Account and Contact Management

Manage your customers.

About Accounts

Account represents either a person, business, organization, or company with which you have a relationship. It serves as a central hub of information about that entity, allowing you to efficiently manage:

  • More details. In More details subtab, you can toggle two attributes on or off: Partner and Competitor. Use them to indicate to take steps or exercise caution when dealing with them.
  • Contacts. In Contacts subtab, you can see or add one or more persons that are relevant for account, such as CEO, manager, decision maker or key contact for your company. Here you can either use option to create contact from scratch or assign existing one. Click here to see how Account and Contact entity are connected.
  • Tasks. In Tasks subtab, you can see all the Tasks that are related just to that Account. You can also use New task button to instantly start creating new Task for that account.
  • Addresses. In Addresses subtab, you see all the Addresses that are related just to that Account. By pressing New Address button you start creating new Address which is auto-assigned to that Account. Using Assign Address button you choose one of the existing Addresses in system to be linked to account. Clicking on Change primary button you can set which address is primary for account. Primary address is used to be displayed in various list views and defaulted to when creating other entity records for Account, such as Orders.
  • Notes. In Notes subtab, you can see or add one or more notes that are relevant for account. Notes can be anything descriptive about the account which is NOT already handled somewhere else.
  • Files. In Files subtab, you can see or add one or more attachments that are relevant for account. Any type and size of file works.
  • Orders. In Orders subtab, you can see all the Orders that are related just to that Account. You can also use New order button to instantly start creating new Order for that account.

Additionally, please review other fields directly for Account record:

Field Description
Name This is company name or person's first + last name if this is not a business.
Business account Flag that indicates whether the account is a business account or not.
Primary address The main address associated with the account.
Phone The contact phone number for the account.
Main email address The primary email address for the account.
Created The date and time when the account was created.
Creator The user (Employee) who created the account.
Updated The date and time when the account was last updated.
Ownership The ownership of the account. Can be single or multiple Positions.
Website The website URL associated with the account.
Main fax The main fax number for the account.

About Contacts

Contact is individual person with whom you interact and maintain a business relationship. It serves as a central repository for storing and managing key communication details.

Single Contact record can be:

  • linked to one or more Accounts
  • linked to one or more Tasks but only those related to parent Account. Review Tasks section for more details.
  • be assigned to exactly one Address
  • linked to one or more Orders but only those related to parent Account. Review Orders and Ordering section for more details.

Creation of new Contacts is done under Account Management. If you wish to edit existing Contact, you can do it under either Account or directly under Contact Screen.

Here are fields for Contact record:

Field Description
Name This is the name of the contact.
Email This is the email address of the contact.
Mobile 1 This is the primary mobile number of the contact.
Phone 1 This is the primary phone number of the contact.
Mobile 2 This is the secondary mobile number of the contact.
Phone 2 This is the secondary phone number of the contact.
Gender This is the gender of the contact.
Employee flag True or false flag indicating if the contact is also your employee.
Address This is the contact's address.
Preferred communication channel This is the preferred channel for communication.
Do Not Call Flag indicating if the contact should not be called.
Do Not Email Flag indicating if the contact should not be emailed.
Comment Additional comments or notes about the contact.

Short note about Addresses

In Logsteer, Addresses records are reusable and linkable types that be can:

  • linked to one or more Accounts
  • linked to one or more Tasks but only those related to parent Account. Review Tasks section for more details.
  • be assigned to exactly one Contact
  • linked to one or more Orders but only those related to parent Account. Review Orders and Ordering section for more details.

Creation of new Addresses is done under Account Management. If you wish to edit existing Address, you can do it under either Account or directly under Address administration Screen.

Examples and use-cases

Here is the walkthrough and steps to quickly and easily create new Account:

  • 1. Go to Accounts screen and always try to search and check if Account already exists. Review Keep your database up-to best standards to find out why this is important.
  • 2. If there is no such account, click on New Account button to fill-in form. Check for Account fields to find out what goes where.
  • 3. If you are creating business type account, be sure to either link existing Contact via Associate button or create new Contact.
  • 4. Either link existing Address via Assign Address button or ceate new Address by pressing New Address button.
  • 5. Determine ownership. By default, Owner of Account (Position) is the same as record creator. Click on edit button next to Ownership field to manage who is account responsible from your team. Be sure to revisit Users, Access and Visibility Controls to refresh on that topic.
  • 6. Finalize details. Last step is to fill-in More details subtab. Mark if the account is your competitor or partner and be sure to select currency in which you invoice the customer.