green paper clip indicates the presence of one or more attached documents. Additionally, the word “Items” is preceded by the number of attached documents, providing a clear and concise representation of the current status.
SapphireOne’s Document Management System is highly versatile and can accommodate a wide range of document types, including Adobe Acrobat, spreadsheets, word processing documents, photo files, JPEGs, CSV files, HEIFs, and MP4 files. With the ability to store an unlimited number of documents for an indefinite amount of time, the system provides users with a comprehensive and efficient solution for managing all their important files and documents.
Master Defaults
In SapphireOne, users have the flexibility to control the size of individual documents and determine where they are stored through the Master Defaults settings. These settings can be accessed by navigating toUtilities > Controls > Master Defaults > System Page.
Within the Documents area of the SapphireOne page, there is a Document Size Limit setting with a default size of 10 MB, which can be adjusted as needed. Additionally, users can choose to store the documents either as part of the data file or as separate files, by selecting the appropriate option from the two radio buttons provided.
To attach a document to a transaction, simply click on either the 
or 
Paperclip button. The Document List window as seen below will be displayed allowing the the user to select the desired file to attach.
How to Attach Documents Using SapphireOne Paperclip
SapphireOne also provides users with the convenient Drag & Drop functionality to attach documents. To use this feature, simply drag a document from your local computer into the Document List screen and it will be attached automatically. This streamlined process saves time and effort and makes it easier to manage your important files and documents within SapphireOne.
If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the
If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the Plus button to select a document to upload from the local computer.
SapphireOne’s document management system provides users with the ability to easily manage their attached documents. After a document has been attached, the user has the option to rename it by right-clicking on the file and selecting Rename This feature is useful for maintaining consistency in document names across all records and helps to keep the system organised and efficient.
Documents Area within Document Management System (DMS)
- Open
– By clicking on this button, the document will be opened for viewing, allowing users to review its contents without having to leave the SapphireOne system. This feature provides a convenient and streamlined way to access and review important documents within the context of the larger document management system. - Update
– When this button is selected an alert is displayed allowing the user to import a new version of a highlighted document, enabling version tracking. After selecting a new version, the user enters a version number. The latest version becomes available, with previous versions accessible in the History area. The updated document remains linked to associated transactions. - Scan
– This option in SapphireOne provides users with the ability to scan a document directly into the data file and link it to a transaction. This feature requires access to a local or network scanner, and the appropriate scanner and software must be installed on the local machine or network. By using the Scan option, users can quickly and efficiently digitise physical documents and associate them with the relevant transactions within SapphireOne. - Save
– This button in SapphireOne allows users to save the currently highlighted document to disk. This feature provides a convenient way to export a copy of the document for backup or further use outside of the SapphireOne system. By clicking the Save button, users can easily access a digital copy of their important documents and ensure that they are properly preserved and accessible. - Link Documents
– With SapphireOne, users have the ability to link a highlighted document to one or more transactions within the data file. To do this, the user simply clicks the “Link” button, which will bring up an alert allowing them to make their selection. This feature provides a convenient way to associate important documents with multiple transactions, ensuring that all relevant information is easily accessible from one central location. For more information about linked documents, refer to the Links Area documentation provided by SapphireOne. - Link Existing Documents
– SapphireOne provides users with the ability to link existing documents in the data file to the current transaction or record. To do this, the user simply clicks the Link Existing button, which will bring up an Alert allowing them to choose from a list of available documents. This feature provides a convenient way to associate existing documents with additional transactions, ensuring that all relevant information is easily accessible from one central location. For more information about linked documents, refer to the Links Area documentation provided by SapphireOne. - Delete – This option in SapphireOne allows users to remove the currently highlighted document. By clicking the Delete button, the selected document will be removed from the system, providing users with a simple way to manage their attached documents and ensure that only relevant and up-to-date information is stored within the system.
- Plus – SapphireOne includes a search function that makes it easy for users to select a document saved on their local computer. This feature provides a convenient way to quickly locate and attach the desired document, streamlining the process of adding and managing important files within the SapphireOne system.
Details Area within Document Management System (DMS)
The Details area within SapphireOne’s Document Management System (DMS) provides users with additional information about the selected document. When a document is selected in the Documents area, the Details area will automatically display the title of the document and the type of file. This information helps users to quickly identify and manage their important files and documents, providing a more efficient and organised system for document management.
Notes Area within Document Management System (DMS)
The Notes area is for entering any notes related to the document. The user can select the green clock button 
to create a time and date stamp for every note added.
The Notes area will also keep an automatic user log when any changes are made to the document. For example, if the document is renamed or new links are created. SapphireOne will record the date, time and user that made the modifications.
Document Details Area within Document Management System (DMS)
The Document Details area within SapphireOne’s Document Management System (DMS) provides additional information about the selected document. This area automatically displays information such as the date and time the document was added, the document number, and the user who added the document. This information helps users to quickly understand the context of the selected document and provides a comprehensive history of the document’s status and interactions within the system. The Document Details area is a valuable resource for managing and tracking important documents within SapphireOne.
History Area within Document Management System (DMS)
The History area within SapphireOne’s Document Management System (DMS) provides a record of the complete version history of the selected document. SapphireOne tracks all version changes and automatically displays the document’s history in this area.
As new versions of the document are imported using the button, the History area will be automatically updated, ensuring that all previous versions of the document are recorded and available for viewing. This enables users to access the most recent version of the document, while still maintaining a complete history of all versions.
The History area provides a valuable resource for tracking the evolution of a document and understanding how it has changed over time. By having a complete record of the document’s history, users can easily review past versions and understand the context of the changes that have been made.
Links Area within Document Management System (DMS)
The Links area within SapphireOne’s Document Management System (DMS) is used to link documents to specific transactions or areas within SapphireOne. This area provides a comprehensive view of all linking information related to the document, including any functions used to import the document into SapphireOne.
By linking documents to transactions and areas within SapphireOne, users can easily associate important information and files with the relevant transactions, providing a more organised and efficient system for document management. The Links area is a valuable resource for understanding the relationships between documents and transactions within SapphireOne.
To add additional links to a document in SapphireOne, follow these steps:
- Select/highlight the document you wish to link.
- Click the
Link Document button. - The Files pop-up window will be displayed.
- From the File drop-down menu, select the item you want to link the document to.
- In the Value data entry field, enter the necessary details (ID).
Note that the Value data entry field has a light blue background and is searchable by entering the wildcard symbols ‘?’ or ‘@’, making it easier to find the information you need. By linking documents to specific transactions and areas within SapphireOne, users can create a more organised and efficient system for document management.
Updating a Document within Document Management
The process for updating a document in SapphireOne is straightforward:
After clicking the “Update” button in SapphireOne, the user will be asked to confirm if they would like to import a new version of the document:
- Confirm that you wish to import a new version of the document by selecting Yes.
- The user will then be prompted to choose the updated document to open.
- After selecting the updated document, a secondary dialogue will appear, asking the user to enter an alphanumeric value for the new version.
- Enter the desired value for the new version and select OK
By following these steps, SapphireOne will replace the previous version of the document with the updated document. It will also maintain a complete record of all previous versions in the History area. This process ensures that the most up-to-date information is always readily accessible within the SapphireOne system.
Document Management using SapphireOne Documents Inquiry
In addition to SapphireOne’s Document Management Paperclip functionality, SapphireOne Documents Inquiry function in Workbook Mode provides users with a centralised repository of all documents and files stored within the SapphireOne data file. This function gives users the ability to add new documents, modify, view, or delete existing documents from within the Documents Inquiry screen.
Any revisions made to a document within the Documents Inquiry screen will be automatically updated across all areas where the document is linked within SapphireOne. Similarly, any modifications made to documents within the SapphireOne Paperclip Document List window will be reflected within the Documents Inquiry window.
For example, if a document is renamed within a transaction Paperclip Document List screen, the updated document name will be reflected when viewing the document in the Documents Inquiry screen.
You can learn more about SapphireOne Documents Inquiry functionality within the Documents Inquiry article.
