Figure 1.1. Contact Details

Borneosoft Contact Management provides facility to store all contacts' information and to find the information with ease. You can store contact's personal information as well as some important dates related to the contacts such as birthday, contact's anniversary of membership, Christmas, etc. The personal information includes salutation, name, address, job title, email, contact number and other data such as department and job title. You can also attach contact's photo to the contact's personal information. You can edit email messages to be sent automatically on or before the important dates to the contacts. If you wish, you can also set to send it to yourself and you can then personalize the message and send it to your contact. You will never miss important dates about your contact by using this facility.

You can use free text search similar to searching the web using popular web search-engine. It is fast and versatile because it uses technique used in most popular web search engine. It will search the text from all the contact's attributes. If you want to find phrase from specific attribute you can easily specify the attribute name and the phrase to search. For example, you can type firstname:jayne in the search field to find all contacts with first name Jayne. Or, you may be wondering who in your contacts whose birthday is in March, just type birthdaym:03 in the search field and press enter to get the contacts. It's that easy.

Documents can be attached to the contact. Any attachment to the contact will appear in the Document folder. You don't need to open each contact one by one to find a particular document, you can search the document inside the Document folder. Borneosoft Contact Management is also equipped with History tracking. It records insertion, updates or deletion of any data. It helps to remember old data such as old telephone numbers. Or, maybe to recover data that has been deleted accidently.

Figure 2.1. Blank Contact Details

1. Click the Contact folder or any of its sub-folders where the new contact will be put into.
2. Click the 'New' button at the toolbar, or click the menu: 'Edit', 'New Item', or click the menu: 'File', 'Create New', 'Contact'.
3. An empty contact details dialog box will open (Figure 2.1: Blank Contact Details).
4. Click 'Save' when you finish entering the details.

If you have already entered company details, you can select existing company for the contact. If you enter the company name at the contact detail, you can create the company at the same time with the same address as that of the contact that you are entering, by selecting 'Create company with the same address below' checkbox.

You can set important dates to your contact such as your contact's birthday. If you run membership based customer service, you can set the anniversary of your contact joining date. You are allowed to set three more important dates, you can set the names of the important dates for easy reference.

Figure 2.2. Related Items To Contact

When you edit the email for the important dates, you can add subject and the content of the email. You can also test the message by sending the email to yourself (please make sure not to select 'Send message to:' … 'and this Contact'). You save your email message by clicking 'Save Draft' button on the toolbar of the email editor page. You can see the envelope icon changes to an open envelope at the contact details of the important dates.

You can attach documents to the contact. You drag the horizontal splitter line to enlarge the related items portion (Figure 2.2: Related Items to Contact). The small up arrow and down arrow , at the leftmost of the related items title bar, are used to quickly enlarge to previous size or shrink to the bottom of the page. Clicking each of the related item title, Documents, History, or 'In Use By' will open respective list panel.

Figure 2.3. Contact History

Clicking 'Upload/replace the photo' (see Figure 2.1: Blank Contact Details) will bring File open dialog box where you can select any file/document in your local computer. Selecting the file will immediately initiate the upload of the file. A progress bar will be shown to indicate the percentage of the uploaded file. Clicking 'Hide the Photo' will hide the photo. Clicking 'Delete the Photo' will delete the photo from the storage permanently.

An example of contact with completed details is shown in Figure 1.1: Contact Details.

Figure 2.4. Contact History Details

Whenever the contact is created or updated, a history is created. The history can be viewed by clicking 'History' at the related items title bar (Figure 2.3: Contact History). Clicking any row in the list and clicking 'View' button at the toolbar will bring up a window showing the history details (Figure 2.4: Contact History Details), where the Importance is updated to 'Most Important'.

Figure 2.5. Mapping Contact Fields

Figure 2.6. Mapping Contact Values

There are many sources of contacts data where you can prepare CSV file for upload. For example, you can export your contacts from your Microsoft Outlook as CSV file and import the CSV file into BorneoCRM.

1. Click the menu: File, 'Import and Export'.
2. Select 'Export to a file' for 'Choose an action to perform:'.
3. Click 'Next'.
4. Select 'Comma Separated Values (Windows)' for 'Create a file of type:'.
5. Click 'Next'.
6. Select Contacts Folder for 'Select folder to export from:'.
7. Click 'Next'.
8. Browse to the folder where you want to save the contacts as a .csv file.
9. Type a name for the exported file, and then click 'OK'.
10. Click 'Next'.
11. Click 'Map Custom Fields'. A dialog box will appear (Figure 2.5: Mapping Custom Fields in Outlook).
12. Click 'Default Map'.
13. Click 'Next' to see the values of each field (Figure 2.6: Mapping Custom Fields Using Their Values As Guide). Some fields may not have value. To go back to the field name, click 'Previous'. It is important that fields are mapped correctly.
14. Click 'OK' when the mapping is done.
15. Click 'Finish'.

Figure 2.7. Importing Contacts

1. Click the menu: File, Import, Contact. An import dialog box will appear (Figure 2.7: Importing Contacts).
2. Click the upload button at step no. 1 to select CSV file to import. A file open dialog box will appear. Select the CSV file. As soon as the file is selected, the upload will start.
3. When the upload is completed, the fields in the CSV file will be automatically detected and shown at the second column of the table (Figure 2.8: Imported Contact Fields). Please follow the instruction at step no. 2 to match the fields between the left column (BorneoCRM Contact fields) and the right column (imported Contact fields).
4. Click 'Import' on the toolbar to start importing the contacts.

