With the integrated network-compatible contact and address management you can link contacts with your documents.
In order to e.g. to display all documents that have already been linked to a specific person and to have access to important contact data in the document list.
When an incoming invoice is called up, the linked contact and all other documents relating to this contact can be automatically displayed.
Integration in documents
The contact and address management works seamlessly with documents, so that e.g. Document links that have been specified in the contact management are also displayed directly in the document list and can be called up directly.
Contacts top bar
Clicking on the question mark symbol opens the corresponding HelpDesk entry.
Clicking on the arrow opens the contact view management in an enlarged view.
Click with the left mouse button on the "Options" button to carry out further options:
Reload contact list: Click on the corresponding button to load the contact list.
Import all contacts from the installed Outlook: Click on the corresponding button to import the contacts from the configured Outlook.
Import all contacts from a PST file: Click on the corresponding button in order to enter the path to a PST file in the next step and to import the contacts from it.
Import from CSV: Select this option to import contacts from a CSV file.
Help on CSV format and template: By clicking on this entry you will receive detailed instructions on how to import a CSV format in our HelpDesk.
Delete visible contacts: Deletes all visible contacts.
Delete my contacts: Only delete your contacts.
Delete all contacts: Deletes all contacts.
Filter settings in the contact view
You can search extensively for your contacts, so you can display all contacts that are connected to the currently open document or e.g. has certain contact keywords or contact categories. Or narrow your search to "your" contacts and "everyone" available on the network.
You can also filter the lower contact list live by clicking in the selection list.
By clicking on the entry "All contacts" - all existing contacts are displayed in the lower list.
And "Connected to current document" - accordingly lists contacts that are connected to the document visible in the background.
You can also filter the lower document list in real time by clicking in the selection list.
By clicking on the entry "All" - all contacts are shown in the lower list, which were created by all users in your network.
Click on "My contacts" - only lists those contacts that you have added in the lower document list.
By clicking in the selection list you can filter your lower contact list by keywords. These keywords can be stored for each contact in the "Tagging" of the individual contacts.
By clicking on the selection list you can filter your lower contact list according to contact categories. These categories can be stored for each contact in the "keywording" of the individual contacts.
To search contacts, enter the search term in the corresponding field - the contactlist is searched in real time and shows you the results immediately.
Add new contacts
To create a new contact, click the "Create New Contact" button.
Now fill in personal or business information under the person / addresses / communication sections on the right-hand side. The data that you store under "Person" are very important here.Now fill in personal or business information under the person / addresses / communication sections on the right-hand side. The data that you store under "Person" are very important here.
The data appears in the contact list under the "Company" column, which you store in Person -> Business -> Company.
The "Name" in the left contact list results from the data that you save under "Save as".
You can also store notes for each area.
In the Tagging area, you can store the contact keywords and the contact categories, which you can use as additional filters in the left contact view.
How to create, edit or delete contact keywords and contact categories is described in a separate Topic.
Add the VAT ID no. and / or the IBAN
Enter a VAT ID number for the contact, if available. and / or IBAN, PaperOffice will suggest that documents containing these numbers are automatically linked to this contact.
Custom contact fields
Store custom contact fields for your contacts. You can enter any field description in the left area with the label “Field name” and the field value accordingly in the right area. Save the changes by scrolling down and clicking “Save Changes”.