Introduction
The Contact Status feature in ProdSys is essential for managing the status of your contacts, such as customers, suppliers, and partners. This feature allows businesses to classify contacts based on their activity and approval status, helping streamline communication and ensure appropriate workflows are followed based on the status of the contact. This article outlines how to manage and use the Contact Status page in ProdSys.
Purpose of Contact Status
The primary goal of the Contact Status feature is to define the current relationship or activity level of a contact in your system. By classifying contacts, businesses can manage their interactions more effectively, whether it’s ensuring an inactive supplier is no longer used for purchases or highlighting a fully approved vendor for priority procurement.
Accessing the Contact Status Page
To manage contact status in ProdSys:
Login: Start by logging into your ProdSys account using your username and password.
Navigate to Contact Status: From the main menu, go to System > Settings > Contact Status. Here, you will find a list of all the available contact statuses as shown in the image.
Key Features of the Contact Status Page
Name: This column lists the name of each status, such as "Active," "Inactive," or "Approved Supplier." The status helps identify the relationship with or the state of the contact.
Adding New Status: The "+" button at the top-left corner allows you to create new statuses. This is useful for businesses with unique requirements, such as classifying contacts by specific levels of approval or restriction.
Edit or Delete Status: Clicking the three dots next to a status allows you to either edit or delete an existing status. This flexibility ensures that your contact statuses remain up-to-date and relevant to your business processes.
Common Contact Status Types
Active: Indicates that the contact is currently in use and available for transactions or communication.
Inactive (Passive): This status is for contacts that are no longer actively engaged but are retained in the system for historical or auditing purposes.
Approved Supplier: This status signifies that a supplier has met all the required conditions to be used for purchasing.
Not Approved Supplier: A contact classified with this status is not cleared for transactions and should not be used for procurement until further evaluation.
Restrictions - See Notes: For contacts that may have specific limitations or conditions, this status can be used, directing users to check the accompanying notes for further details.
How to Set Up and Manage Contact Statuses
Adding a New Contact Status:
Click the "+" Button: To create a new status, click the "+" button.
Enter the Status Name: Define the status name that best represents the state of the contact (e.g., "Pending Approval" or "VIP Client").
Save: Once all necessary details are entered, click Save to add the status to the system.
Editing or Deleting an Existing Status:
Select Status: Click the three dots next to the status you wish to edit or delete.
Edit or Delete: Choose to either modify the status name or remove it entirely if it’s no longer required.
How to open a contact and add a status
Open the contact: From the main menu, go to Contactsand find the contact you want to update. You can search for the contact’s name or number in the search field.
Add a status: Once you have opened the contact details, look for the status field. Here, you can select one of the available statuses from the dropdown menu.
Best Practices for Managing Contact Statuses
Standardize Status Names: Ensure consistency in how you name statuses to avoid confusion among users.
Use Statuses for Workflow Management: Contact statuses can trigger specific workflows, such as sending alerts for restricted contacts or ensuring active suppliers are prioritized in procurement.
Regular Review: Periodically review your contact statuses to ensure they reflect your current business needs and operational changes.
Conclusion
The Contact Status feature in ProdSys offers a simple yet powerful way to manage relationships with contacts by classifying them based on activity and approval status. Proper use of this feature can improve operational efficiency, help track the lifecycle of a contact, and ensure that only approved or active contacts are used in critical business processes. Regularly updating and reviewing these statuses ensures your contact management remains optimized and compliant with your business requirements.