3.1 Screen layout

3.2 Explanation of labels & fields on the contact card

3.3 Adding new contacts

3.4 Editing name & address information

3.5 Adding, editing & deleting contact details

3.6 Deleting & Merging contacts

3.7 Searching contacts

3.8 Filtering contacts

3.9 Mass mailings based on filters

3.10 Mass contact change

3.11 Contact types: customizing card formats

3.12 Tab items below the contact card

3.13 Synchronization of contacts




3.1 Screen layout

The main application screen is the contact card with all contact related information. As we mentioned before, you can compare this screen to an old-fashioned rolodex card index. Only this one is interactive, smart and always up-to-date!


The contact card contains contact information and many other characteristics. A contact is always classified in a certain category, we call this a contact type. Examples are for instance a customer, prospect, vendor, supplier, company or private contact. The fields and labels on a card are arranged on the basis of this contact type.


In the following paragraphs we will discuss all the smart features that are to be found on the main contact screen. But first we will start with an explanation of the main components.


SpinOffice’s main screen, the contact card, is divided into three parts.

SpinOffice contacts screen


Part 1: The contact card

Here you find all contact related information. Any field can be edited and used as a filter. The labels and format of the contact card can be modified via menu item Administration -> Contact type. In the following paragraphs we will explain the features that are related to this part of the contact card.


Part 2: Extra contact-related information

Additional information is placed here, for instance keywords to filter on, interrelations, extra memo space and extra contact information that is less important and does not need to be seen instantly upon opening. We will also explain the meaning of these tabs later in this chapter.


Part 3: The contact list

On the left of the screen you will find a complete overview of all the contacts in your database. At the top you see the search box. Contacts are arranged alphabetically but can be found using first name, last name, company name or email address.


Your search results will be shown directly and can be selected. Click on the ‘x’ icon to undo your search.



3.2 Explanation of labels & fields on the contact card

All text labels and fields can be personalized for each contact type created. So a prospect’s contact card may be different from a supplier or prospect. Because you probably would like to store different kinds of information for each contact type.


Adjust contact type card labels and fields via menu item Administration -> Contact type. Select the contact type to see the layout of the fields and labels. We will briefly discuss the fields that require some comments:

  • Company name: commonly used as Company name field. (This is the 'Line1’ field in Administration -> Contact type)
  • Address line2: can be used as Attn. as accompanying text.
  • Address line3: is an extra address line, but isn’t visible for relatively small resolution screens. Via menu item Administration -> CRM preferences this field can be managed by checking/unchecking ‘Add Company line3 field’.
  • Street/number: speaks for itself. Via menu item Administration -> CRM preferences the street number can be added to the street field. (Uncheck 'Add Street number field’).
  • City/State/Zip code: default 'US State’ field is shown, disable this field via Administration -> CRM preferences and uncheck 'Add US State field’.
  • Job title (= Info1): default we have set job title here, but the label can be adjusted. Go to Administration -> Contact type and select the contact type for which this label should have another name. Field 'Info1' represents the job title field.
  • Department / Interested in (= Info2): is an extra line and is not visible for relatively low resolution screens. Go to Administration -> Contact type and select the contact type for which this label should be changed. Field 'Info2' represents the extra info field. If you adjust the label here, it will directly change on main screen.
  • Last name: consists of two fields, the second field is meant for prefix.
  • First name: consists of two fields, the second field is meant for initials.
  • Date of birth: consists of two fields, in the second field the current age is displayed.
  • Salutation: default we have set three options, one informal (Hi) and two formal (Dear Mr and Dear Ms) options. This determines the salutation of an email to this person. If you select 'Hi' as salutation, the email salutation for this person will be 'Hi [first name],’. If you choose 'Dear Mr’ or 'Dear Ms’ the person’s last name will be used as their email salutation. Manage the salutation via the menu item Administration -> Salutation.
  • Debtor number: is an extra info field. Go to Administration -> Contact type and select the contact type for which this label should be changed. Field 'Number1' represents this field. If you adjust the label here, it will change directly on the main screen.
  • Creditor number: is also an extra info field. Go to Administration -> Contact type and select the contact type for which this label should be changed. Field 'Number2' represents this field.
  • Contact type: this field indicates the type of relationship and as a result also the layout and color of the card.
  • Account Manager: your name will be shown here. When using SpinOffice with multiple users you can allocate contacts to any colleague.
  • Customer/Prospect since: is an extra date field. Go to Administration -> Contact type and select the contact type for which this label should be changed. Field 'Customer since' represents this field.
  • Active checkbox: when unchecked the contact won’t appear in search results in SpinOffice. Only checked contacts will be synced when enabled.
  • Profile picture: upload a profile picture here (max size: 300M).
  • Multiple Extra info fields: these can be filled with any information you want. Go to Administration -> Contact type and select the contact type of which these labels should be changed.

