Contacts - Get Organised with A Powerful Contact Database

Contacts Overview

SapphireOne Contacts is a comprehensive customer relationship management (CRM) solution designed to help businesses manage and track all aspects of their interactions with customers, vendors, and other stakeholders. It allows users to create and maintain detailed records of all contact details, including names, addresses, phone numbers, email addresses, and other key information.

SapphireOne incorporates a built-in Contact Relationship Management (CRM) system 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 behavior improved relationship management and customer retention. For example, through analysis of Client buying behavior, an organisation may identify that its Vendor base has not recently supplied a particular SKU inventory.

SapphireOne’s CRM (Contact Relationship Management) 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, including the company’s website and the inbuilt SapphireOne Softphone. It 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 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.

Summarising the Benefits of 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 centralized data management, offering a comprehensive view of contacts, fostering improved customer relationships, facilitating data-driven decision-making, streamlining marketing efforts, and optimizing sales and purchasing processes. Below are the eight core benefits of SapphireOne CRM:

  1. Centralised Data Management – All contact information is consolidated in one place, ensuring easy access and efficient organisation.
  2. Comprehensive View of Contacts – Gain a holistic perspective of Clients and Vendors, facilitating a deeper understanding of their needs and preferences.
  3. Improved Customer Relationships – Build stronger and more meaningful relationships with Clients and Vendors, fostering loyalty and satisfaction.
  4. Data-Driven Decision-Making – Utilise data insights to make informed decisions, enhancing operational efficiency and business performance.
  5. Streamlined Marketing Efforts – Targeted marketing campaigns can be devised, ensuring more relevant messaging and increased engagement.
  6. Optimized Sales and Purchasing Processes – Efficient sales and purchasing workflows lead to improved productivity and revenue generation.
  7. Identification of Profitable Clients & Vendors – Analyse Client & Vendor data to identify the most profitable partnerships and opportunities for growth.
  8. Seamless Integration – The CRM is fully integrated across all company departments within a single data file, facilitating smooth collaboration and information sharing.

In summary, SapphireOne CRM empowers businesses by offering tailored services, responsive pricing, and personalized messaging. It creates a cohesive ecosystem where all products and services are linked through contacts for all functions within SapphireOne. This synergy leads to superior supply chain effectiveness and overall operational efficiency, resulting in improved business performance and customer satisfaction.

A Comprehensive Customer Relationship Management

When selecting SapphireOne CRM Contacts from the drop-down menu, SapphireOne displays a comprehensive list of contacts.

  • When accessing SapphireOne CRM Contacts from an inquiry, all active contacts in SapphireOne are listed, as shown in the screenshot below.
  • It is important to note that when accessing contacts in this manner, the main toolbar operates as usual. The user can simply highlight a contact and use Look , Modify or New from the toolbar. To save any changes made, the Save icon should be used.
  • If the user wishes to remove a contact, they can highlight it and select the Delete button on the main toolbar. Alternatively, they can use the Minus button from within a table for the same result.
  • To create a new contact, the user can select the Add button on the main toolbar. Alternatively, they can use the Plus button from within a table for the same result.

Searching for SapphireOne CRM Contacts: Entering Lookup Details

All SapphireOne CRM contacts associated with any function, such as Clients, Vendors, Job Projects, Assets, Employees, Client Multiple Address, and Vendor Multiple Address, are assigned a contact number, as shown on the previous page. If a name, such as “Ken,” is entered in the lookup field, a search can be performed for either the contact number 000095 or the name “Ken.” SapphireOne will find the same contact in both cases because it recognizes that 000095 and Ken refer to the same contact.

It is important to consider exactly what to enter into the lookup field when searching for a specific contact.

Contact Area

  • 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 contact to receive 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 and used for extra reporting, such as the area the contact works in (e.g. Admin, Sales).
  • Company, Rep, Class and Link – Entered 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.

Toggle Active Tool

When the list of contacts is displayed on screen, there is a Sapphire Tool called “Toggle Active.” This tool can be used to toggle the Active checkbox seen above to either ticked or unticked. If the checkbox is unticked, the contact will be considered inactive. This tool applies to ALL contacts in the list on the screen, and not just the highlighted ones.

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 to Utilities > 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 Paperclip Green or Attach-Red-Button 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 organized 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 digitize 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 organized 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.

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 organized 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:

  1. Select/highlight the document you wish to link.
  2. Click the Link Document button.
  3. The Files pop-up window will be displayed.
  4. From the File drop-down menu, select the item you want to link the document to.
  5. 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 organized 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:

  1. Confirm that you wish to import a new version of the document by selecting “Yes.”
  2. The user will then be prompted to choose the updated document to open.
  3. After selecting the updated document, a secondary dialogue will appear, asking the user to enter an alphanumeric value for the new version.
  4. 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 centralized 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
Paperclip 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 organized 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 Fields and Functions

The Address Area in SapphireOne 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.
  • 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.

Note that additional fields may be included in the Address Area depending on the specific configuration of the SapphireOne system being used.

Map View Functionality in SapphireOne – Apple/Google Maps

A useful feature available in SapphireOne is the ability to obtain a map view from a Physical address record. To access this functionality, click on the Physical heading in the Address Area. This feature is available throughout SapphireOne, including in Sapphire Webpack and the Sapphire Custom Webpack. With this feature, the user can obtain a visual representation of the physical location associated with the contact’s address, which can be helpful for planning and logistics purposes.

The map view feature in SapphireOne is device/platform agnostic

This means that it can be used on any device or platform. When the user clicks on the Physical heading in the Address Area above, the default mapping application in either an app or web browser will be utilised to display the map view. This means that the feature is not dependent on a specific mapping application or device, and can be accessed and used on a variety of platforms and devices.

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

  • Of particular interest is the Type data entered by SapphireOne. This contact was created while modifying a client, so SapphireOne has automatically set the Type code as ‘CLLink’. (CL = Client, and Link = link).

Phone Details Area 

  • The details in this area are self-explanatory. 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 needed by the user. To do this, go to: Utilities > Controls > Master Defaults > System. The feature is located in the Contact Phone Titles area on the right-hand side.
  • In SapphireOne, whenever you see the Call Call-Initiate button next to a telephone number, it means that if you have the appropriate software installed, by clicking on this Call Call-Initiate button, SapphireOne will dial the number. The button will turn red, indicating that a call has been initiated. Click on the red call end Call-End button SapphireOne will end the call.
  • Initiating a phone call with a contact by pressing the green Call Call-Initiate button will commence the call, and automatically record the date, time, user, and dialled number in the notes field. Once the call is concluded by pressing the red Call End Call-End button, SapphireOne will again log the date, time, user, and indication that the call has been hung up.
    • When Initiated e.g – 28/3/2023 17:20:47 JA – Call to +612 8362 4500
    • When hung up e.g. – 28/3/2023 17:25:00 JA – Hang up

Marketing Area

SapphireOne’s integration with MailChimp allows for automatic updates and exchange of client information between the SapphireOne ERP Accounting and MailChimp platforms. You can import and subscribe your client database directly from SapphireOne into MailChimp, or connect contacts individually.

The integration creates an inbuilt Marketing feature located within every SapphireOne ‘Contact’ card. This feature includes a ‘Create Member in MailChimp‘ button, which allows you to automatically add your current and new contacts, along with their captured details, directly to your chosen subscriber lists and marketing campaigns within the MailChimp platform.

Once you have added your contact to MailChimp through SapphireOne, all MailChimp marketing activities related to the client will be automatically recorded directly within the SapphireOne Contact card in the Marketing area.

This gives you the ability to view all marketing communication for each client within the individual Contact, including details such as the date and time the email was received, the date and time it was opened, and how many times it was viewed.

This feature also keeps an automatic record of every campaign each client has received since joining your MailChimp subscriber list, as well as how they responded, allowing you to review and plan your targeted digital marketing strategies moving forward.

The most recent three campaigns received will be displayed in the Marketing field within the Contact for quick reference, and all previous communication history can be viewed by selecting the green Expand icon next to the ‘Create Member in MailChimp’ button.

Keywords & 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] places it at the end, and you can input the note straight away.
  • Selecting the Expand button will maximize the notes screen. You can click the same button again to minimize the notes, just like with the list of contacts.

Keywords & Notes Overview

The Keywords and Notes page is a standard feature found on all inquiry pages in SapphireOne, providing a central location to add and manage keywords and notes for each record.

Keywords Area

The Keywords and Notes page is consistent across all inquiry pages in SapphireOne. Users can add customisable keywords to the list and reuse them. Additionally, keywords can be added that apply specifically to the current record. To remove keywords from the list, users can hold down the Command key on a Mac or the Ctrl key on Windows.

Notes Area

The notes area serves as a diary, allowing users to enter notes and include a date and time stamp by clicking on the green clock button. Users can also customise the font, style, colour, and background colour of the text in the Notes area by highlighting it and right-clicking.

As mentioned at the beginning of the section on contacts, the Page Menu located below the mode menu in the top left-hand corner of the screen has additional items on it:

  • Details: The screen described earlier in this article.
  • Actions: his is documented later in the manual and may be accessed from individual functions or directly from the Inquiries Palette
  • Custom: This page allows you to set a number of custom fields, including fields for pictures, numbers, and alphanumeric characters.

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:

  1. Write down the exact names of the headings you wish to modify.
  2. 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.
  3. 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.
  4. For each heading:
    1. Highlight the name.
    2. Enter your new name in the lower data entry field.
    3. Click the Update button to save the changes in SapphireOne.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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