Adding New Records

Learn how to add new records in Aurea CRM.win.

New entries are added to the database using the New button ().

Note: If you do not have the necessary access rights to add data, the button is disabled.

You can copy data from existing records to speed up the entry of data. Select Edit > Copy Record in the source record and Edit > Paste Record in the target record to copy and paste data between records.

Adding a New Company

To add a new company:

  1. Switch to the Company+Person level (using the icon bar or the Info menu).
  2. Click the New button (). The New dialog box is opened.

  3. Click the Company + Person in Company button.
  4. Enter the data.
  5. To add a new person to the database along with the new company, fill out the person data in the lower part of the screen.
  6. Save the new record using the Save button ().

If Aurea.CRM win is configured to use an external application to verify addresses, a dialog is displayed containing alternative suggestions, see Address Verification.

If a similar company is found, the match-up function is started, see Match-Up.

Adding a New Person

To add a new person to an existing company:

  1. Switch to the company.
  2. Click the New button ().
  3. Click the Person in Company button.
  4. Fill out the Person mask. The fields in the company mask are grayed out. You cannot edit these fields.
  5. Save the new record by clicking on the Save button ().

If a similar company is found, the match-up function is started, see Match-Up.

Adding a Private Person

To add persons to the database that are not assigned to a company:

  1. Switch to the Person info area (using the icon bar or the Info menu).
  2. Click on (New).
  3. Enter the person's data.
  4. Click on (Save).

Select Contact Person from the contact person to link a private person with a company. The person is then displayed in the Company+Person level for the corresponding company.

For more information, see Customer Data and Managing Companies and Persons in the CRM.core Administrator Guide.

Address Verification

If Aurea.CRM win is configured to use an external application to verify the plausibility of addresses, the following dialog is displayed when adding records (companies, persons, other addresses, properties):

The alternative suggestions are displayed together with the score awarded by the external application. Differences between your entries and the suggestions are displayed in green. Select a suggestion and click on OK.

Catalog values that are present in neither the catalog base language nor the current language are displayed in gray. These suggestions cannot be applied.

Your administrator can define a threshold for the address search. If the score assigned to an alternative suggestion is higher than this threshold, the address is automatically changed without displaying the dialog.

For more information on configuring an external application to verify addresses, see External Address Search in the CRM.core Administrator Guide.

Match-Up

If you add a company or person, the record is compared to existing records in the database. If a similar record is found, you are asked to match up the new record with the similar records.

Company Match-up

You have the following options when matching up companies:

  • If the company does not correspond to one of those in the list, click New () in the header to add the company as a new record.
  • If the company is identical to one of those in the list, select the company in the list. Click the Found button (). The new company is merged with the existing company. If similar persons are found, then you need to repeat the match-up process for these persons too.
  • Click Cancel () if you do not want to add the company.

Person Match-up

You have the following options when matching up persons:

  • If the person does not already exist in the database, click on (New) in the header to add the person record.
  • Only for Person in Company: Click on (Person in Company) to display all persons in the selected company. Click on OK or Cancel to return to the Match-up Person mask.
  • If the person is found, select the person from the list and click on (Found) to merge the two persons.
  • Click on (Cancel) if you do not wish to add the record.

To determine the match-up criteria:

  1. Select Extras > Other Options from the menu.
  2. Choose one or more options under Match-up Company or Match-up Control (Person):
    • Name: The company name or the name of the person is used to compare records. A search is carried out for similar company or person names.If you wish to match up contact persons across the entire database, and not just within a single company, select the Name and Address options under Match-up Control (Person).
    • Address: All phonetically similar companies or persons at the same location are displayed.
    • Synonym: Companies are matched up using the synonym entered in the Synonym field.

Adding Other Records

You can add records storing contact information, notes, mailings etc. for companies and persons in your database.

There are dependent and independent records, see Database Structure.

To add independent records:

  1. Switch to the desired info area.
  2. Click (New).
  3. Enter the desired data.
  4. Click (Save).

To add dependent records:

  1. Switch to the company or person you wish to add the record to.
  2. Switch to the corresponding info area by clicking on the appropriate icon in the icon bar or select the info area from the Info menu.
  3. Use the (Dependence) button or select Data > Company-Related Info/Person-Related Info from the menu to determine whether to add dependent records to a company or person in the company:
    • Company-Related Info: Displays all records related to the selected company. New records are added for the company.
    • Person-Related Info: Displays all records related to the selected person. New records are added for the person.
    • Both: Displays records related to either the company or the person. No new records can be added when this option is selected.
    Note: If you enter records for a company without a person, then there is no difference between the Company-related Info and Person-related Info options. Company-dependent data is always displayed in this case, irrespective of whether you select Company-Related Info or Person-Related Info.

    If you enter records for a private person (Person info area) all dependent records are person-related as well.

  4. Click (New).
  5. Enter the desired data.
  6. Click (Save).

Defining Default Values

Default values are automatically entered in fields whenever a new record is added. By defining commonly used values as default values, the time required to input data can be reduced significantly.

To define default values:

  1. Switch to the info area you wish to define default values for.
  2. Select View > Default Values from the menu. A window containing all the fields for which you can define default values is displayed.
  3. Enter the default values in the fields.
  4. Click the Save button to save the default values.
  5. Click the Close button to close the window with the default values. Confirm the message with Yes. You are returned to the current info area.
Note: Your administrator may have prevented you from accessing some fields. You therefore cannot define or modify default values for these fields. If you need to change these default values, contact your administrator.

Default Values Defined by the Administrator

It is strongly recommended that your company decides on default values for the following and for your administrator to set them for all users from the very beginning:

  • Country: A Country must be entered in the Company or Person info area in order to correctly allocate the City and Postal Code fields.

Entering a country also speeds up the search for companies and persons.

  • Language and Label: Defining the Language and Label as a default value for Person and Person in Company is essential to ensure that any letters generated by Aurea.CRM win contain the correct greeting and the correct address format.