Contacts

Contacts

This article covers instructions for :
  1. Creating and assigning categories to a contact
  2. Filter contacts by category 
  3. Export contacts to a .CSV file, for use in a mail-merge or spreadsheet
  4. Export Contacts to Excel
  5. Enter the date when contact was last made to a specific contact
  6. Adding a note or event relating to a specific contact

1. Contacts: Setup and Assign Categories

Step 1. Select contacts

Open the contact page in Stockbook by selecting Contacts from the Main Screen menu 

Step 2. Create the Category 

Click on the ellipsis next to the blank Category field as in the image below

Step 3. Contact Categories

  • Select Add 
  • Enter the description of the category in the pop up window
  • Select OK
  • Once you see the saved category click on Close button


Step 4. Assigning a Category

  1. Select a contact from the Contact List 
  2. Click Edit at the bottom of the screen
  3. Select the Categories Tab. The available categories will be listed in the categories area of the contact field.
  4. Tick the box of each category that you wish to assign to the contact
  5. Click OK and the Category will now be assigned to the Contact


2. Contacts: Filter by category 

Filtering for a specific group of contacts in one category in Stockbook:

Step 1. Select the Contacts menu item from the Stockbook menu.

Step 2. Select the category or multiple categories by ticking the box next to the category name.

  • This will filter the contacts out that have one or more of those categories assigned.
  • To clear the filter tick the box next to Clear All.



3. Contacts: Exporting to a .CSV File

Exporting my Contacts list in Stockbook, to a CSV (comma-separated-variable) file, for use in a mail-merge or spreadsheet.

Step 1. Contact

Click on the Contacts  toolbar icon

Step 2. Select Contacts

  • Select all Contacts for whom a mail-merge is required.

Step 3. Click on the Mail Merge button (bottom right of screen). 

This will create a csv (comma-separated-variable) file called MailMerge.txt.

  • Click Yes to confirm message (see below).
  • Click  OK when done.


You can now use the file in your word-processing or spreadsheet software.

4. Contacts: Exporting to Excel

Exporting my Contacts list to Excel.

Step 1. Contact

Click on the Contacts  toolbar icon

Step 2. Select Contacts

  • Select all Contacts for whom a mail-merge is required.

Step 3. Click on the Mail Merge button (bottom right of screen). 

This will create a csv (comma-separated-variable) file called MailMerge.txt.

  • Click Yes to confirm message (see below).
  • Click  OK when done.
  • You can now open in Excel

Step 4. Open  Microsoft Excel Click on the Data tab.

Double click on From Text.
Select the Mail Merge file created earlier.
Click on the Import button.
Click on Load


Your Excel worksheet should look similar to the following:



5. Contacts: Last contact date

Last contact date is used for recording a date when contact was made in Stockbook.

  1. Open the Contacts Screen
  2. Select the Contact that you wish to record the date of last contact. 
  3. Select Edit
  4. Select Other Details tab
  5. In the Last Contacted box either type or select the appropriate date that the person / company was last contacted
  6. Click OK to confirm 



6. Contacts: History

Adding a note or event relating to a specific Stockbook contact.

Editing a Contact:

  1. Select the Contact from the Contact List
  2. Click on Edit at the bottom of the screen
  3. Select the History tab




Adding a Note to the History:

  1. Select Add at the bottom of the history screen
  2. Enter the date of the history entry
  3. Enter the details that you wish to for the entry
  4. Select OK


Editing / Deleting a History Note:

  • Select Edit to edit a selected history.
  • Select Delete to delete a selected history.
  • A selected history will be highlighted blue in the list of history entries for that contact. 

 


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