What is it
This documentation provides a comprehensive guide on creating, editing, and managing organizations within contractuo.
Who is it for
All contractuo users can create, edit, and view organizations. However, it’s recommended that only authorized organization administrators manage the creation and modification of contact tags to ensure consistency within the platform.
Why use contacts
- Centralized Company Management: Organize and store information about companies and other entities as organizations in a central location for easy access by authorized users.
- Improved Communication and Collaboration: Facilitate efficient communication and collaboration with organizations by having their details readily available.
- Streamlined Workflows: Integrate organization information into various contractuo functionalities, such as sending documents and creating proposals.
Requirements
There are no specific technical requirements for creating and managing organization contacts. However, it’s recommended to follow best practices for data entry, such as using clear and accurate information.
Managing Organization Contacts
How to Find the Contacts
- Click on the Contacts icon in the left sidebar. This is the main menu point for managing all your contacts.
- The Contacts menu displays a list of existing individual and organizational contacts.
How to Create a New Organization Contact
- Go to the Contacts menu and click on New Organization. (Click on the arrow besides the New Individuals button to see the New Organization button.
- Enter the mandatory information for the organization, including:Nickname (A user-friendly name for the organization)
- Name (The legal or official name of the organization)
- Fill in any optional details you want to associate with the organization, such as:Company Group ,Industry, Company Size, Company Website, Internal Manager (assigned from a list of existing users), Contact Tags (for categorization), Address,
- Default Contact (link the organization to an existing individual contact in contractuo by typing their name or email address)
- Legal Details (Place of Registration, Registration Number, VAT Number, and LEI)
- Once you’ve entered the desired information, click Submit to create the new individual contact.
The contact is now saved and appears in the Contacts list. You can click the Edit Pen icon next to the contact name to edit their details at any time.
It’s recommended to:Assign an organization if the contact belongs to an existing one in contractuo. Use relevant contact tags for easy filtering and categorization.
Add the contact’s address for complete information.
Note: When creating a contact with associated tags that have smart fields assigned, these smart fields will be displayed during the contact creation process, allowing you to fill them out with relevant information.
Additional Contact Features
By clicking on an existing organization in the Contacts list, you’ll see a sidebar displayed on the right side of the screen. This sidebar provides access to various features for managing the selected organization:
- Organization Details: View and edit the organization’s basic information, including name, address, website, and contact details.
- Contacts: See a list of individual contacts associated with the organization. You can add new contacts or link existing ones to the organization.
- Notes: Add internal notes for the organization’s record, visible only to authorized contractuo users.
- Comments: Team members can leave live comments and threaded sub-comments for collaborative discussions related to the organization.
- Documents: See a list of documents associated with the organization.
- Timeline: Track the history of changes made to the organization’s information, with the ability to view older versions by clicking the eye icon.
- Favorite: Click the empty star icon to mark the organization as a favorite for quick access from the Favorites menu.
How to Use Organizations
- Contractuo offers several ways to leverage organizations within the platform:
- Sending Documents: When sending documents, you can select the organization from your Contacts list as a recipient. The system will populate any available contact information, such as the default contact email address, if specified.
- Smart Fields: Utilize smart fields of the ‘Organizations’ type within your documents. You can insert these smart fields using the toolbox or by typing ‘/d’ followed by the organization’s name. This allows you to selectively include specific organization information directly into the document.
- Reports and Analytics: Generate reports and analyses that include data associated with organizations, such as the number of contacts or projects connected to them.
- By following these steps and understanding the functionalities offered, you can effectively create, manage, and utilize organizations in contractuo to streamline your workflows and communication within your business network.