Contacts app: overview and configuration

The Viindoo Contacts app is the single list of every customer, vendor, bank, authority and other partner your company deals with. Sales, Purchase, CRM, Inventory, Accounting, Employees, Project and the other apps all use this list, so each contact is entered once and reused everywhere. To set it up: install Contacts in Apps, decide who may create contacts with the Contact Creation right, then prepare the shared lists (tags, titles, industries, countries, banks) in Contacts ‣ Configuration.

Who	An administrator (the Configuration menu and access rights are visible to administrators only).
App	Contacts, Settings

How do I install the Contacts app?

1. Go to Apps, search for Contact and click Activate on the Contacts card.

2. When the installation is done, Contacts appears on the home screen.

Note

Installing some apps, such as CRM, installs Contacts at the same time.

Who can create and edit contacts?

Every internal user can view contacts. Only users with the Contact Creation right can create, edit, archive and delete them.

1. Activate the developer mode.

2. Go to Settings ‣ Users & Companies ‣ Users and open the user.

3. In Extra Rights, tick or untick Contact Creation.

Tip

If your company has no strict rule on who creates contacts, give this right to everyone who sells or buys, so that contacts do not have to wait for a few people.

What can I configure in the Contacts app?

Go to Contacts ‣ Configuration. The menu is visible to administrators only.

Menu	What it holds
Settings	Optional contact features you can activate (see Which optional features can I activate?).
Contact Tags	Labels to group and filter contacts (see How do I create a contact tag?).
Contact Titles	Titles such as Mister, Madam, Doctor, with their abbreviation (Mr., Mrs., Dr.). Click New to add one.
Industries	Business sectors used to classify companies. A standard list is created by Viindoo; you can edit it or add sectors.
Localization ‣ Countries	All countries of the world, created by Viindoo.
Localization ‣ Fed. States	States and provinces of many countries, created by Viindoo. To add one, click New and enter State Name, State Code and Country.
Localization ‣ State Groups	Regions that group provinces, for example Northern, Central and Southern Vietnam (see How do I group provinces into regions?). Shown when the Country State Group module is installed.
Localization ‣ Country Group	Groups of countries (for example ASEAN, EU) to filter contacts or apply a pricelist per region (see How do I create a country group?).
Bank Accounts ‣ Banks	The banks your company and contacts use (see How do I add a bank and a bank account?).
Bank Accounts ‣ Bank Accounts	The bank accounts of your company and contacts (see How do I add a bank and a bank account?).

Note

Countries, states and contact titles are created automatically when the Contacts app is installed.

Tip

You can also create tags, titles, banks and bank accounts directly from the contact form, without opening the configuration menu.

Which optional features can I activate?

Contacts ‣ Configuration ‣ Settings lists optional contact features, grouped in Partner, Partner ShareHolder and Partner Business Nature Management, for example partner gender, birthday emails, nationality, multilingual partner names, unique VAT check and equity range. Tick a feature and click Save to install it. A feature that is not included in your subscription shows a Purchase or Learn more link instead of a checkbox.

How do I create a contact tag?

Tags group contacts by any criteria you need (region, customer type, dealer level…). A contact can have several tags.

1. Go to Contacts ‣ Configuration ‣ Contact Tags and click New.

2. Fill in the tag:

   • Name: the tag name.

   • Color: the color of the tag on contact forms and cards.

   • Category: a parent tag, to build a tree of tags (optional).

   • Active: untick to hide the tag from the Tags field without deleting it.

The tag is saved automatically and can now be chosen in the Tags field of contacts.

How do I group provinces into regions?

Regions let you filter, group and report contacts by area, for example to split customers between sales teams. They come with the optional Country State Group module (viin_base_state_group), which also creates the regions of Vietnam. Install it from Apps first: without it, the State Groups menu and the State Group field of contacts are not shown.

1. Go to Contacts ‣ Configuration ‣ Localization ‣ State Groups and open a region, or click New.

2. Fill in:

   • State Group Name and State Group Code.

   • Parent: the larger region it belongs to, for example Northern Vietnam for Red River Delta.

   • Country and States: the provinces in the region. A province belongs to one region only.

Each contact then shows its State Group from its province, and you can group the contact list by State Group in the search options.

How do I create a country group?

1. Go to Contacts ‣ Configuration ‣ Localization ‣ Country Group and click New.

2. Fill in:

   • Group Name: for example European Union.

   • Countries: the countries in the group.

   • Pricelists: the pricelists used for customers in these countries. Shown when the Pricelists feature of Sales is active. If several pricelists are listed, the first one that applies is used (see How to set several prices for the same product).

How do I add a bank and a bank account?

1. Go to Contacts ‣ Configuration ‣ Bank Accounts ‣ Banks, click New and fill in:

   • Name: the bank name.

   • Bank Identifier Code: the SWIFT/BIC code used for international transfers.

   • Bank Address, Phone, Email: the bank’s contact details.

2. Go to Contacts ‣ Configuration ‣ Bank Accounts ‣ Bank Accounts, click New and fill in:

   • Account Number: the bank account number.

   • Account Holder: the contact (or your company) who owns the account.

   • Bank: the bank of the account.

   • Account Holder Name: the name registered at the bank, if different from the account holder.

   • Currency: the currency of the account.

   • Send Money: tick if this account can be used for outgoing payments.

Note

Bank accounts entered elsewhere (on employee profiles, in the Accounting app…) also appear in this list.

Next steps

• How to create a new contact: create your first customers and vendors.

• How to find and merge duplicate contacts: keep the contact list clean.

• How to archive, restore or delete a contact: archive contacts you no longer use.