Figure 2.8. Imported Contact Fields

Figure 2.9. Exporting Contacts

1. Click the menu: File, Export, Contact. A dialog box will appear (Figure 2.9: Exporting Contacts).
2. Follow the instruction on step no. 1 to rearrange the fields sequence. Click the checkbox at the top of the table to select all fields. Click again to deselect all.
3. Click Export on the toolbar to start the export. An export CSV file will be generated.
4. Click the CSV file link to download it (Figure 2.10: Exported Contact CSV File Download Link). The file is also stored under Document, 'Exported File', Contact (Figure 2.11: Exported Contact CSV Stored Under Document Folder).

Figure 2.10. Exported Contact CSV File Download Link

Figure 2.11. Exported Contact CSV Stored Under Document Folder

Figure 2.12. Searching Contact with Phrase Agustin

Search phrase can be entered into the search input field and pressing 'Enter' or clicking the search button () will retrieve the list of contacts where any word in the search phrase matches with the word in any of the contact's fields. For example, you can search your contact with the phrase Agustin. Any item that contains Agustin will be shown, see Figure 2.12: Searching Contact with Phrase Agustin.

Figure 2.13. Searching Contact with Phrase Agustin Washington

If you add another phrase, more result that matches the phrases will be shown. For example, when you enter phrases: Agustin Washington, all items that contains in any field Agustin or Washington will be shown, see Figure 2.13: Searching Contact with Phrase Agustin Washington.

Figure 2.14. Searching Contact with Phrase +Agustin +Washington

To search for all words in the phrase in any of the contact's fields, a plus sign (+) must be added in front of every word in the search phrase. Searching with the phrase '+Agustin +Washington' returns no result because none of contact's field contains both Agustin and Washington (Figure 2.14: Searching Contact with Phrase +Agustin +Washington).

Figure 2.15. Searching Contact with First Name Containing Agustin

To search word in specific field, a field name must be specified in front of the word, separated by colon. For example, searching first name Agustin by entering: firstname:Agustin and pressing enter or clicking search button will retrieve contacts that contain Agustin in the first name field (Figure 2.15: Searching Contact with First Name Containing Agustin).

Figure 2.16. Searching Contact with First Name Containing Agustin and Company Name Containing Juneau

Searching words in different fields requires each field name to be included in the search phrase. For example, entering the search phrase +firstname:Agustin +companyname:Juneau, and pressing 'Enter' or clicking the search button, will retrieve one contact with Name: Agustin Linfeild and Company: Juneau Ltd (Figure 2.16: Searching Contact with First Name Containing Agustin and Company Name Containing Juneau).

Figure 2.17. Searching Contact With Search Phrase birthday:0321 (Birthday on March 21st)

The field names for searching birthday:

• birthday:mmdd
  This is used to search birthday that falls on month mm and day of month dd. For example, search phrase birthday:0321 will retrieve contacts whose birthday on March 21^st (Figure 2.17: Searching Contact With Search Phrase birthday:0321 (Birthday on March 21st)).
• birthday:[mmdd TO mmdd]
  This is used to search birthday that falls on an interval. For example, search phrase birthday:[0301 TO 0331] will retrieve contacts whose birthday in March 1^st to March 31^st.
• birthday:[mm* TO mm*]
  This is used to search birthday by the month. For example, search phrase birthday:[03* TO 05*] will retrieve contacts whose birthday in March, April or May.
• birthdaym:mm
  This is used to search birthday on a specific month.
• birthdayd:dd
  This is used to search birthday on a specific day of month.
• birthdaylongm:January
  This is used to search birthday on a specific month using month name, January, February, and so on.
• birthdayshortm:Jan
  This is used to search birthday on a specific month using month short name, Jan, Feb, and so on.

The format for searching anniversary, other date 1, 2, and 3 is the same as that of searching birthday by replacing the birthday with anniversary, otherdate1, otherdate2, and otherdate3 respectively.

Figure 2.18. Blank Company Details

You can enter the details of your customers, suppliers, manufacturers, or competitors into the company folder.

1. Click the Company folder or any of its sub-folders where the new company will be put into.
2. Click the 'New' button at the toolbar, or click the menu: 'Edit', 'New Item', or click the menu: 'File', 'Create New', 'Company'.
3. An empty company details dialog box will open (Figure 2.18: Blank Company Details).
4. Click 'Save' when you finish entering the details.

Figure 2.19. Supplier or Manufacturer Folder

You can also attach documents to company. Whenever the company is created or updated, a history is created. The history can be viewed by clicking 'History' at the related items title bar. Export and Import are also provided for company data.

There are supplier and manufacturer folders under the company folder. Companies that are linked to product as supplier or manufacturer are also stored under supplier and manufacturer folder respectively (Figure 2.19: Supplier or Manufacturer Folder). A company might be a supplier and manufacturer at the same time, such company can be found in three folders, i.e., the top Company folder, Supplier and Manufacturer folder.

Figure 2.20. Chart: Company by Industry

Figure 2.21. Chart: Company by Industry as Pie Chart

Charts about companies can be viewed by clicking the Chart tab and select the 'Chart Type'. The chart will be generated by clicking 'Run Chart' (Figure 2.20: Chart: Company by Industry).

Where appropriate, the chart can be changed from bar chart to pie chart by selecting desired 'Type' (Figure 2.21: Chart: Company By Industry as Pie Chart).