Creating or editing a contact
IN THIS ARTICLE:
How to create a contact
- Under the 'Contacts' module, within 'List' (you may also use the direct access from the Dashboard), click on the 'New' green button, located in the upper left part of the screen
- Fill the form with the contact information. Remember that fields with a red asterisk are mandatory
- Under the field 'Type' you might add as many categories as needed
- Lastly, click on 'Create new contact'.
The field 'code' is a flexible field that is associated with a contact and serves as an identification method. You can create an internal contact code based on their relevance, relationship with the gallery, etc.
What is the purpose of the code?
- It serves to identify each contact and differentiate them from the others, a specially useful field when performing advanced searches among contacts that can share similar data (such as name or surname)
How can I create the contact code?*
- Contacts > List > New > Code > Create new contact
- Contacts > List > > Editing contact > Code > Save contact
*Tip: you can automatically assign the codes to your contacts (through an auto numeric). To do this: My Gallery > Configuration > Autonums and assign a value to Contact code.
Under 'Contact type' you can record the type of relationship you have with that contact. ITGallery provides several categories ordered alphabetically:
- Art Advisor
- Art Critic
- Art Dealer
- Auction House
- Fair & Institutions
- Fit out contractor
- Interior designer/Decorator
- Public administration
- Tours and guides
A contact can have multiple types*; therefore, a contact that belongs to two different categories will always appear in searches for both types.
When creating a contact, select the option 'Save for mailing', thus the contact will be saved at your mailing lists under as many categories as included.
* Tip: use this field to filter your contacts easily and generate more accurate email marketing campaigns.
When creating a new contact, the 'Responsible' field allows you to register which member of the gallery team is in charge of managing that contact.*
* Remember that to complete this field it is necessary to have previously registered the gallery member as a contact.
Tags are flexible fields that you can use to have additional categorization among your contacts.*
Tags are completely customizable so that you can create and assign them according to your needs. For instance, you can create tags to generate categories within your 'contact types'. For example: 'Contact type': press; 'Tags': written press, radio, television, etc.
When editing tags in bulk, you can choose whether to add new tags or overwrite existing ones.
* Remember that you can add as many tags as you need; by doing so, you will be able to perform more precise searches of your contacts or create groups based on more specific criteria.
REMEMBER that to separate words from the same tag you must use the space bar or any other spelling sign other than the comma
-the comma serves to separate tags-.
For example: 'Written press International', 'Written press-International', 'Written press/International'
Contact tags options
To add a tag or edit an existing one: My Gallery > Settings > Contact tags*
* Tip: use this function to consult the tags used.
'Source' is a useful field to record information regarding where you met a contact; that is, how your relationship with him/her originated.
It is a flexible field, so to get the most out of it; we recommend homogenizing the assigned denominations, this will facilitate their subsequent searches. For instance, you can register the fairs following a nomenclature: in capital letters and with the complete year of the edition: 'ARCO 2020', 'ART PARIS 2019', 'UNTITLED MIAMI 2018'
When creating a new contact, you can register up to four different addresses:
- Personal address: it usually corresponds to the address of the residence of the contact
- Company address: it is usually used for contacts that are not a physical person. It is also used when we invoice a legal person instead of a physical one
- Shipping address: the one to which artworks are physically sent
- Billing address: often the one used to invoice a purchase, especially useful when making a shipment to a physical person and creating the invoice to a legal person
*Tip: once the data has been entered, you can select the addresses to which postal shipments will be made by selecting the 'Send postal mail' box.