Contacts

List of paragraphs:

Module Contacts is used to effectively manage your existing client list, suppliers or partners. Create a Contact profile and track all related information. Contact profile will consist of all relevant information in one place, records such as client, supplier or partner: e-mails, planned tasks, invoices, contracts and more.

Contacts list

Choose module Contacts to see clients list:

Use Search field to find a specific contact, by typing in your client's name or a keyword.

Use filters to narrow the results:

Creating new contact

  1. To create a new contact, select Contacts - New record:
  1. When adding new record, first select whether it is a legal or an individual person. For a legal person it is mandatory to indicate the company name and company code. For an individual person, enter client's name and personal code (person's ID).

  1. Fill in the contact card information. If you enter company's name or company's code, you can tap the marked button to automatically upload the company information from Okredo.com

  1. When you enter all the needed information, click Save to create a new contact record. If you pick Save and create contact, the system will automatically create a new contact and its contact person.

Reviewing contact

  1. To preview the contact, click on contact title:
  1. You will see contact profile with all the related information and main contact person, if provided.

Contact profile

In contact profile you can enter:

  • Contact profile details;
  • Contact persons;
  • Billing and Shipping addresses;
  • Related contacts;
  • Subdivisions;
  • Responsible users;
  • Settings.

You can also check all the entries related to a contact:

Related Contacts

You can link contacts to each other, so you can understand the relationships between your customers or partners  more easily. When specifying related contacts, you can refine the relationships between them by adding a relation type. Linking is possible for both Legal and Physical persons.

  1. To connect the contact, select Create relation:
  1. Select the related contact record and specify the relation type.

  1. Related contacts can share the same contact information. Therefore if you create a relation link between two records, both of them can share the same phone number and email address.

Creating related entries

You can create related records straight from contact profile. For example, choose to review, then select Tasks and click New Task.

Describe task and save. You will be able to see this task both in account profile and in Tasks module.

To create a related task, you can also use this button in the main Contacts module:

Editing and deleting

In order to edit or delete contact, use Options menu on the right side.

Also, you can open contact  preview and select Actions.

QR code of the contact

To create a new contact on your phone, hover over the QR code icon in the right corner. After the QR code appears on the screen, scan it and a contact will be automatically created on your phone.

Merge contacts into one

Select the contacts you want to merge into one and click on Actions button:

Click on the  Merge button and select which contact is the main entry:

Specify which of the two records will be the main entry and confirm the merging,


The main contact keeps all its previous data and fill the blank fields, if there are any,, with merged contact information.

Contact persons

When creating a contact, you can choose to assign the contact person right away:

In order to preview contact persons, select Contact persons in Contacts list:

Or check it right in the contact prieview:

Assigning contact person to multiple contacts

To assign contact person to another customer, select contact person and click on Edit button. Select contact to which you would like to assign a contact person and press Save:

Check desired companies, save the changes and the contact person will be displayed next to all the selected companies:

Contact information changes with Mass Action button

For several contacts at once you can change: Contact category, Contact type, Responsible persons and Price level group.
Select the desired contacts and click the Mass action button:

You will see the information fields that can be changed to all selected contact records:

Submit the needed adjustments and confirm changes:

Contact map

To see contacts on the map, select  Contacts > Map:

To filter contacts on the map, click the filter button:

Importing contacts

Only System admins can import contacts to Hanna CRM. Click the Import button and select what you want to import:

Select the import icon and one of the two choices - Import Contacts or Import contact persons:

Upload the import file in Excel format and select Parse import file.

Map values and press  Import:

Selecting " Create duplicate entries with info description" will create duplicate contacts if there are any.

Selecting " Update existing entries if information is duplicate" will update existing contacts in the system.
If no check box is selected, duplicates with the same email, company code or phone number will not be imported.

Add column "Juridical" to specify if contact is Juridical or Physical. If the imported contact is  Juridical, enter the number "1" and "0" if the contact is Physical. In Hanna, link the data to the "Contact - Legal" field:

Contact group, Contact type and Activities settings are available here.

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