Document Control within Document Management
In this example, we have an inventory item with documents attached, such as installation instructions and a packing checklist. The item is added to a sales order, manufactured, shipped, and the job is completed. SapphireOne’s Document Management Paperclip functionality allows for easy attachment and access to all relevant documents throughout the entire process, from sales order to completion. This improves efficiency and helps ensure all relevant information remains consistently available and up-to-date.
A year after the completion of the job, a revision of the inventory item is made, along with updates to its associated Documents (DMS). To keep the information organised and up-to-date, it is not necessary to create a new inventory item for the revision. Instead, the documents and files can be easily updated using SapphireOne’s DMS file that are attached.
By using the Update button within the DMS, users can import a new version of the document and SapphireOne will automatically keep track of all version changes, ensuring that the most recent information is readily available. This process saves time and effort by allowing users to simply update the documents and files, rather than creating a new inventory item for each revision.
In SapphireOne, when referring back to the original completed sales client invoice or job projects client invoice, the associated documents and files will be displayed in their original state or as they have been updated. The user has the option to view the documents and files as they were at the time of completion or as they currently are, providing a comprehensive and accurate record of all relevant information.
In the screen shot above, both the current and historical documents are attached to the inventory item. As a SapphireOne user, you have the ability to edit the list and choose to delete the historical document by simply selecting the Minus button.
Additionally, you also have the ability to modify the existing document, keeping a log file of each and every time the document has been revised. This ensures that a complete and accurate record of all revisions to the document is maintained, allowing you to easily reference the most recent version or any previous versions as needed.
The ability to manage both current and historical documents, as well as the option to modify and delete them, provides users with a flexible and efficient solution for document management within SapphireOne.
Address Area
The Address Area in the contact details screen includes the following fields and functions:
- Postal Address Fields – This area is used to enter the contact’s postal address details, including Street Address, Suburb, State, Postcode, and Country.
- Address Type List – This list box will provide options that alter the fields available for recording the physical address. The options displayed depend on whether the contact is linked to Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, Workbooks, etc.
- Physical Address Fields – This area is used to enter the contact’s physical address details, including Street Address, Suburb, State, Postcode, and Country.
- Copy Button – This function is used to copy the details entered into the Postal Address fields to the Physical Address fields. Simply click on the Up
arrow to copy the details.
SapphireOne has incorporated functionality that allows users to obtain a map view from a physical address record. To access this feature, click on the underlined “Physical Address” label in the Address Area. This feature is available throughout SapphireOne, including in the Sapphire Web Pack and the Sapphire Custom Web Pack. With this capability, users can obtain a visual representation of the physical location associated with a contact’s address, which can be helpful for planning and logistics purposes.
Whether using a mobile device, tablet, or desktop computer, the map view feature in SapphireOne remains accessible, providing users with a consistent experience regardless of their chosen device or platform.
Lookup Details Area
The Lookup Details Area in the contact details screen may include the following fields and functions:
- Type – The Type data field is automatically populated by SapphireOne. The contact in the proceeding example was created while modifying a client, so SapphireOne has automatically set the Type code as ‘CLLink’. (CL = Client, and Link = link).
- Last Contact Field – For recording the date last contacted. A date Picker is accessible by selecting the label.
- Next Contact – For recording the date last contacted. A date Picker is accessible by selecting the label.
- Created Date – The date the contact was created.
- Created By – The user who created the contact record.
Details Area
The Details Area in the contact details screen may include the following fields and functions.
Note that the labels associated with the fields in the left-hand columns cannot be altered. However, the labels associated with the fields in the right-hand column can be modified as required by an administrator. To do this, navigate to the Contact Phone Titles Area at Utilities > Controls > Master Defaults – System Page.
- Phone Field – Generally utilised for the main organisation phone number.
- Mobile Phone Field – The contact’s mobile phone number. An additional facility is provided for drafting and deploying an SMS by clicking the mobile phone label. This functionality requires a custom API implementation.
- Home Phone Field – The contacts home phone number.
- Skype Field – Make a call to the contacts Microsoft Skype service utilising the Skype username or email address in the field provided, dependant on their registration with the Microsoft Skype service.
- FaceTime Field – Make a call to the contacts MacOS FaceTime utilising the phone number or email address in the field provided, dependant on their registration with the FaceTime service.
- item 1 Field – A numerical field featuring a label that can be modified by an administrator.
