In the Relationship Management Setup window, you can decide how you want the program to manage certain aspects of your contacts.
If you intend to use attachments in your interaction templates, you must specify how and where you want these attachments stored. Attachments can be all types of documents such as Microsoft Word documents (for example, your letters), Microsoft Excel documents, Microsoft PowerPoint presentations, and so on.
You can decide to store your attachments within Navision (Embedded), or on a disk file. In order to facilitate the access to attachments, it is recommended that you store the attachments within Navision. However, if you decide to store them on a disk file, ensure that all users of the Relationship Management application area have access to it.
Before you start using the Contact Search feature, you need to choose how you want to re-index the data processed by the program while searching for contacts. There are two options: Auto and Manual.
If you select Auto, the program will automatically update and re-index the data each time the content of the fields supported by the Contact Search feature is changed or new entries are added.
If you select Manual, you will have to run the Generate Search Index batch job in order to update the data.
Some information about contact companies is identical to the information about the contact persons working within these companies, for example, the address details. The program can automatically copy these fields from the contact company card to the contact person card each time you create a contact person for a recorded contact company. You can have the program automatically copy the salesperson code, territory code, country code, and language code, as well as address details (address, address 2, city, post code, and county) and communication details (fax number, telex answer back, and phone number). When you modify one of these fields on the contact company card, the program will automatically modify the field on the contact person card (unless you have manually modified the field on the contact person card).
You can decide that the program automatically assigns a specific language code, territory code, salesperson code, and country code as defaults to each new contact you create. You can also enter a default sales cycle code that the program automatically assigns to each new opportunity you create.
The inheritance of fields overwrites the default values you have set up. For example, if you have set up English as the default language, but the contact company's language is German, the program will automatically assign German as the language code for the contact persons recorded for that company.
You can also setup a default salutation that the program automatically assigns to your contacts. You can use these salutations in your interaction template attachments (for example, Microsoft Word documents). When setting up a default salutation, you can enter a salutation text and a salutation format. For example, if the salutation text is Dear, and the salutation format is Salutation Text + Title + Name, the program will automatically enter Dear Mr. John Smith as a salutation for a contact called John Smith.
The program can automatically record sales and purchase documents as interactions (for example, orders, invoices, receipts, and so on), as well as e-mails, phone calls and cover sheets. To work with attachments to interaction templates and interactions in Microsoft Word, you must specify the mergefield language ID, that is, the language ID of the Windows language you want to use for naming the mergefields shown when editing an attachment in Microsoft Word.
In order to synchronize the contact card with the customer card, the vendor card and the bank account card, you must select a business relation code for customers, vendors, and bank accounts. For example, you can only link a contact with an existing customer if you have selected a business relation code for customers in the Relationship Management Setup window.
You can set up a number series for contacts, campaigns, to-dos, segments and opportunities. If you have set up a number series for contacts, when you create a contact, and press Enter in the No. field on the contact card, the program automatically enters the next available contact number.
You can choose to have the program automatically search for duplicates each time you create a contact company, or you can choose to search manually after you have created contacts. You can also choose to have the program update the search strings automatically each time you modify contact information or create a contact. You can decide the search hit percentage, that is, the percentage of identical strings two contacts must have for the program to consider them as duplicates.
You can exchange e-mails with your contacts, customers, vendors, and so on. You can send and receive your e-mails either from Navision or from Outlook. Before you can exchange e-mails this way and have the system store and queue your e-mails, you have to set up some parameters, such as time interval at which the program will check whether any e-mails are waiting to be processed, e-mail logging profile name, and so on.
Automatically Recorded Interaction Log Entries
Setting up Duplicate Search Strings