Details
Any additional tenant settings required to view this functionality: none
Product area: Organisations, CRM
Overview
From the User Profile page > “Contacts” section, a Standard administrator can navigate to “Contact profile” page which represents the Learner’s CRM contact details.
This article describes this tile as visible to a standard administrator. For more information, see: Standard administrator - detailed description.
Contact Profile page
From the User Profile page > “Contacts” section, a Standard administrator can navigate to “Contact profile” page which represents the Learner’s CRM contact details.
The CRM contact is not an Aptem user, and cannot log in, though their details can be used by Administrator to create Learner’s Activities records (from User Profile, “Activities” section), for instance.
Important: Learner doesn’t have access to their CRM contact details from Learner Interface (neither Classic nor Console).
Also, Activities can only be viewed from CRM contact page or User Profile page (if linked to Learner), and even if linked to Learner, Learner cannot have access to them.
“Contact profile” page consists of 3 expandable sections:
- Details (expanded by default)
- Activities
- Audit trail
Details section
Allows CRM contact details editing (“edit details” button launches popup form where the changes can be provided to the details) and displays CRM contact information, such as:
- Contact Displays the following details:
- CRM contact full name
- CRM contact email address
- CRM contact phone number if populated (including ext.)
- CRM contact additional phone number if populated (including ext.)
- Address (is only displayed if CRM contact has address populated) Displays Organisation address CRM contact is linked to (full address, including Postal code)
- URL Renders a link to CRM contact url (which can be their job profile, for instance); once clicked, the URL is opened in the same browser tab
- Organisation Displays CRM contact Organisation name with a link leading to Organisation profile opened in the same browser tab.
Edit CRM contact details
Please use “Edit details” button to launch “Edit CRM Contact” modal form.
“Edit CRM Contact” form allows to update the following CRM Contact details:
- Name (Mandatory; free text input) CRM contact full name
- Owner (Mandatory; searchable dropdown) CRM contact Owner admin – a list of Aptem Administrators (of “Prospect”/”Invited”/”FullUser”/”Expired” subscription statuses) which the logged-in Standard administrator has access to.
- Email (Mandatory if “Phone” is not populated; free text input) CRM contact email address
- Phone (Mandatory if “Email” is not populated; free text input, only ‘+’, spaces and digits are allowed) CRM contact phone number
- [Phone] ext. (Optional; free text input, up to 5 digits) Extension to CRM contact phone number
- Additional phone (Optional; free text input, only ‘+’, spaces and digits are allowed) CRM contact Additional phone number
- [Additional phone] ext. (Optional; free text input, up to 5 digits) Extension to CRM contact Additional phone number
- Role (Optional; multiselector with ability to add brand new Role) CRM contact positions. If dropdown list doesn’t contain desired position, please type missing position title into “Add new role” input and click “add” button to add a new entry into “Role” selector. Newly added position will then be available for other CRM contacts as well.
- Address (Optional; dropdown list) Organisation address CRM contact is linked to. To extend the list of values please edit CRM contact Organisation Addresses.
- URL (Optional; free text input with validation on valid URL value) CRM contact url (e.g. link to their personal profile)
A Standard administrator can only edit CRM contact details if CRM contact Owner’s Aptem groups overlap with the logged-in Standard administrator's Aptem groups. Otherwise, they will see the following error message when they click on the “edit details” button, and will not be able to edit the CRM contact.
Activities section
Displays CRM contact Activities (i.e. Tasks), created within Aptem application, with their current statuses and allows to manage them.
The Standard administrator is authorised to:
- Create a new Activity for CRM contact (via “add activity” option)
- Edit existing Activity
- Print Activity details
- Add Notes to Activity
- Delete (Cancel) Activity
Activities views
Day
Displays Activities per selected calendar day; More details: hovering over the task entry will show more Activity details; Extend/collapse hours displayed: “Show business hours”/”Show full day” options are available at the bottom of the page:
-
- if “Show business hours” is enabled, the view only displays time frame from 08:00 till 17:00
- if ”Show full day” is enabled, the view displays whole calendar day (from 00:00 till 23:59)
Create a new activity: double-clicking on a free time slot launches Create Activity modal window;
Edit displayed activity: double-clicking on a task entry launches Edit Activity modal window displayed, where the Standard administrator can provide some updates;
Deleting activity: when an activity entry is hovered over, ‘x’ button gets available from the right side of activity entry. Use the ‘x’ button to delete the selected activity – you will be additionally asked to confirm your action.
Week
Displays activities per selected week; Operations with activities available are just the same as on “Day” view – please see above.
Month
Displays activities per selected calendar month; Operations with activities available are just the same as on “Day” view – please see above.
Agenda
Default view when “Activities” section is expanded on CRM contact profile page; Displays detailed activities in ‘each activity per a row’ view; Edit displayed activity: clicking on activity row launches Edit Activity modal window displayed, where the Standard administrator can provide some updates; Deleting activity: when an activity entry is hovered over, ‘x’ button gets available from the right side of activity entry. Use the ‘x’ button to delete the selected activity – you will be additionally asked to confirm your action. Columns/options:
-
- Date Activity Due date displayed in full date format – including name of the day of the week
- Time and Status Time can be displayed as:
- Time Activity starts at – Time Activity ends at (e.g. “09:00 – 10:00”)
- ‘all day’ – in case Activity has no Time set up
Statuses:
- Overdue Activities which have Due Date AND EndTime in past
- New Activities which has Due Date in future or Due Date=today AND StartTime in future.
