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Management

Before you can book contacts, you must of course be able to create and manage them. You can find an overview of all the capabilities below.

Creating a Person§

A new person can be created by hovering over the Contacts tab in the navigation menu and clicking on “New Person…”.

You can immediately enter the person’s basic data on the “Contact” tab of the inspector that is opened. This is the personal data of this person; their name, title, address, language and some additional contact info (email address, telephone number, etc.). You can also add a picture of the person.

Remark

In Yesplan, titles (Mrs, Mr, Miss, etc.) can be created and added by a Yesplan administrator under System Settings, under the “Contacts” tab.

An arbitrary title can be set as the default. It will automatically be entered when creating a new person. Choosing a default is optional. If a default is not set, the field will be empty when creating a new person.

When creating a person, you can also immediately create a linked human resource.

You can also choose to link the person to an existing human resource as long as the name matches. If you link with an existing human resource who was already linked to a contact, the link with the old contact will be broken.

Attention

If this new link with the human resource is broken, the old link will not be re-established. It will have to be restored manually.

If a contact is linked with a human resource that is already linked to a user, this link is continued and the contact is also linked to the user (via the human resource). When deleting a contact that is linked to a user, the link between the human resource and the user will continue to exist.

Linked contacts are also marked with an icon in the contacts finder and the contact inspector. Contacts that are linked with a user (and therefore also with a human resource) are given a black icon that represents a user. Contacts that are only linked with a human resource are indicated by a green circle with an H (for ‘human resource’).

Remark

Several additional fields related to contacts can also be established by a Yesplan administrator. For example, the administrator can determine whether – in addition to the first name and last name – Yesplan also uses initials and last name prepositions (as is common in the Netherlands). You can find more information on diverse preference settings in the System Settings Manual.

Creating an Organization§

A new organization can be created by hovering over the Contacts tab in the navigation menu and clicking on “New organization…”.

You can immediately enter the organization’s basic data on the “Contact” tab of the inspector that is opened. This is data pertaining to the organization; the name, business entity, address, VAT number and additional general contact information (e.g. email address, telephone number, etc.). You can also add a picture to this organization.

Remark

In Yesplan, business entities for organizations (NV, LLC, NPO, etc.) can be created and added by a Yesplan administrator under System Settings, under the “Contacts” tab.

An arbitrary business entity can be set as the default. It will automatically be entered when creating a new organization. Choosing a default is optional. If a default is not set, the field will be empty when creating a new organization.

Multiple Addresses for Contacts§

You can store multiple addresses for a contact - a person or organization. Each address is of a certain address type, for example “Postbox” or “Billing address”. A Yesplan administrator determines which address types are available (see the System Settings Manual, specifically the chapter Managing Address Types).

Each contact has at least one address (address type of your choosing). One address of each address type can be added to a contact, but this is not required.

One address is marked as “default” per contact, the default address of that contact. If a contact only has one address, it is automatically the default address.

In addition to requesting the default address of a contact, the query language also foresees specific keywords for every different type of address that can appear for a contact. You can read all about it in the Query Language Manual under the chapter Requesting Addresses of Contacts.

The contact link presents a person’s job title at an organization.

Links can be added to the person or the organization. It doesn’t matter where this is added because these links are always symmetrical. If Bart is a Salesman at De Theaterlampenshop, this will be visible under the links of Bart and the links of De Theaterlampenshop.

Please note that a person can only be linked with an organization and vice versa. You cannot link a person with another person or an organization with another organization.

Create a link by clicking on “Add a Link” on the “Links” tab of the person (or organization). Then search for the organization (or person) you want to link the contact to. If it does not exist, it can be created immediately. If found, an existing one can be chosen from the suggestion list.

Then the person’s contact info at the organization can be completed; their job title at the organization, their department, the contact info in function of the organization (email address or telephone number), etc.

You can also add links to people and organizations in the contacts finder.

Remark

You can also set one of the contact links as a default link for that person or organization. This default link will mainly be used for some reports, such as the quote, and for exporting contacts from the global search. Columns with data from the default link are also exported for every person and organization.

Adding Labels§

One or more labels can be added directly to the person or the organization. This is done on the “Contact” tab of the contact inspector.

Depending on the settings, labels can be chosen from the suggestion list and/or entered into the input field that appears. When you start typing, you will refine the list that appears.

Remark

Label capabilities can be determined by a Yesplan administrator under System Settings, under the “Contacts” tab.

Labels can also be added to the link, in other words to the person in the organization. This is done on the “Links” tab of the contact inspector, under the relevant link, in the same way as for people and organizations.

