Create & edit (8)

3.1 Screen layout 3.2 Adding new contacts 3.3 Editing name & address information 3.4 Adding, editing & deleting contact details 3.5 Tags 3.6 Deleting & Merging contacts 3.7 Searching contacts 3.8 Filtering contacts 3.9 Mass mailings based on filters 3.10 Bulk contact change 3.11 Contact types 3.12 Synchronization of contacts 3.1 Screen layout One of the most important screens is the contact list, where all your business contacts in the database can be found. The contact list contains, in addition to all contacts and associated name and address details, all relevant information of the selected contact. This can be found on the right side of the screen. Every contact has its archive; you can navigate to this by clicking on the contact's name in the list. In the following paragraphs, we discuss all the functions that the contact list screen includes. First, we start with a layout of the screen. The contact list screen is divided into two parts. 01. Contact list All contacts in the database can be found here. Use the search function at the top to find any contact. On the right side, you will find all name and address details, tags, open tasks/folders, etc. of the selected contact. We will explain this further in point 2. The contacts are not in alphabetical order but in a smart ranking based on last interactions. You can customize the columns by going to the cog wheel at the top right and then Customize widget -> Manage columns. Double-click on a name to open the archive of that contact. Use the right-click on a contact to perform quick actions such as changing contact details, sending an email, or creating a task. 02. Contact widget On the right, you will find the contact widget. In addition to all names and contact details, you can see at a glance what is going on with this selected contact. The right side therefore differs per selected contact. Easily add contact data via the '+', add tags, or adjust information (such as info fields and extra details) easily via the Edit icon. We call all the different parts on the right side 'widgets'. You can therefore adjust or fill in the information for the relevant contacts per widget. Do you want to adjust the order and visibility of the entire right side, the contact widget? That is possible. Click on the gear at the top right and choose Customize widget -> Contact widget. 3.2 Adding new contacts In SpinOffice, you can add your contacts in several ways (imported or manually added) in different quantities (multiple or individual) and at different locations. SpinOffice offers the following. 3.2.1. Importing multiple existing contacts Import your business and personal contacts from various sources into SpinOffice CRM. See the options below. You will find the import options at your Home Dashboard, the Contacts widget hamburger icon, or via the Contacts screen, then the menu option Extra -> Import -> Contacts. All imported contacts instantly end up neatly in your contact list. Apple Contacts:  This option is available for Mac users only. Once you click on the button, SpinOffice imports all your contacts, including their contact details. On the mobile iOS app, the option is in the top right corner. Office 365 Contacts:  At the touch of a button all contacts, including contact details, addresses, and notes are imported into your CRM. You connect your Office 365 account once, and SpinOffice does the rest! All your contacts from Office 365 instantly end up neatly in your contact list. This is an import and not a sync. Although SYNC is also possible. This option can be found within the main menu, option Administration -> User settings -> Synchronization. From .CSV or .XLS file: Select the option ‘.CSV, XLS or XSLX format’ and upload your data file from your local computer. You only have to make a match between the data from the Excel columns and the proper field in SpinOffice. SpinOffice helps you as much as possible in this process. This way we make it a simple and convenient step. Please define the contact type too. If not defined they will all get the contact type 'Import' in SpinOffice. It is possible to mass change this afterward in case it should be different. Note: Use for import of the country field into SpinOffice the two-letter ISO country code in your Excel file. For a complete list of all codes: https://countrycode.org. Mailchimp In the Pro version, you're able to connect to Mailchimp by providing a Mailchimp API Key and picking a mailing list to import.  3.2.2. Adding a new individual contact You can add a new contact in various spots in the application: The contact screen: Click Add Contact at the top of the screen. Your Inbox: When you receive an email from an unknown contact in SpinOffice, you can immediately add this person as a new contact to the database via the question mark icon. The main menu: Option New -> Contact. In all cases, the following pop-up appears. Fill in the relevant information and go to the sub-items on the left to add more information about the contact, such as the info fields and the tags. In the 'Contact type' field at the top, indicate which type of contact you want to add. For example, a company, supplier, personal friend, prospect, etc.  Create your contact types via the main menu option Administration -> Contact type. When you add an email address to the new contact, use "Link all emails to this contact" if you also want to have all emails in the archive. Check the box, and SpinOffice will collect all emails in the database and store them in the archive of this contact. By default, this setting is ticked. Once you have entered all the contact details, click Save, and SpinOffice will create a new contact and add it to the database. New contacts receive their contact card, where you can store all relevant information, and also an archive where all communications end up. 3.3 Editing name & address information Wherever the contact is listed, you can adjust its details. There is always a 'burger' icon, or use the right-click on a contact and choose Edit contact details. Below is an example of the contact screen. You will then arrive at the screen where you can adjust all the information. Click Save to process the changes. 3.4 Adding, editing & deleting contact details You can change all contact details, such as telephone numbers, e-mail addresses, fax numbers, websites, as well as name and address details, via the above method. But you can also easily do this within the contact widget of a relevant contact in your database. We will discuss that below. Add contact information 1. Click the '+' icon.   2. Select what to add: email, phone number (including fax), website URL, or "Other" (e.g., Skype name).   3. Provide a description when prompted.   4. Uncheck "Standard" to save the info under OTHER NUMBERS, or prevent an email from appearing in new email headers.   5. For email addresses, checking "Private" hides messages from other users.   6. Click Save.   All inputs sync seamlessly with mobile devices. Important:  The first email address mentioned will be the default address used for sending individual emails and for mass emails. To move another email address as default, just right-click on the email address you want to move to the top and select Put on top. See the example below. Edit Contact Details - Right-click the item, select "Edit," update the info, and click "Save."   Delete Contact Details - Right-click the item, select "Delete," and confirm.   - To remove linked messages, check "Disconnect this email address from this contact." Otherwise, messages remain saved.   - Click "Ok."   Websites and email addresses are clickable. Clicking an email opens a new message, and clicking a website opens it in your browser. 3.5 Tags Use tags to organize your business contacts. Choose tags based on products, services, categories, status, or customer traits. Assign the appropriate tags in your CRM to easily search, categorize, and filter contacts. 3.5.1 How do you tag your contacts? In SpinOffice, you can add or edit tags for a contact via the Tags tab on the left of the Add Contact screen. Tags can also be added directly from the Contact screen. To do that, go through these steps: Go to the Contact screen. Find the desired contact for which you want to add tags. You will find the tags widget on the right. Add tags as you want by entering them manually. Or choose previously selected tags from a drop-down list. All added tags are immediately shown. Go through your contacts to add your tags. You have an unlimited number of tags at your disposal. 3.5.2 Manage all tags You can manage your tags in the main menu under Administration -> Tags. Add or remove unlimited tags as needed. See the example below. All tags that you have manually used for contacts are also shown on this screen. Important: In the Pro and Enterprise versions, you have access to tag groups. This offers the possibility to create categories and use different colors. 3.5.3 Search and filter contacts based on tags Searching by tags is very easy. Start the search with the hashtag "#" and then enter the tag. Below is an example where we filter on the tag "hot prospect". Pressing #hot will show the tag. Click on the tag in the search list, and all contacts with the tag "hot prospect" will be filtered and displayed. Another way to make a filter of your contacts based on a filter is to create a filter on an existing tag for a contact. First, go to a contact that has the tag you want to filter on. Then click on the 'tag' icon next to the tag shown and choose Filter. All contact with this tag is filtered and shown. 3.5.4. Removing tags Of course, you can easily remove the tags from an individual contact by clicking on the 'tag' icon next to the displayed tag and choosing Delete. Do you want to delete an entire tag? Then go to the menu option Administration -> Tags and remove the tag itself. The tag will be removed for all contacts. 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.  To delete an individual contact: Go to the contact screen. Find the contact you want to delete. Click once to select the contact. Use the right-click and choose Delete. Click Ok to confirm. To delete all contacts of the same contact type: Go to the Contact screen. Click on Filter contacts at the top of the screen. The following screen is displayed. Select 'Contact type' as the first field. In the second field, you choose the condition, for example "is", "is not", "contains" or "does not contain". Under 'Value', enter the contact type for which you want to delete all contacts. Are all three fields filled in? Then click on Filter. All contacts are shown. Now, click on Mass Actions at the top of the screen. Choose Delete contacts and confirm. All contacts of the relevant contact type have now been deleted. Please note that you cannot undo this action. Please contact us if any contacts need to be restored. To delete a filtered group of contacts: Filter all contacts that should be deleted (see Chapter 3.8 How to do that).  Click on Mass Actions at the top of the screen. Choose Delete contacts and confirm. 3.6.2 Merging contacts On the Contact screen, find the contact you want to keep in the database. That will be the 'main contact'. Use the right-click on a contact in the list. Choose Merge contacts. The following screen is displayed. The first field is the 'main contact', which you cannot edit. Search and find the duplicate contact in the database. So this will disappear. Click Merge to add the contact details and the entire archive to the main contact. If a contact appears more than twice in the database, you will have to go through the above steps many times until only one contact remains. 3.7 Searching contacts Use the search field on the left side of the screen to find any contact. All search results are displayed immediately. All your contacts are arranged smartly and can be found by first or last name, company name, or email address. 3.8 Filtering contacts Filters allow you to obtain an overview of contacts that meet 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. Filtering can be done in many different places. Below you can see the different ways. At the top of the screen: choose Filter contacts at the top of the screen and determine which field you want to filter on. Creates the desired conditions for your selection yourself; for example, "company name is...", or "contact type is...", or "zip code contains...". Within the contact widget: choose a filter option within the contact widget on the right: Click on the name funnel to filter by contact type, and first or last name. To filter by this label, click the icon to the right of the desired tag.  Click the funnel next to an info field to filter by this value. In all cases, the filter result is shown where your contacts are normally located. See below. The example below shows the 12 'hot prospects' that have these tags. Within the filter result, you can apply one or more filters again in the same way and thus reduce your selection. Filtering is an extremely powerful function within SpinOffice that you can do a lot with, and that is widely used. It offers you the opportunity to quickly make selections that you can then send a personal mailing. 3.9 Mass mailings based on filters To create a group grind, you must first create a filter as described in the previous section. After that, go through the following steps: Click on Mass actions on top: The following options are shown: Choose the Send group mailing. A new screen will open where you can type a message in the default template. Fill the template with content or choose an existing email template at the bottom. Make sure you enter a subject. That is mandatory. This is also the subject as the recipients see it. At the top, you can adjust the sender, and at the bottom, the option to send the mailing as a private message. Is the template ready to send? Then click Send at the top left.  Choose Create concept or Send. If you choose Create a Concept, these can be found in the Concepts folder in your inbox. 3.10 Bulk contact change If you want to customize a contact type for multiple contacts or give it a specific tag, you can do so quickly and easily. To create a bulk contact change: First, filter the contacts that you want to give a different value. Filter as described in section 3.8. Click on Mass Actions at the top of the screen. The following options are shown. Choose Bulk contact change. The following screen is displayed. Decide what you want to do with the filtered contacts. In our example, the 12 hot prospects. Select a field to fill or change for the filtered group. Click Change to act. After implementing the desired mass action, the adjustments are immediately visible in your database. Being able to create filters and the associated possibility of mass actions is therefore an extremely powerful function in SpinOffice. 3.11 Contact types SpinOffice works with contact types. This is a useful way to distinguish between the different types of relationships you have, such as customers, prospects, suppliers, stakeholders, etc. You can add an unlimited number of contact types to the database. Go to the menu option Administration -> Contact types to see all contact types in your database. See the example below. Click '+' on the right to add a new contact type. An empty line will be added at the bottom where you can add a new contact type. Give a name and choose a color. Click Save on the right to save the item, and it will be added as a contact type. Now you can use it for every contact in the database. Do you now want to give a group of contacts the newly added contact type? That can be done very easily! Do a bulk contact change. 3.12 Synchronization of contacts In both the free Limited and Pro editions it is possible to synchronize contacts located in SpinOffice with your mobile devices (iOS and Android) using a CardDAV account.  In addition, you can easily synchronize your contacts with your Office 365 contacts. In SpinOffice, go to the menu option Administration -> User settings -> Synchronization to activate this. Please go to Chapter 14 to read how to activate the sync.

Add any new contacts from various places in SpinOffice.  In your main menu: In Contact screens: In all cases, the following screen appears: Fill in the relevant information and go to the sub-items on the left to add more information about the contact.  In the field ‘Contact type’, you are able to indicate which type of contact you would like to add. For instance, a company, supplier, personal friend, prospect, etc. Define your contact types under the menu option Administration -> Contact types. When you add an email address to the contact, use "Link all email messages to this contact" when you want to have all emails in its archive too. Tick the checkbox and SpinOffice will collect all the emails within the database and store them in the contact's archive. When you have filled in all the contact's information, click on Save, and SpinOffice will create a new contact and add it to the database. Add multiple contacts through a mass import. At this moment, mass import from .CSV / .XLS file, Mac Contacts, Office 365, or Mailchimp is possible. Read here on how to do a mass import.

Contact types are an important tool in SpinOffice. It allows you to differentiate your business contacts. Read this article to learn more. Add an unlimited number of contact types to the database. Go to the menu option Administration -> Contact types to see all contact types in your database. See here an example: Click on the '+' on the right side to add a new contact type.  An empty line is added at the bottom where you can add a new type. Give a name and pick a color.  Click on Save on the right side to save the entry, and it is added as a contact type.  Now you can use this for any contact. Do you now want to give a group of contacts the newly added contact type? That is easy! Perform a mass contact change on the Contact list screen.

On the Contact list screen, go to the contact you wish to edit, click on the 'hamburger' icon on the right side, and choose Edit contact details. Or click directly on the Edit icon in the contact widget.   In both cases, the contact details are shown, and you can add all relevant information. Even the data in the left sub-items: When done, just click on Save, and SpinOffice processes the changes. The pop-up will close.

Use contact types to differentiate your business contacts. It allows you to: Filter your contacts On the Contact list screen, you have the Filter contacts option at the top. Use that to filter all your contacts based on any contact type. This way, you get an overview of your customers, hot prospects, or suppliers. Manage user access Go to the menu option: Administration -> User settings -> Contact types to determine which user may have access to which contact types, and thus to groups of contacts. Define which contact types to sync  Go to menu option: Administration -> User settings -> Synchronization to define which contact types should be in sync on your mobile devices. When adding new contacts, both individually and by mass import, the contact type is a required field to fill. As you can see, this is an important field in the database. Important: A contact in your database can only have one contact type.

In SpinOffice, you can link contacts as employees to a company card. This functionality provides several advantages: Improved visibility of companies and their associated employees in your database. Centralized communication history between all employees of a company and your internal SpinOffice users. By establishing these employee/employer links, you create a “parent-child” relationship. This can be done for both existing and new contacts. Below, we outline all the possible scenarios. Add a New Contact as an Employee of an Existing Company You can directly add a new contact and associate them as an employee of an existing company. Follow these steps: Navigate to the Contacts screen. Search for the company card (main card) to which the new contact will be linked. Click the hamburger menu (☰) at the top of the contact widget. Select Add employee. The "Add New Contact" screen will appear, with the company's address fields pre-filled. Enter the contact details of the new employee and click Save. Once saved: The employee will have their contact card. The company name will appear in blue on the employee's card, indicating it is clickable. Click the company name to navigate to the company's main card, where all associated employees are listed at the bottom. Link an Existing Contact to an Existing Company To associate an existing contact with a company as an employee: Go to the Contacts screen. Search for the contact you want to link to a company. Click the hamburger menu (☰) in the contact widget. Select Link to employer. A prompt will appear asking if the company’s address should be copied to the contact. Click Yes to proceed. Search for and select the appropriate company card (main card). Click Update to confirm the link. The contact is now associated as an employee, with the company name shown in blue and clickable on their card. Add an Unknown Contact from Your Inbox as an Employee If you receive an email from an unknown contact (marked with a question mark in your Inbox), and you wish to add this person as an employee: Add the contact to your database, entering the appropriate contact type and details. Once saved, click the hamburger menu (☰) in the contact widget within your Inbox. Select Link to employer. Follow the same steps as described under "Link an Existing Contact to an Existing Company". Additional Options You can also create mutual relationship links between contacts. Or, you may choose to add a standalone contact that does not require a card or archive. Both options are available in the same menu (☰) used for the steps above. Unlink an Employee from a Company To remove an employee/company link: Open the contact card of the person you want to unlink. Click the hamburger menu (☰) in the contact widget. Select Unlink contact. The link will be removed immediately. Need Help? If you have any questions about linking or unlinking contacts, don’t hesitate to contact our support team.

Yes, that's possible. This is useful to see who has changed contact details and to be able to restore old data. In the Contact list screen, search for the contact for which you want to view all changes  Click on the 'hamburger' icon on the right  Choose the menu option View changes. The following screen is displayed: You can see what has changed in the past for the relevant contact, when and who made the changes. Within this screen, you have the option to filter on a specific period and a colleague/user. To revert a specific change, tick it on the left and click Restore changes to apply the change. The screen will close, and the adjustment will be made. If it is not possible to retrieve the desired information, please contact us. We may be able to help you.

Go to the menu option, click on: Administration -> CRM Preferences -> General Select the desired option in the 'Country state field.' By default, no state field is selected. You can choose from American, Australian, and Brazilian states or Canadian provinces. This setting applies to all contact cards in the database.