Contacts  Book

  

I.    Introduction

 

LICIEL Diagnostics offers a Contacts Book within its platform for you to store all your business contacts in one place. While performing and completing your home inspection services, this tool will help you stay organized and, most importantly, find the data that you need easily from wherever you are. 

    I.A    Accessing the Contacts Book

    1.  In the Home screen's Buttons bar (File Management window), click on .  

Or, in the Home screen's Menu bar (File Management window), click on Jobs Aids> Contacts Book.


The Contacts window will display, as shown below.

This tool allows you to add contacts, as well as import/export them from/to your Outlook and Excel Contacts. It also gives you the possibility of importing contacts into LICIEL and exporting them to your LICIELWeb, if you have subscribed to this online management system. The Contacts window also gives you access to the Contacts List and the option of registering the phone calls made/received to/from your contacts in the Call Log Section.

      II.   Adding a New Contact

    1.  Click on  to open the Contact Details window.


    2.  Complete all applicable fields:

  • Company: Enter the company name, if any.

  • Designation: Introduce the appropriate title (Mr., Ms., Company, Agency, etc.).

  • Contact Person: Enter the contact person's name. 

  • Address: Introduce the contact's primary address. 

  • Zip Code and City: Enter the postal code. LICIEL automatically completes the City field based on the ZIP, however, you can change these manually, if necessary. 

  • Country/State: Select the country/state from the drop-down menu.

  • Phone: Introduce the contact's primary telephone number.

  • Cellular: Enter the contact's cellular phone. 

  • E-mail: Introduce the contact's e-mail address. Click on  to... 

  • Alternative/Additional Address: Enter an extra address, if any.  

  • Zip Code and City: Introduce the postal code. LICIEL automatically completes the City field based on the ZIP, however, you can change these manually, if necessary. 

  • Back Office: Enter the back office data. 

  • Account Number: Introduce the contact's account number. 

  • Payment Terms: Indicate the terms and/or the type of payment, or any other information related to payment processing.  

  • LiciWeb Identifier: Click on  to add this contact to your LiciWeb account, if you have subscribed to this service.

  • External Reference: Keep this field empty, since LICIEL will automatically complete it once you have closed this window. 

    3.  Click on  to save the contact. To cancel the addition, click on .

    4.  Back on the Contacts window, click on  to refresh the Contacts List. 

The contact will appear at the very bottom of the list.

        III.   Importing/Exporting Contacts

    1.  On the Contacts window, click on  to open the Software Settings window, which displays in the Company Related Settings - Contact List section.

    2.  Click on  to access the Import Contacts window. 

The Import Contacts window includes a File drop-down menu, which allows you to import/export your contacts as needed. 

      III.A   Importing Outlook Contacts

Note: For this option to work properly, you have to first select Microsoft Outlook as your e-mail service via Tools> Software Settings> Document Management/Data Exchange> Email Apps.

    1.  Click on File> Outlook Contacts.

Your Outlook Contacts List will automatically be inserted into the Import Contacts window. 

    2.  Close the Import Contacts window.

    3.  Close the Software Settings window.

A confirmation/countdown pop-up window will appear to ask you to save the changes made to Settings.

    4.  Click on the Yes button.

Back on the Contacts window, the Outlook Contacts List that you just imported will appear into the Contacts List.

      III.B   Importing Excel Contacts

    1.  Click on File> Excel Contacts. 

    2.  Select your Excel Contacts List on your computer and upload it.  

Your Contacts List will automatically be inserted into the Import Contacts window.

    3.  Click on File> Import Selected Items Into LICIEL.

A confirmation/countdown pop-up window will appear to let you know that the task was successfully completed.

    4.  Close the Import Contacts window.

    5.  Close the Software Settings window.

A confirmation/countdown pop-up window will appear to ask you to save the changes made to Settings.

    6.  Click on the Yes button.

Back on the Contacts window, the Excel Contacts List that you just imported will appear into the Contacts List.

      III.C   Exporting Contacts to Excel 

    1.  Click on File> Export Selected Contacts to Excel.

    2.  Save your Contacts List in your computer.

    3.  Close the Import Contacts window.

    4.  Close the Software Settings window.

A confirmation/countdown pop-up window will appear to ask you to save the changes made to Settings.