- Complete Activities marked as Completed in backend. To mark Activity as Completed, please update it as it, if Activity DueDate and StartTime are already in past – without manual update Activity will be showing as Overdue.
- Cancelled These are deleted Activities which are not displayed then in any view
- Event Extended details of Activity
- “Created” Date Activity was created at;
- “By” Name of Aptem account Activity was created by;
- “Web link” Displays CRM contact Organisation name with a link leading to Organisation profile opened in the same browser tab.
- Activity type: Activity/Task type set up for Activity;
- Contact email: CRM Contact email
- Contact full name: CRM Contact full name
- Contact phone: CRM Contact Phone (excluding ‘ext.’ even if provided)
- Print task: The Standard administrator can print out Activity details.
- Notes: Launches the Notes modal window where the Standard administrator can keep notes against selected Activity.
Page filters
To apply the filter options, “Search” button should be clicked;
To reset filters to their defaults, “Reset” button should be clicked.
Filter options:
- Search (free text search input): The Standard administrator can search by Activity Comments.
- Type (dropdown list) Lists all Task types enabled on Tenant (“Tasks” token in account programme), plus all Task types, currently disabled on Tenant, but CRM contact has them already linked to the created Activities.
- Due Date from/to (multicontrol selector)
- ‘Today’ – a quick option to select current date;
- ‘Previous’/’Next’ – a quick option to navigate to previous/next date (based on selected ‘Due Date from’);
- ‘Due Date from’ – date-picker which allows to set up Start date for the time range; set up as current date by default; automatically re-calculates ‘Due Date to’ upon change – unless ‘Due Date to’ has not been amended manually;
- ‘Due Date to’ – date-picker which allows to set up End date for the time range; set up as ‘Due Date to’ plus 7 days by default.
Create a new activity
The Standard administrator can create an Activity for CRM contact – you can use “add activity” option at the top of “Activities” section or switch “Day”/”Week”/”Month” activities views and double-click on free time slot.
The Create Activity modal form contains the following fields/options:
- Date (calendar date picker) Mandatory; Date Activity is scheduled for.
- Time (two time pickers) Activity start time and end time; Default value for both Start time and End time is “09:00”; If empty, then Activity is considered to take whole day – and will be displayed in Agenda as “all day” in “Time and Status” column; End time is allowed to be provided as earlier than Start time – for cases when Activity is supposed to take place overnight.
- Repeat Option to configure recurring Activity.
- Comments (textarea with limited markdown options available) Task description. Markdown options available:
- bold text
- italic text
- clean formatting
- url/link
- bulleted list
- numbered list
- Task type (dropdown list) Mandatory; Task type Activity is related to – only Task types enabled in tenant are allowed to be selected; “Call” option is preselected by default, if enabled for the tenant.
- Related to user (searchable dropdown): List of Learners that the logged-in Standard administrator has access to; can be filtered by both Learner Firstname and Lastname.
- Create/Create and new (button) If “Create” option is selected, a new Activity will be created and Create Activity modal form will be closed. if “Create and new” option is selected, a new Activity will be created and Create Activity modal form will be still displayed, allowing the Standard administrator to create another Activity for the same CRM contact.
Edit Activity
A Standard administrator can edit Activities, selecting Activity and single-clicking on it (if Agenda view) or double-clicking (if Day/Week/Month views).
Edit Activity form has not difference to Create Activity form, any field can be updated.
“Create”/”Create and new” buttons are replaced with “Update”/”Update and new” on Edit Activity form.
Selecting “Update and new” option, Administrator will save changes to current Activity and “Create Activity” form will be automatically opened then.
Delete Activity
Activity can be deleted (technically, “marked as Cancelled”) by a Standard administrator by clicking on ‘x’ button which is displayed when Activity is hovered over.
Once ‘x’ is clicked, the Standard administrator is asked to confirm Delete action:
Audit trail section
“Audit Trail” section displays modifications made against selected CRM contact.
Changes of the following events are displayed:
- Created (CRM contact created)
- Modified (at least 1 of CRM contact fields was updated)
The following CRM contact details are tracked for changes:
- Name (CRM contact Full name)
- Id (CRM contact Id, only displayed for “Created” event)
- Email (CRM contact email)
- Phone (CRM contact Phone)
- PhoneExtension (CRM contact Phone ext.)
- AdditionalPhone (CRM contact Additional phone)
- AdditionalPhoneExtension (CRM contact Additional phone ext.)
- URL (CRM contact URL)
- Address (CRM contact address – excluding Postal code)
- Owner (CRM contact owner Full name)
- Positions (CRM contact positions list)
- Organization (CRM contact Organisation name)
- RelatedItemType (always set to “CrmContact” and only displayed for “Created” event)
The section represents 10 records per grid page with the following columns:
- Date (Date in “dd/mm/yyyy” format when event took place)
- Admin (Administrator Full name who introduced changes)
- Action (“Created”/”Modified”)
- Changes
- Property (modified field name)
- Value (updated value)