People

Important: You will need to set up your Organizations before you start Adding People to the Organizations. An Organization will require at least one Person (Contact).

Organization's: Your customers. Click here to go to Organization documentation.

In this document, we will cover how to Add New / Edit / Delete People. People are the contacts within an organization, there is no limit to how many People you may have within an Organization, or number of address that can be associated to People. When creating People each with will have their own independent contact information and address/addresses.

IMPORT / EXPORT FEATURE

Users may export the People import template fill in the information and then import into PrintJobManager. Also users may export the People information into an excel spreadsheet make any changes or additions and then re-import back to Print Job Manager. Here is a sample template with instructions - PeopleImportTemplate.xls You can place your cursor over each column title to get a brief description.

People - Main Menu Overview (Main Menu > Customers (A) > People (B))

Fig. 1

Peoples - Main Menu - Overview (Fig.1 Main Menu > Customers (A) >People (B))

Main Menu - Overview

Options (Gear) Icon: By selecting this you will open a drop-down list with (3) options…
Hide Deleted: If the check box is activated this means that all deleted people will NOT be shown, if the Check box in not activated you will see ALL people that are Active and Deleted.
Export to Excel: This will download an Excel Spreadsheet containing all of the people data. This spreadsheet can be used to make bulk changes to all people, and then re-imported to update your people data.
Import People: This option contains the People Template that can be downloaded and filled out for 1^st time users to Import people.
Search People: To search for a person, type in the first couple of letters of the Person's Name that you are looking for and select the Search Icon the system will show all of the People, matching the data you entered. The more data you enter into the Search Terms field a quicker and more accurate your search will be.
+Add New: Use this button to create a New Person.
People (Column): Shows a listing by the name of the people (contacts), by clicking on the People header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
Organization (Column): Shows a listing by the Name of the Organization, by clicking on the Organization header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
CSR (Column): Shows a list of the Customer Service Representatives (CSR's) for the corresponding Organization. By clicking on the CSR header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
Sales Rep (Column): Shows a list of the Sales Representatives (CSR's) for the corresponding Organization. By clicking on the Sales Rep header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
Email (Column): Shows a listing of the email address for the corresponding Person (People), by clicking on the Email header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
Phone: Shows a listing of the primary Phone Number for the corresponding Person (People), by clicking on the Email header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
Edit icon: To Edit an Person select the Edit icon located on the left side of the Person you would like to Edit.
Delete icon: To Delete/Hide a Person select the Delete icon located on the left side of the Person that you would like to Delete/Hide. Caution Deleting a Person you will not be able to create an estimate or an Order for that person. You can reactivate a Person by selecting the Gear icon, and unselecting the Hide Deleted checkbox, you can now search for the Deleted/Hidden Person and select the Edit icon to reactivate.
Page view (Navigation): Us the directional arrows to go forward/back a page, or directly to the beginning or end. You can also select the page number you would like to view.
Items per Page: You can select the number of Organizations 5,10,25,50, shown on 1 page from a dropdown list (25 items per page is the default)

People - Add New (Fig.1 Main Menu > Customers (A) > People (B) >+Add New (3))

Fig.2

Main Menu > Customers (Fig.1-A) > Organizations (Fig.1-B) > Fig.1 - #3 +Add New)

When you first setup People you will be required to add at least 1 address, you will be able to add additional addresses once you have saved the initial Person entry.

Please use the Information

icon for updated data.

Follow the process below to Add a New Person (Contact)

Add New Person:

General - Organization (* Required): Using the dropdown menu select the Organization that this Person will be associated with.
General - First Name (* Required) : Enter the First Name of the Person you are adding.
General - Last Name (* Required) : Enter the Last Name of the Person you are adding.
General - Title : Enter the Title of the Person you are adding (Vice President, CEO, Purchasing, Accounts. etc.)
General - Time Zone : Using the dropdown select the time zone for Persons location that you are adding
General - Email (* Required) : Enter the New Person's email address
General - Phone : Enter the New Person's Main Phone number.
General - Mobile: Enter the New Person's Mobile/Cell Phone number.
General - Fax all: Enter the New Person's Fax number.
General - Default Purchase Order Code: If this Person requires a default purchase order you may enter it here, this purchase order code will appear on all jobs initiated by this person.
General - Notes: You may add notes to this person's data.
Address - Name: Due to the fact that you can create multiple addresses for a single person, you will have the ability to provide a unique Address Name for each of the addresses you create. See the example below.
1. Address 1: Main Office location location/address
2. Address 2: Shipping and Receiving location/address
3. Address 3: Branch office
Address - Business: in this field you can describe what type of business is located at this Person's address. i.e. administrative, production, fulfillment,etc.
Address - Address #1: enter the address and street name
Address - Address #2: if needed enter the building number, floor number, unit number, suite number, etc.
Address - Address #3: if needed enter the building number, floor number, unit number, suite number, etc.
Address - Country: Enter the country for this Person's location. MUST USE 2 LETTER COUNTRY CODE, FOR UNITED STATES USE US.
Address - City: Enter the City for this Person's location.
Address - State: Enter the State/Province for this Person's location. MUST USE 2 LETTER STATE OR PROVICE CODE, FOR NEW YORK USE NY.
Address - Zip: Enter the zip/country for this Person's location.
Address - Phone: Enter the phone number for this Person's location.
Address - Fax: Enter the fax number for this Person's location.
Save or Cancel : If you are satisfied with your data, select Save icon, to cancel and go back to the People main screen, select the Cancel icon.

Edit a Person: (Fig.1 Main Menu > Customers (A) > People (B) > Select the Edit icon to the left of the person you would like to edit (Fig.1-10)

Fig.3

Edit a Person: (Fig.1 Main Menu > Customers (A) > People (B) > Select the Edit icon to the left of the person you would like to edit (Fig.1-10)

When editing a person you will NOT be able to edit the Organization Field (Fig.3-1) that this person is assigned to. You will be able to edit/change items (Fig.3 - 2 to 11) shown above.
To Edit an Address for the selected person select the Edit icon (Fig.3 - 12) all fields are editable, save changes.

Add New Address:

To Add a new Address to the selected , select the Add New icon (Fig.3-14) and repeat steps 12 to 23 as shown in Fig.2 above.

Delete a Person: (Fig.1 Main Menu > Customers (A) > People (B) > Select the Edit icon to the left of the person you would like to edit (1)

To Delete a Person, select the Delete icon (Fig.3-14) once a Address is deleted, you will NOT be able to reactivate the Address.

If you have questions or need help, please open a support ticket by selecting this link Aleyant Support

Article ID: 860, Created: 5/30/2016 at 11:46 PM, Modified: 9/4/2023 at 4:39 PM

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