 

On the right, all contact details like telephone numbers, fax numbers, websites and email addresses are stored. Websites and email addresses are clickable. If you click on an email address, a new blank email message will open. On click on a website URL, you will be taken to the website in your default web browser.



3.3 Adding new contacts

In SpinOffice you can add your relationships in several ways (imported or manually added) in different quantities (multiple or individual) and at different locations. SpinOffice offers the following. 


3.3.1. Importing multiple existing contacts

Go to menu item Extra -> Import -> Contacts. A popup appears where you have the possibility to add contacts from:

  • Existing contact data file via .CSV / .XLS / .XLSX file. It is important that your Excel file does not contain formulas. After uploading your file SpinOffice will help you to match the Excel columns and SpinOffice's fields. 
    (Note: Use for import of the country the two-letter ISO country code. For the complete list: https://countrycode.org )
  • Mac Contacts (Mac users only): SpinOffice will connect to your Contacts and will import all of them in one go.

Watch this tutorial in which we show how both import options works.


For both imports SpinOffice will create a new contact type. Default for Excel import will be ‘Import’ but during the import match you can define another contact type if required. 



3.3.2. Adding individual new contact

add new contact

  1. Via the ‘+’ icon at the top of the contact list on the left. The following window appears.
    Pay attention to the first field ‘Contact type’. If you change this field, other fields and labels can change. This is because, as previously stated, contact cards differ per contact type. At least a company name or last name is a required field when adding contacts.
  2. Via your Inbox: if you receive an email from an unknown sender that you would like to add to SpinOffice, just click on the question mark icon. The same popup as referred to above will be displayed.
  3. Via the menu: option New -> Contact and the same popup appears.

When finished, all added contacts will have their own contact card and archive. Sometimes it is necessary to click on the 'Refresh' icon.



3.4 Editing name & address information

edit.png

By default, all fields on a contact card are locked. To unlock and edit a contact’s card, click on any field and select ‘Edit’ in the menu that will appear. All fields are now editable.


When you have finished editing just continue working. All the modifications you made are automatically saved.



3.5 Adding, editing & deleting contact details

On the right, under first tab item CONTACT DETAILS, all contact information like telephone numbers, fax numbers, websites and email addresses are stored. 


How to add contact details

  1. Click on the '+' icon to add any contact details.

    contact details

  2. Add a phone number, fax number, website URL, email address, etc., in the first field.
  3. SpinOffice will recognize most common input and will autofill the second field 'Description'.
  4. If you uncheck ‘Default’ this new item will be stored under OTHER NUMBERS.
  5. If you check ‘Private’ this new entry will be hidden from any other database users. If the new item is an email address, all emails from this address will be hidden from other users.
  6. Click on ‘Save’ to finish.


 How to edit contact details

  1. Click once on the contact info item which you would like to adjust.
  2. Click on the 'gear wheel' icon to edit the contact information item.
  3. When done, click on ‘Save’ button to finish.


How to delete contact details

  1. Click once on the contact info item which you would like to delete.
  2. Click on the '-' icon to delete the contact information item.
  3. Confirmation is requested.
  4. If you check ‘And unlink this email address from this contact’ all communication in the contact’s archive will disappear as well. Otherwise it will be saved in the background.
  5. Click on ‘Yes’ to confirm the removal. 


