Contact Cards
TeemWork stores basic contact information for a person or an organization in a window called 'Contact Card'. The 'Contact Card' is also the best place to find all kinds of related information, like follow-ups, invoices, and checks. If you do not know what a Contact is, please read the Introduction first.
To view a Contact's Card, open the Contact List:
Then, select its Contact Type from the drop-down menu in the upper-left corner. Click on its row to open its Contact Card.
Here's the Contact Card of a client:
The left portion of the window displays basic contact information. The radio buttons in the top-left area designate its gender:
'?x': Gender unknown
'Mr.': Male
'Ms.': Female
'N/A': This Contact is an organization
If the Contact is an organization, there is only one 'Name' field, and the fields 'Other phone number' and 'Home phone' become 'Personal Contact' and 'No. Reference'. Use the 'Personal Contact' field to save the name of your 'Personal Contact' in this organization. The No. Reference field doesn't have any particular significance. It could be used to save your account number, for example.
The fields to the right of the window contain more user-defined values.
For example, there is one section that only Administrators can see. They could use it to write the hourly rate of an employee, and check the checkbox in the middle to specify that this hourly rate should be used instead of the rate from the 'Activities' window.
To deactivate a Contact, check the 'This Contact is inactive' checkbox, in the upper-right corner. He will no longer appear in the Contact List, unless the 'Show inactive Contacts' checkbox is checked.
Every Contact Card has a 'Keyword' field. Keywords allow users to quickly find Contacts who match certain criteria. They are another way to distinguish Contacts, in addition to Contact Types, and Groups.
For example, some company sells two different type of software: 'Management Software' and 'Drawing Software'. This company has many clients, but since they are all part of the same Contact Type 'Client', it is hard to find all those that buy Management Software when it's time to announce a new version.
Keywords can easily fix this problem. Each client that buys management software should have the keyword 'Management', and each client that buys drawing software should have the keyword 'Drawing'. Clients that buy both should have both keywords, separated by an empty space 'Management Drawing'.
Now, to have a list of all the clients that buy 'Management Software', simply use the Contact List to make a search of the 'Management' keyword.
Don't forget to click on the 'Memorize' button to save any modifications you have made to the Contact Card.
If you think that keywords are insufficient for your needs, use Groups. They are more versatile, but require a little bit more maintenance than simple keywords.
The 'Web Site URL or Filename' field.
Note: This section has been updated to reflect new features in TeemWork 2.2. If you have not already upgraded to TeemWork 2.2, click here to find out how to do it for free.
In TeemWork, each Contact can be linked to a web page or to a file name such as is displayed below:
The information entered can be a link to any web site URL or to any file name on any drive of any computer on your network. Here are some example of valid values
www.anywebsite.com/special/part2/docinfo.htm
\\HP900\D:\Shared\Clients\CustInfo\Contracts\Contract4756.doc
Shortcuts can also be used. Here are examples of valid values when shortcuts are used:
1//part2/docinfo.htm
2\\Contracts\Contract4756.doc
Click here to find out more about 'Web Site URL or FileName' Shortcuts.
When a Web Site URL is double clicked, the corresponding web page is displayed in TeemWork's own Web Browser.
When a file name is double clicked, the the corresponding file is opened. Of course, you won't be able to open an AutoCad file if you don't have AutoCad installed on your machine and you won't be able to even read the file if you have not been given at least 'read only' rights to the directory where the file is located. You will be able to update the file only if you have 'read and write' access to the directory where the file is located.
Other TeemWork features linked to Contacts
The buttons at the bottom of the Contact Card allow users to quickly find anything related to the Contact whose Card is displayed:
Save: Saves all the changes made to the Card
Show Follow-ups: Shows a list of the Follow-ups associated to this Contact
Purchase Order List: Shows all the Purchase Orders made to that Contact
Show Profile: Opens the Contact's Profile
Add to my Agenda: Opens up the Agenda window, and shows only the items related to the Contact.
Show Check List: Shows all the Checks written for this Contact
Show Invoice List: Shows all the Invoices written for this
Your Administrator may have limited your access to this Contact's information, so some of these buttons may not be visible.
Administrators can change user rights in the 'Access to Contact Types' tab of the 'Manage Users' window.
Click on the 'Show List' button to display the Contact List.
Return to the Table of Contents