- item 2 Field – A numerical field featuring a label that can be modified by an administrator.
- item 3 Field – A numerical field featuring a label that can be modified by an administrator.
- Phone Field – Additional phone number field.
- Alert Area – This field is provided to share critical contact information with all users.
- Username Field – The Users WebStore user name.
- WebStore Password – This label will relate to the presence of either a field for manual password entry or a Generate Password button for random password creation. The element displayed depends on the configuration of the “System generated random password for user” checkbox, which is set in the Utilities > Controls > Master Defaults – WebStore Page.
SpliceCom Softphone Integration
In SapphireOne, the presence of a Call button 
next to a telephone number indicates that, with the requisite SpliceCom implementation, users can initiate a call by clicking the button. Once a call is initiated, the button will turn red, signifying that the call is active. To end the call click the red Call End button 
.
When you initiate a call by pressing the green Call button, SapphireOne will automatically log the date, time, user, and dialled number in the notes area. Upon concluding the call by pressing the red Call End button, SapphireOne will again record the date, time, user, and note that the call has been terminated. For example:
- On Initiation – 28/3/2023 17:20:47 JA – Call to +612 8362 4500
- On Conclusion – 28/3/2023 17:25:00 JA – Hang up
Marketing Area
This area is utilised for SapphireOne’s seamless integration with MailChimp, facilitating the automatic updating and exchange of client information between SapphireOne and the MailChimp platform. This integration empowers users to import and subscribe a contact directly from SapphireOne into MailChimp, enhancing your marketing capabilities. The key features of the provided functionality are as follows:
- Inbuilt Marketing Feature – Once activated, every SapphireOne ‘Contact’ details screen includes a dedicated marketing feature with a ‘Create Member in MailChimp’ button. This functionality allows you to effortlessly add both existing and new contacts, along with their detailed information, directly to your selected subscriber lists and marketing campaigns within MailChimp provide the primary email field is populated.
- Automatic Recording of Marketing Activities – Once a contact is added to MailChimp through SapphireOne, all related MailChimp marketing activities are automatically recorded within the SapphireOne Contact record Marketing area. This provides a comprehensive view of all marketing communications for each client, including details such as the date and time emails were received, opened, and the frequency of views.
- Campaign History and Response Tracking – The feature maintains an automatic record of every campaign each client has received since joining your MailChimp subscriber list. This enables you to review past interactions and strategically plan your targeted digital marketing efforts moving forward.
- Quick Reference and Detailed History – The most recent three campaigns received by a client are displayed in the Marketing field within the Contact card for quick reference. For a more detailed history, you can view all previous communications by selecting the green Expand button next to the ‘Create Member in MailChimp’ button.
This integration not only streamlines your marketing processes but also enhances your ability to tailor and optimise your digital marketing strategies, ultimately leading to improved client engagement and satisfaction.
Keywords Area
Keywords in SapphireOne provide a structured method to organise contacts. These keywords act as custom associations, allowing you to categorise contacts in a way that suits your organisations needs. You have the flexibility to create reusable keywords that can be applied across multiple contact records, ensuring consistency and ease of management. Additionally, you can create unique keywords tailored specifically to individual contact records, offering a personalised approach to contact organisation.
To remove keywords, hold the Command key on a Mac or the Ctrl key on Windows.
Notes Area
This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:
- Green Clock Button – Include a date and time stamp.
- Font Size Buttons – Modify the font size.
- Expand button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.
- Right-Click context menu – Users can also customise the font, style, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu.
The Keywords and Notes area provided here is consistent with the Keywords and Notes page available from the pages menu within all inquiry pages in SapphireOne.
Actions Page
Action Page Overview
The Action Page in SapphireOne serves as access to a comprehensive hub for managing and organising tasks, meetings, and notes, seamlessly integrating actionable items with relevant records and transactions. By providing access to a wide array of features such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, and various types of Notes, the Action Page ensures that users can efficiently coordinate their activities within a centralised platform.