Websites and email addresses are clickable. If you click on an email address, a new blank email message will open. If you click on a website address, you will be taken to the website in your default web browser.



3.6 Deleting & Merging contacts

3.6.1 Deleting contacts

There are various options to delete contacts: an individual in the database, all contacts of a certain contact type or a filtered group of contacts. 


Deleting a single contact in the database

  1. Go to the contact card of the individual you want to delete
  2. Go to menu option Extra -> Delete contacts.
  3. Select ‘Delete only this individual contact’.
  4. When you check the option ‘Delete the contact’s complete archive too’ the archive will not be restored in case you add the person again in the future.
  5. Click on the ‘Delete contacts’ button to confirm the action.


Deleting all contacts of one contact type

  1. Go to any person that belongs to the contact type you want to delete all contacts for.
  2. Go to menu-option Extra -> Delete contacts.
  3. Select ‘Delete contacts with specified contact type’.
  4. When you check the option ‘Delete the contact’s complete archive too’ the archive will not be restored in case you add the person again in the future.
  5. Click on the ‘Delete contacts’ button to confirm the action.


Deleting contacts based on a filter

  1. Filter all contacts that should be deleted (see chapter 3.8 how to do that). 
  2. Click on the ‘Options’ button above the filter result.
  3. Choose ‘Delete filtered contacts’.
  4. Confirm the action.



3.6.2 Merging contacts

merge_contacts.png

In SpinOffice there is the option to merge two contacts to one.

  1. Go to the contact card that you want to keep in the database.
  2. Go to menu option Extra -> Merge contacts.
  3. Find the duplicate contact in the database.
  4. Click ‘Save’ to add all contact details and the complete archive to the main contact.



3.7 Searching contacts

Use the search box on the left side to search any contact. All matching results are displayed directly when typing. Contacts are arranged alphabetically but can be found on first name and last name, company name or email address.


If you check the last item 'Enable Search when left-click on field (right-click remains Edit/ filter)’ in Administration -> CRM preferences you will also find a search box under left-click.



3.8 Filtering contacts

Filters allow you to obtain an overview of contacts that meet a certain search criteria. For example, would you like to have an overview of all your prospects, or of all customers that are located in the same country? Or do you want to send a mailing to all your former customers? You can filter on almost every field and you can also filter on filter. How do you do that? We will show you.


Let’s give an example! We would like to get an overview of all our clients, for instance to send a mailing:

filter

  1. Go to a contact who which is a client.
  2. Click once on the contact type field ‘Client’ and choose ‘Filter on selected’.
  3. In the left column, instead of the contact list, all contacts are shown which match the filtered criteria contact type = Client. All matching contacts are arranged alphabetically.
  4. Remove individual contacts from filter via the ‘x’.
  5. Once you have made your filter you can send all of them a mailing or (via the 'Options' button) add them to a favorite group or check/uncheck a keyword for all.

Ch
oose ‘Filter exclude selected’ to achieve the opposite result. Or select ‘Filter on’ and enter an entry you want to filter on. You are able to filter on almost any field on the card. Filters can also work on keywords that are listed under tab item 'Keywords’.

Filters are a superbly powerful function in SpinOffice and they allow you to select contacts for personalized mailings or other mailings based on document templates.


Watch this tutorial in which we explain how to make selections and send group mailings.



3.9 Mass mailings based on filters

To send a group mailing, these are the steps:

  1. Create an email template via Administration -> Email templates.
  2. Make your filter as described above. When all matching contacts are displayed in the left column you can create your mass email.
  3. Click on the arrow next to ‘Email’ in the toolbar menu.
  4. Select the created mail template.
  5. A popup ‘Create mass Emails’ appears and the process of creating drafts starts automatically.
  6. When the process is finished, go to the ‘Draft’ folder in your inbox.
  7. Use the right-click and select ‘Send all’ and your mass mailing will be send directly!