If the label was added in the correct place (the person, organization or link), then you can search for the correct contact info.

For example:

  • Person Jan has the label ‘volunteer’.
  • Jan, with the job title of Accountant at the organization Acme, has the label ‘consultant’.
  • The organization Acme has the label ‘partner’.

In the query language chapter you will find a detailed description of the capabilities of specific queries for people, organizations, the links between the two, contact bookings or combinations of all of these.

Duplicates§

When creating or editing a person or organization, Yesplan checks whether it was already entered. Based on a calculation, Yesplan looks at the degree of similarity with existing contacts. If the similarity is striking, both contacts are indicated as potential duplicates. A notification will appear on the “Contact” tab. Duplicates are also marked with an icon in the contacts finder and in the suggestion lists of the contact fields; they receive a red circle with the letter D next to their name.

All potential duplicates appear on the “Duplicates” tab where you can merge both duplicates or indicate that they are not duplicates.

After clicking on “Merge” you will get a window with two columns that display the differences between both items.

  • You can indicate which values you want to retain after the merge for each field.
  • After merging the data, the bookings of both contacts are also merged.
  • After merging, all contact links of both contacts will be retained.

The merging of custom data fields goes like this:

  • All custom data fields completed for the contact from which you merged (via the “Duplicates” tab) are retained.
  • Empty custom data fields for the contact you merged from are replaced by the custom data fields completed for the duplicate.

Remark

The merging of contacts when one of the two contacts is linked to a human resource (or user) can only take place in one direction. You must always start from the contact with the link. The link is retained after the merge.

Contacts that were indicated as “Not a Duplicate” are retained; you can request them later by clicking on “Show contacts that have been marked as ‘not a duplicate’” and you can merge if appropriate.

Tip

  • Potential duplicates can also disappear by removing the similarity between both contacts. For example, if you edit the name so that the similarity is no longer striking, the duplicates calculation will no longer regard this as a potential duplicate.
  • You can request the duplicates via the query language. You will find a description of the capabilities of specific queries for contact duplicates in the query language chapter.

Deleting Contacts§

A contact can be deleted. As a result, the contact will no longer appear in query results or suggestion lists. Any contact bookings remain intact, e.g. for events. On the booking of a deleted contact, you can still click through to the contact. You can only view the contact info; it is no longer possible to modify it.

You can also wipe a contact permanently.

You delete contacts in the contacts finder. Search for the relevant contact then choose “Delete” in the context menu (the menu that is opened by right-clicking). Please note that you can select multiple items by clicking on them while holding down the CTRL key (on Windows) or CMD key (on MacOS).

Wiping Contacts Permanently§

A contact can be wiped permanently. All the contact’s personal details and all their bookings are discarded permanently. References to the relevant contact are also removed from the list of updates, which you can consult from the navigation menu. You can only permanently wipe people, not organizations. When deleting the person, all related links are also deleted. This cannot be undone.

If a customer requests that you permanently delete their details from your Yesplan database - you are able to do this.

You wipe a contact permanently in the contacts finder. Search for the relevant person then choose “Wipe Permanently” in the context menu (the menu that is opened by right-clicking). Please note that you can select multiple items by clicking on them while holding down the CTRL key (on Windows) or CMD key (on MacOS). Because this action cannot be undone, extra confirmation is required. The deleted data cannot be recuperated.

A deleted contact, will no longer appear in the contacts finder. The contact can still appear in the database if it was booked for an event. You can wipe the person permanently via one of his/her bookings.

  • Search for bookings of the person that you want to wipe permanently via the general search box using the query contactbooking:ofcontact:{the person's name}.
  • In the list of results, open the contact’s booking; now you can open the contact (at the bottom of the window).
  • In the inspector of the deleted contact, you will see a red “Wipe Permanently” button on the first tab.

Exporting Contacts§

Contacts can be exported in two ways:

  • In the contacts finder, you can download an Excel file with the contents of the query results. The file will copy the same columns in the order as they appear in the search box at the moment of exporting. Only the contacts that match the query will be exported. The order of the records in the export is based on the sorting that was chosen in the search box. Consequently, this option is the most suitable to obtain a contacts list from the fields you desire.

    Please note that the first three special columns (with a checkbox, a triangle signifying contact links, and the icons) are not exported. If you want the contact type (person, organization or link) in the export, then you must include the column “Contact Type” in the search box.

  • You can download a CSV file in a fixed format that is suitable for updating or importing contacts in Yesplan via the general search box.

Importing Contacts§

Contacts can be imported by a Yesplan administrator. You will find a detailed description of importing contacts in the system settings chapter.