FAQ & videos

Table of contents #

Tip: to quickly access a specific section of the guide, click on one of the headings below.

1. Video tutorial
2. Create a contact or an account
3. Create a relationship (access shortcut)
4. Fill in information automatically
5. Add a contact to an existing account
6. Reassociate a contact with another account
7. Edit
8. Delete
9. Search
10. Filter

How to manage contacts and accounts (video tutorial)? #

6 min 12 s

How do I create a contact or an account? #

1. Click on the Contacts or Accounts module
2. Click on the + Add contact or + Add account button
3. Select the list in which you want to create it
4. Fill in the relevant fields (if you enter an email address, select the Preferred Language for sending emails)
5. Click on Save

CONTACT:

ACCOUNT:

How to create a relationship (access shortcut) between two contacts? #

CentrixOne CRM gives you the option of creating a relationship, in other words, a shortcut to quickly switch between two contact cards. This could be because the contact now works for another company, or because one contact works at head office and the other at a branch office.

1. Click on the Contacts module
2. In the Relations section, click on the + button
3. Enter the name of the contact you want to associate it with, then click on the magnifying glass icon
4. In the drop-down list, click on the appropriate contact name

To switch between two customer cards via the Relations section, click on the contact’s name. To delete a relationship, click on the trash icon to turn it red, wait a second, then click again to confirm deletion.

How to inquire the CRM to improve a contact’s record? #

You can access the Enhance function of a contact card in CentrixOne CRM as long as the card contains at least one email address.

Once the function is triggered, the system compiles all public information available on the web and social media that is linked to the contact’s email address. If the information is private and therefore not accessible, or the contact has not created an account associated with this email address, the system will not display any data to you.

The advantage of this function is that you can create a contact containing only an email address, then use the Enhance function to obtain the missing information in just a few seconds.

Here is the basic information that is searched through this function:

1. First name
2. Last name
3. Title
4. Company
5. Links to social media
6. Mailing address
7. Phone numbers
8. Business sector

How do I activate the Enhance function of a contact? #

1. Click on the Contacts module
2. Find the appropriate contact, then click on their name
3. Make sure the contact has an email address (click the Edit button if needed)
4. Click this icon to activate the function
5. Check the boxes of the information you want to add to the contact card
6. Click on the Add info to contact button

How do I add a contact in an existing account? #

You must create the contact directly via the appropriate account card. Please note that once a contact has been created, it is no longer possible to associate or re-associate it with another account, nor to disassociate it from an existing account. A contact can only be associated with one account at a time.

1. Click on the Accounts module
2. Look for the right account and click on it to open its card
3. In the Contacts section, click on the + button
4. Fill in the relevant fields (if you enter an email address, select the Preferred Language for sending emails)
5. Click on Save
6. Click on the company name to go back to the account card
7. Repeat steps 3 to 6 to add new contacts to this specific account

How do I edit a contact or an account? #

1. Click on the Contacts or Accounts module
2. Search for the contact or account you want to change and click on its name
3. Click on the Edit button
4. Make the required changes
5. Click on Save

CONTACT:

ACCOUNT:

How do I delete a contact or an account? #

Please note that when you delete an account, you also delete all contacts associated with that account.

Option # 1: single deletion

1. Click on the Contacts or Accounts module
2. Search for the appropriate contact or account, then click on its name
3. Check if there are tasks (delete or reassign them to the account, if applicable)
4. Check if there are opportunities (delete or reassign them)
5. Click on the Delete button
6. Select the desired option (please note that if the contact is associated with an account and there are no other contacts on this account, you can choose to delete both the contact and the account at once)

CONTACT:

ACCOUNT:

Option # 2: bulk deletion

1. Click on the Contacts or Accounts module
2. Filter the list according to your desired criteria
3. Click on each contact or account to verify if they have associated tasks (delete or reassign them to the account) or associated opportunities (delete or reassign them)
4. Once your verification is done, click on the Contacts or Accounts module to go back to your filtered list
5. Check the boxes on the left of the contacts or accounts to be deleted
6. Click on the Delete button
7. Select the desired option (please note that you can choose to delete accounts that will no longer have associated contacts after this deletion)

CONTACTS:

ACCOUNTS:

How to search for a contact or an account? #

Note that searching in CentrixOne is not sensitive to upper case or accents.

Option # 1: basic information

1. Click on the Contacts or Accounts module
2. Click on the search bar
3. Input one or more of the following, separated by a space: first name, last name, email address or company name
4. When finished, click on the magnifying glass

CONTACT:

ACCOUNT:

Option # 2: advanced information

1. Click on the Contacts or Accounts module
2. Click on the search bar
3. Choose the desired code from those listed below, then enter it in the search bar
   • Title = “t:” –> ex: t:President
   • Phone = “p:” –> ex: p:5142222222 (note that in order to use this code, you must input the number without any spaces or special characters)
   • Sales Rep 1 or 2 = “r1:” or “r2:” –> ex: r1:john (if the username associated with the representative contains several words, you must input only one of them)
   • City associated with the account = “c:” –> ex: c:Montr (note that you can also input a partial value in case the information has been entered in different ways)
   • Street address associated with the account = “a:” –> ex: a:lauzon (note that to use this code, you must input a single word without any spaces)
4. When finished, click on the magnifying glass

CONTACT:

ACCOUNT:

How to filter contacts or accounts? #

Note that the filters in CentrixOne are not case or accent sensitive.

When a custom filter is created, it is visible only to the user who created it. Filters are specific to each module, so a filter created in the Contacts module will not be visible in the Accounts module.

1. Click on the Contacts or Accounts module
2. Click on the My Filters drop-down menu
3. Click on Add a filter
4. Click on + Add criteria
5. Click on the section containing your condition
6. Click on the appropriate criterion
7. Choose the relationship for this criterion
8. Input the value
9. Repeat Steps 4-8 to add a new criterion
10. If you add more than one criterion, also indicate the appropriate logic –> AND, OR, ( )
11. Name the filter
12. Click on Done

CONTACTS:

ACCOUNTS: