How to setup Contacts on a client and a template

Introduction

Contacts are used as a way of writing to a specific person; this can be to a personal client or a business client.

Setup Contacts on the Client

This topis explains how to set up contact details on a client. For example, the name of the business is Bloggs, Doe and Partners, and the main contact for the business is Mr J Bloggs.

You would need to set up Mr Bloggs as a Main contact of the business.

To setup a contact on a client:

1. From the IRIS Main Menu, click IRIS AutoMail.

2. The IRIS AutoMail - Letter Request browser screen displays. Select the Clients icon on the toolbar.

3. Highlight a Business client and click View.

4. The Client Maintenance screen displays, select the Contacts tab.
   
   The option to add Internal Contacts and External Contacts is available.

Internal Contacts

1. Click New. There are two options:

1. • Existing client
     Enter a client ID; or click on the spy glass, the Client Browser displays. Highlight the client and click Select.
     Enter the details, for example Phone, Mobile, Email address.
     Select the Main Contact option, as this will be the Main Contact of the client.
     Click OK to save the entry.
     

   • Other Person
     Select the Other person option
     Enter the details, for example Title, Forenames, Surname, Initials, Salutations, Phone, Mobile, Email address.
     Select the Main Contact option, as this will be the Main Contact of the client.
     Click OK to save the entry.

External Contacts

1. Click New. There are two options:
   
   Add New Contact

1. • Person:
     IRIS Client - opens the Person Browser to select / add a person.
     Non Client - opens the Non client Browser window to select / add a person.
     

   • Business:
     IRIS Client - opens the Business Client Browser to select / add a business client.
     Non Client - opens the Non client Browser window to select / add a business client.

2. Select what Type of external Contact the new person/business will be. It is possible to add new type within this window.

3. Select the Main Contact option, as this will be the Main Contact of the client.

4. Click OK to save the entry.
   

Add Existing Contact
Select from the list.  A Filter by type Type option is available.

When creating a Personal client, the database automatically sets up the contact of the client in the contacts tab. To change or look at the contact details:

1. From the IRIS Main Menu, click IRIS AutoMail .

2. The IRIS AutoMail - Letter Request browser screen displays. Select the Clients icon on the toolbar.

3. Highlight a Personal client and click View.

4. The Client Maintenance screen  displays, click on the Contacts tab.
   The contact will automatically be set up when creating the client. This contact will default to Main contact, and the relevant box will be ticked to display this.

5. Highlight the contact and click View.
   To ensure the required details are entered, for example, Title, Initials, Surname,Formal/Informal Salutation, select the magnifying glass and click View to navigate to the Client Maintenance screen.

6. Click Save and close the windows.

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Add The Relevant Tags to the Template

To setup a Main Contact on your template:

1. From IRIS Main Menu, click IRIS AutoMail.

2. The IRIS AutoMail - Letter Request browser screen displays. Select the Templates icon on the toolbar.

3. The AutoMail - Letter Template Maintenance screen displays. Highlight your template and select the Edit icon on the toolbar to edit the template.

4. The template will be displayed, toggle on the Field codes (press ALT F9 on your keyboard. For more information, please read Knowledge Based Article 1490).

5. Left-click on the document where you would like to enter the Contact details.

6. Minimise Word, the Tag selection screen will be displayed.

7. Click on the Particular Client folder, Common | Main Contact

8. Select the details required for the Main Contact, for example, Title, Initials , Surname, Formal/Informal Salutation.

9. Click Refresh.

10. Maximise MS Word to display the template.

Microsoft Word 2007/2010

1. Click on the Mailings tab, in the Write & Insert Fields section click on the Insert Merge Field down arrow.

2. Click on the Tag that you would like to enter in the document. For example the Main Contact Title, this will be displayed as LMCLMCTitle.
   
   These will then be displayed in the document as { MERGEFIELD LMCLMCTitle }

3. Place your cursor at the end of the Merge field and press on the space bar on your keyboard.

4. Repeat these steps 1. -3., to enter the Initials and the Surname.
   
   This will be displayed as: { MERGEFIELD LMCLMCTitle } { MERGEFIELD LMCLMCInitials } { MERGEFIELD LMCLMCSurname }
   
   You would then need to add the salutation tag, which would be (depending on the salutation that you to need use), LMCLMCInformalSalutation/LMCLMCFormalSalutation

5. Once all the tags have been entered in the document, minimise MS Word.

6. The Tag Selection screen will be displayed, click Save.

Microsoft Word 2003

1. Click Insert Merge Field (located on the left of the Insert Word Field in the task bar above the document).

2. Click on the Tag that you would like to enter in the document. For example the Main Contact Title, this will be displayed as LMCLMCTitle in the screen.

3. This will be displayed in the document as { MERGEFIELD LMCLMCTitle }

4. Place your cursor at the end of the Merge field and press on the space bar on your keyboard.

5. Repeat these steps "1. - 4 ., to enter the Initials and the Surname. These will then be displayed as: { MERGEFIELD LMCLMCTitle } { MERGEFIELD LMCLMCInitials } { MERGEFIELD LMCLMCSurname }

6. You would then need to add the salutation tag, which would be (depending on the salutation that you need use), LMCLMCInformalSalutation/LMCLMCFormalSalutation

7. Once all the tags have been entered in the document, minimise MS Word.

8. The Tag Selection screen displays, click Save.

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