One of the key advantages of the Action Page is its ability to link actions directly to specific records or transactions, enhancing the accessibility and relevance of alerts throughout SapphireOne. This integration allows users to set up actionable alerts that are contextually tied to their organisational data, ensuring that important tasks and notifications are not only visible but also directly connected to the pertinent information. By leveraging these capabilities, users can improve their productivity and maintain a well-organised workflow, all within the intuitive environment of SapphireOne.
The Action Page enables users to manage actions by using the add or delete buttons. To add or delete an action, simply click the corresponding button.
Diary Area
The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes the following functionality:
- Sequence – SapphireOne automatically generates a unique sequence number for each action.
- Title – Enter a title for the action.
- Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
- Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
- User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
- Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
- Status – The user has three options: Open, Hold, and Completed.
- Open – Action is open and active.
- Hold – Action is active, but no alarms will be active.
- Completed – Action is now Inactive and won’t be displayed in any list of actions.
- Tag – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
- Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.
Check List Area
SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.
Dates and Times Area
- Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
- Completed – Entering a completion date for an action deactivates it, and it will no longer appear in the action lists.
Alarm Area
Ensure you never miss a task again by setting up alarms to send reminders to the designated email at specified dates and times. Users can also receive notifications through SapphireOne Workflow.
Recurring Area
If necessary, the alarm can be set to recur at specified intervals chosen from the Type drop-down menu which contains an exhaustive list of interval options. Additionally, the recurring period can be defined by date.
Notes Area
This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the clock button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:
- Right-Click context menu – Users can also customise the font, style, size, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu
- Green Clock Button – Include a date and time stamp.
- Font Size Buttons – Modify the font size.
- Expand button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.
Invite Attendees Area
In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them email notifications if their email addresses are provided. Additionally, you can manage and track attendees RSVP status in real-time.
In conclusion, the Action Page in SapphireOne stands as a pivotal tool for enhancing organisational efficiency and productivity. By offering access to a centralised platform that seamlessly integrates tasks, meetings, and notes with relevant records and transactions, it empowers users to maintain a streamlined and well-coordinated workflow. The ability to link actions directly to specific data points ensures that alerts are not only accessible but also contextually relevant, providing users with the insights needed to make informed decisions. As organisations continue to navigate complex operational landscapes, the Action Page remains an indispensable resource for optimising task management and fostering a more organised and productive environment within SapphireOne.
Custom Page
Custom Page Overview
SapphireOne’s Custom page features text fields designed for versatile, user-defined purposes. Each field is assigned a variable by SapphireOne, which is displayed as the default field heading label. Users can take note of the desired field or heading variable for customisation and modify it by navigating to Utilities > Controls > Change Names. Detailed instructions on this process will be provided below.
The Custom page is organised into the following sections:
- Alpha – Allows letters and numbers, but cannot be used for arithmetic functions
- Real – Allows numbers only, and can be used for arithmetic functions
- Date / Time – Date fields store date values and can be used for date functions, while Time fields store time values and can be used for time functions
- No Heading Defined – Features eight alphanumeric fields that cannot be used for arithmetic functions
- Text – Accepts letters, numbers, and special characters, but cannot be used for arithmetic functions
The data entry fields in these Custom Pages can also be employed in Sapphire Custom Reports, Quick Reports, Custom Inquiries, 4D View Pro, and 4D Write Pro Reports, just like any other data entry fields within SapphireOne.
The example Custom Page below is from an Asset Inquiry; however, the process for customising this page remains the same, irrespective of the function in which the Custom Page is located.
Default Variable Values
In the default variable values defined by SapphireOne, the first number signifies the position of the field within the group, while the second number denotes the maximum number of characters for the data entry field.
For instance, ASAlpha_1_20 indicates that it is the first data entry field in the group and can hold up to 20 characters. Similarly, ASAlpha_8_80 shows that it is the eighth data entry field in the group, with a capacity for a maximum of 80 characters.
To modify the headings on a Custom Page:
- Write down the exact names of the headings you wish to modify.
- Navigate to Utilities > Controls > Change Names. Keep in mind that when performing this procedure, you will be warned that only one user should be logged into the data file.
- Upon accessing the Change Names function, a dialogue box will appear. Then, refer to your list of names and scroll down the list to find the headings you want to modify.
- For each heading:
- Highlight the name.
- Enter your new name in the lower data entry field.
- Click the Update button to save the changes in SapphireOne.
4D View Pro Page
4D View Pro Page Overview
4D View Pro is a 4D component that includes a 4D form area and specific commands. It allows you to embed advanced spreadsheet features in your projects.
A spreadsheet is an application containing a grid of cells into, which you can enter information, execute calculations, or display pictures. 4D View Pro is powered by the SpreadJS spreadsheet solution integrated in 4D.
Embedding 4D View Pro areas in your forms allows you to import and export spreadsheets documents using the 4D View Pro commands.
Import From a SapphireOne Inquiry
The values of all cells from any SapphireOne inquiry can be imported into a 4D View Pro document with ease. The procedure is as follows.
- Open any SapphireOne Inquiry. Either standard or custom.
- Select 4D View Pro from the Sapphire Tools menu.
- Select the
Import From Inquiry button on the bottom left corner of the 4D View Pro screen.
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry‘ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
For complete documentation please view the complete SapphireOne Knowledge Base 4D View Pro article.
4D Write Pro Page
4D Write Pro Page Overview
4D Write Pro offers 4D users an advanced word-processing tool, fully integrated with your 4D database. Using 4D Write Pro, you can write pre-formatted emails and/or letters containing images, a scanned signature, formatted text and placeholders for dynamic variables. You can also create invoices or reports dynamically, including formatted text and images.
The key features of the product are:
- 4D Write compatibility: a 4D Write Pro object can open and convert legacy 4D Write documents while supporting most of their specific properties.
- Word processing: a 4D Write Pro object embedded in a form provides standard word-processing features, including text and style manipulation, image insertion, import and export, and much more.
- Database integration:
- A 4D Write Pro object can display variable parts which will be filled with data from the database, or data computed by 4D.
- 4D Write Pro documents can be stored within database fields or on disk.
Working with 4D Expressions
All SapphireOne table values are easily accessible for integration into a 4D Write pro document, either verbatim or utilised within a function to be dynamically processed at export. These inserted values are referred to as 4D Write Pro Expressions. The process is as follows.
- Open any Inquiry list screen. Either standard or custom.
- From the Sapphire Tools menu, select ‘4D Write Pro’.
- A new document is initially provided. Alternately the SapphireOne user may open a pre-existing document by selecting File > Open from the SapphireOne main menu.
- Place the cursor within the document at the location you would like to insert the 4D Write Pro Expression.
- Select the ‘Insert & View’ Tab.
- Select the ‘Insert 4D Write Pro Expression’ button ({}).
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry‘ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
This will open the Formula Editor panel whereby a 4D Write Pro Expression can be prepared for placement in to your document.
Utilising the Formula Editor
The Formula editor provides many shortcuts for writing formulas. You can click field names, operators and commands, as well as any project methods, to add them to the formula. When you click on an item, it is automatically displayed in the editing area where you can then modify it using standard cut/copy/paste functions. You can also enter items directly in the editing area or drag and drop them from the list of items.
The Formula editor contains the following areas.
- List of tables and fields – This area displays the fields of the table. The menu located above the list lets you set the fields to be displayed. You can use fields of the current table, those of related tables or those of all the tables.
Note: Tables and fields with the Invisible property do not appear in the list. For more information about this property, refer to the “Attributes” section in Table properties and Field properties. - Operators list– The operators list lets you choose the operators to be used in the formula. The operators are grouped into themes found in the menu located above the list: Each theme displays all the available operators for the corresponding type of data or operation. For example, the assignment operator := is available for all data types. For a description of each operator, refer to the following section.
- Commands list – The commands list contains the 4D functions that can be used in formulas, as well as any project methods allowed by the developer. The menu located above the list lets you display the commands by theme or by alphabetical order. Refer to the 4D Language Reference manual for a description of the 4D commands that appear in this menu.
In principle, project methods that can be used in formulas must be declared beforehand using the 4D SET ALLOWED METHODS command. However, by default, the Designer and Administrator of the database have complete access to the 4D commands and user methods in the Formula editor. It is also possible to completely disable access control for all users. These options are set on the Security page of the Database settings.