    5.  Click on the Yes button.

       III.D   Exporting Contacts to Outlook

    1.  Click on File> Export Selected Contacts to Outlook. 

    2.  Close the Import Contacts window.

    3.  Close the Software Settings window.

A confirmation/countdown pop-up window will appear to ask you to save the changes made to Settings.

    4.  Click on the Yes button.

      III.E   Exporting Contacts to your LICIELWeb

    1.  Click on File> Export Selected Contacts to LICIELWeb.

     2.   Await while the software exports the contacts.

A confirmation/countdown pop-up window will appear to let you know that the task was successfully completed.

    3.  Close the Import Contacts window.

    4.  Close the Software Settings window.

A confirmation/countdown pop-up window will appear to ask you to save the changes made to Settings.

    5.  Click on the Yes button.

    IV.   Finding a Contact

The Contacts window (shown above) includes a Search Bar for you to easily find your contacts. 

    1.  In the Filter 1 text field, enter a keyword related to the contact you are looking for (e. g., the client's name). 

    2.  In the Filter 2 text field, enter another related keyword (e. g., the property city).

    3.  Press the Enter key on your keyboard or click on to start searching.

The desired contact data will appear in the Contacts List, as shown in the example below. 

If you want to clear the Filter text fields to make another search, click on .

To redisplay your Contacts List, click on .  

    V.   Editing a Contact

    1.  On the Contacts window, access to the Contacts List, and click to highlight the contact that you need to modify. 

    2.  Click on  or double-click on the selected contact to open the Contact Details window (shown above). 

    3.  Make the changes as needed. 

    4.  Click on .

The changes that you just made will be visible immediately. 

    VI.   Deleting a Contact

    1.  On the Contacts window, access to the Contacts List, and click to highlight the contact that you need to remove. 

    2.  Click on .

A confirmation/countdown pop-up window will appear for you to confirm the deletion.

    4.  Click on the Yes button. 

The selected contact will disappear from the Contacts List immediately.

    VII.   Managing Call Entries

      VII.A   Adding a Call Entry

    1.  On the Contacts window, access to the Contacts List, and click to highlight the contact that you need to link with a phone call that you just made/received. 

    2.  In the Call Log Section, click on . 

The date of the call will appear immediately, as shown below. 

     

      VII.B   Entering a Call Summary

    1.  In the Contacts List, click to highlight the contact you want to work with.

    2.  In the Call Log Section, click to highlight the phone call for which you wish to add a comment, then double-click in the Summary column at the row in question.  

The following window will display:

    2.  Enter the call summary. 

    3.  Click on  to save it. To cancel the action, click on .

The summary that you just added will be visible immediately, as shown below. 

      VII.C   Editing a Call Entry

    1.  In the Contacts List, click to highlight the contact you want to work with.

    2.  In the Call Log Section, click to highlight the phone call that you need to edit, then double-click in the Date column at the row in question.  

The following window will display:

    3.  Enter the new date. 

  

    4.  Click on  to save it. To cancel the action, click on .

The date that you just entered will be visible immediately.

      VII.D   Sorting Call Entries in Chronological Order 

      1.  In the Contacts List, click to highlight the contact you want to work with.

    2.  In the Call Log Section, click on a small triangle beside the Date or Summary headings, which indicates the selected sort field and order (ascending or descending). 

The call entries will be ordered chronologically, as shown below. You can click the heading again to reverse the sort order.

      VII.E   Deleting Call Entries

    1.  In the Contacts List, click to highlight the contact you want to work with.

    2.  In the Call Log Section, click to highlight the phone call that you need to remove.

    3.  Click on  to remove it.

Note: Make sure that you really want to remove the selected phone call, since a confirmation/countdown pop-up window will not appear for you to confirm the deletion.

      VII.F   Modifying the Call Log Section Columns

You can modify the displayed width of the Date and Summary columns from the Call Log Section.

    1.  Place the cursor over the dividing line between the two columns.

    2.  Drag it to the left or to the right depending on your needs.

The columns will show the new width immediately.

      VII.G   Modifying the Call Log Section Rows

You can also modify the displayed height of the Call Log Section rows.

    1.  Place the cursor over the dividing line between any of the row's dividing lines.

    2.  Drag it up or down depending on your needs. 

The rows will show the new height immediately.