3.10 Mass contact change

When you want to change the contact type of multiple contacts or check/uncheck contacts for a certain keyword, there is a way to do this quick and easy. Fields on the contact card that can be changed in bulk, are the Contact type field, the Account Manager field, Info1-10 and the keywords under KEYWORDS tab.


Make the mass change as follows:

  1. Filter the contacts that need to have another value.
  2. Above the filter result on the left side an ‘Options’ button appears. Click on that.
  3. Choose ‘Mass contact change’
  4. A popup appear where you can select the field/keyword to change. The possible option what to change will be shown in that screen after you made your choice. Confirm by clicking on the ‘Change value for .... contacts’ button.
  5. And the option to ‘Move’ is also shown there. On click to move a value of a field/ keyword to one of the Info1-10 fields.



3.11 Contact types: customizing card formats

As we mentioned before in this chapter, contact cards can differ per contact type. Our philosophy is that you presumably want to store different kinds of information for the various types of relationship.


To manage and adjust the fields, labels and color of the contact card, please go to menu-option Administration -> Contact type where you can manage the different types:

contact_types


Editing a current contact type: click twice on the type you wish to change. In the following example you see the card format of contact type ‘Prospect’.

contact_card.png


Contact card fields and layout can now be adjusted. When finished, click on ‘Save’. The format of the card will be changed for all contacts of that specific contact type!


Creating a new contact type: click on ‘Add’ button in the previous main contact type window. A new empty card will be shown and can be filled and built from scratch. A frequently used way to create a new contact type is to copy an existing contact type: select one in the drop-down menu ‘Copy of’ in the left corner of this window when you have a new empty contact type open.



3.12 Tab items below the contact card

On the lower part of main contacts screen SpinOffice provides more space for more background information about the contact. There are four tab items. Below we give more explanation.


CONTACTS:

interrelations

Related contacts (interrelations) will be shown here. This can be colleagues of this contact, or other contacts in your SpinOffice database or unlinked contacts that do not have their own contact card.


To add a related contact, use the ‘+’ icon at the bottom and choose one of following options:

  • Add an employee: the ‘Add contact’ window will appear and a new contact can be added.
  • Add an interrelation in SpinOffice: a window appears where you can search and select a contact to link with and then indicate the type of relationship between those two.
  • Add a contact not added in the database: this option gives you the opportunity to establish a relationship between a SpinOffice contact and a person who does not have their own contact card, for instance family members, the electrician, the cleaner, etc. 


To edit a related contact, use the ‘gear wheel’ icon and the ‘-’ to remove the internal link. Only related employees and contacts are clickable, unlinked contacts are not. 



MEMO:

You can store additional information in this blank text box. Click once, choose ‘Edit’ and text can be added. The data is saved automatically when you leave the contact card, or if you use the right mouse click and choose ‘Lock edit’. 



EXTRA INFO:

The fields described here are for filter purpose. If any of the fields ‘Info3’ up to ‘Info10’ are defined in the administration section Administration -> Contact type, and these fields are filled in for a contact, it’s shown under the EXTRA INFO tab. This is common used for less important information about a relationship, like VAT number, bank account number, etc.


For instance please check the EXTRA INFO part of Hugo van der Horst in your database. Thus for a supplier the Info 3, 4 and 5 are in use. This way you have more space to enter relevant contact information which does not necessarily need to be displayed on the main screen, the contact card.



KEYWORDS:

Use the keyword feature to classify your contacts for filter purpose. On this tab item, there is space for forty keywords which can be defined via menu item Administration -> Keywords.


After adding several keywords, you can check and uncheck the checkboxes. Use the keyword feature to classify and filter your contacts. You will appreciate the benefits of this smart feature as soon as you use it!


To check and uncheck keywords for any contact, go to the KEYWORDS tab, click once on one checkbox and choose 'Edit’. All checkboxes will become adjustable.


The data is automatically saved when you leave the contact card or if you use the right mouse click and choose ‘Lock edit’.



3.13 Synchronization of contacts

In both the free Limited and Pro edition it is possible to sync any contact in SpinOffice with your mobile devices via a CardDAV account. Please go to chapter 14 to read how to activate this.