Contact ManagementPermanent link for this heading

Fabasoft Folio supports the management of contacts. The following object types, which represent all contacts, are available:

For persons

  • Contact Person
    Is used to store the contact data of an external contact person.
  • Employees
    Is used to store the data of an in-house employee.

Name and address details, including e-mail addresses and telephone numbers, can be entered for individual persons. Each person has a list of business objects directly assigned to the person and a list of correspondence (Communication) and a journal. In general, the person's main address is the first address entered. However, if the option to use the organization's address as the main address has been selected, this is the main address.

For organizations

  • Organization
    Is used to store the contact data of an external organization. Contact persons can be assigned to organizations.
  • Own Organization
    Is used to store the data of an own organization. Employees can be assigned to own organizations.

Note: To search for persons and organizations, search for “Contact”.

Creating an OrganizationPermanent link for this heading

An organization represents a legal person. Contact persons who are employed in this organization can be added. In addition, the corresponding business objects are stored in an organization, as well as the direct correspondence with the legal person. All correspondence with an organization - i.e. both those conducted directly with the organization and those conducted indirectly via contact persons - appears in the communication.

To create an Organization, proceed as follows:

  1. Click the “New” action.
  2. Select “Organization” and click “Next”.
  3. Edit the metadata of the organization and click “Next”.

Creating an Own OrganizationPermanent link for this heading

In contrast to organizations representing external partners, an own organization is represented by an Own Organization. Employees can be assigned to own organization.

To create an Own Organization, proceed as follows:

  1. Click the “New” action.
  2. Select “Own Organization” and click “Next”.
  3. Edit the metadata of the organization and click “Next”.

Creating an EmployeePermanent link for this heading

An employee can be created in the Employees field of an own organization or on “Home”.

To create an Employee, proceed as follows:

  1. Click the “New” action.
  2. Select “Employee” and click “Next”.
  3. Edit the employee's metadata and click “Next”.

Creating a Contact PersonPermanent link for this heading

A contact person can be created either in the Contact Persons field of an organization or on “Home”.

To create a Contact Person, proceed as follows:

  1. Click the “New” action.
  2. Select “Contact Person” and click “Next”.
  3. Edit the metadata of the contact person and click “Next”.

Note: Contact persons are not allowed in the Employees field of an own organization.

Displaying the Communication With a Person/OrganizationPermanent link for this heading

Persons and organizations have a Communication field, in which the incoming and outgoing communication of this organization/person is recorded.

  • Incomings
    All incomings for which the person or organization is specified as the addressee are displayed in the Communication field.
  • Outgoings
    For outgoings with the mail processing type “E-Mail Dispatch (Interactive)”, the personalized Outgoing will be entered after generation of the fair copies (if the outgoing was undeliverable, the icon of the fair copy changes).
    For outgoings with the mail processing type “E-Mail Dispatch (Background)”, the Outgoing will be entered upon confirmation of dispatch/printing (if undeliverable, the outgoing no longer appears).

To display the communication with a person/organization, proceed as follows:

  1. In the context menu of the person/organization, click “Properties”.
  2. Switch to the “Communication” tab.

All business objects that have been received from/sent to this person/organization will be displayed in the Communication field.

Creating an Addressee List for Bulk MailingsPermanent link for this heading

Addressee Lists can be created for bulk mailings. An Addressee List is created using sets of contacts, which can be filtered by individual countries.

The contacts determined this way can have several addresses, so a Topic (i.e. a Term) can be specified in an addressee list that gives the purpose of the addressee list (for example, TechEd invitation). In this case, the address of a contact that has this (or a higher-level) Term entered will be used. If no address is found for the Term, the main address of the contact will be used.

To create an Addressee List for bulk mailings, proceed as follows:

  1. Click the “New” action.
  2. Select “Addressee List”, type a name for the addressee list and click “Next”.
  3. In the context menu of the addressee list, click “Properties”.
  4. Edit the metadata of the addressee list (for example, Topic, Country, Addressees).
    • In the Addressees field, enter individual addressees, Search Folder, Selection Result or further Addressee Lists.
    • In the Country field, enter a country to restrict the addressee list to addressees of a particular country (compared with the country of the address of the addressee).
    • In the Topic field, select a Term to use the corresponding address (for addressees with several addresses entered).
    • In the Exclusions field, enter individual addressees, Search Folder, Selection Result or further Addressee Lists that are contained in the Addressees and are to be excluded from the dispatch.
  5. Click “Next”.

Resolving an addressee list

Before an Addressee List can be used for mailings, it must be resolved. For this purpose, the “Resolve” context menu command is available.

During resolving, the individual addresses will be determined and stored for the addressee list in the form of a CSV file. This CSV file will be stored on the “Result” tab and can be downloaded using the “Download” button. In addition, the number of determined addresses will be provided in the Count field and a preview will be provided in the Addressees (Preview, Maximal 100 Lines) field.