Formula operators
Here is a brief description of the different operators available in the Formula editor. For a more detailed description of the possibilities provided by these operators, refer to the Undefined chapter of the 4D Language Reference manual.
- String Operators
A and B are character strings; N is a number.
OperatorUseDescription:= AssignmentA:=BAssigns the value B to A+ ConcatenationA+BReturns AB* RepetitionA*NRepeats the value of A N times[[ ]] Indexes[[A]]NReturns the Nth character of A”” Empty string””Inserts a pair of quotation marks - Numeric Operators
X and Y are numbers.
OperatorUseDescription:= AssignmentX:=YAssigns the value Y to X+ AdditionX+YReturns X plus Y- SubtractionX-YReturns X minus Y* MultiplicationX*YReturns X multiplied by Y/ DivisionX/YReturns X divided by Y\ Integer DivisionX\YReturns the integer division of X by Y (X and Y must be integers)% ModuloX%YDivides X by Y and returns the remainder^ ExponentiationX^YReturns X to the power of Y
Note: The modulo % operator returns significant values with numbers belonging to the long integer category (from -2^31 to +2^31 minus 1). To calculate the modulo of numbers outside of this interval, use the Mod command.
- Date Operators
D1 and D2 are dates; N is a number.
OperatorUseDescription:= AssignmentD1:=D2Assigns the value D2 to D1+ AdditionD1+NReturns D1 plus N days- DifferenceD1-D2 orReturns the number of days between D1 and D2D1-NReturns D1 minus N days!//! Blank date!00/00/00!Inserts a blank date - Time Operators
H1 and H2 are times; N is a number.
OperatorUseDescription:= AssignmentH1:=H2Assigns the value H2 to H1+ AdditionH1+H2 orReturns H1 plus H2H1+NReturns H1 plus N seconds, expressed in seconds elapsed since midnight- SubtractionH1-H2 orReturns H1 minus H2H1-NReturns H1 minus N seconds, expressed in seconds elapsed since midnight* MultiplicationH1*NReturns H1 multiplied by N, expressed in seconds elapsed since midnight/ DivisionH1/NReturns H1 divided by N, expressed in seconds elapsed since midnight\ Integer DivisionH1\NReturns the integer division of H1 by N, expressed in seconds elapsed since midnight% ModuloH1%NDivides H1 by N and returns the remainder?::? Blank hour?00:00:00?Inserts a blank hour - Comparison Operators
Z1 and Z2 can be of the string, numeric, date or time type.
OperatorUseDescription= EqualZ1=Z2Returns True if Z1 equals Z2# Not equalZ1#Z2Returns True if Z1 does not equal Z2> Greater thanZ1>DReturns True if Z1 is greater than Z2>= Greater than or equal toZ1>=Z2Returns True if Z1 is greater than or equal to Z2< Less thanZ1<Z2Returns True if Z1 is less than Z2<= Less than or equal toZ1<=Z2Returns True if Z1 is less than or equal to Z2 - Logical Operators
B1 and B2 must be Booleans (expressions that are TRUE or FALSE)
OperatorUseDescription& ANDB1 & B2Returns True if B1 is True and B2 is True| ORB1 | B2Returns True if B1 is True or B2 is True
For complete documentation please view the complete SapphireOne Knowledge Base 4D Write Pro article.
Documents Page
Documents Page Overview
The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.
Documents Area
The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.
Documents can only be attached once the corresponding record has an assigned ID.
Documents List Screen Options
There are eight buttons on the Document List screen, as follows:
- Open – Allows viewing of the currently selected document.
- Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
- Scan – Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
- Save – Saves the currently selected document.
- Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
- Link Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
- Link Existing Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
- Delete – Deletes the currently selected transaction or record.
- Add – Displays a search function for selecting a document from the local computer or device.
Details Area
The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.
Last Modified Area
The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.
History Area
The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.
Links Area
The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.
Notes Area
The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.
Digital Assets Page
Digital Assets Page Overview
The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.
It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.
Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.
This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.
- To add a picture, simply click the Add button.
- To delete a picture, select the Delete button.
Considerations for Adding Digital Assets
Adding digital assets can impact your data file size and system performance. It is important to consider the following:
- Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
- System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.
