An introduction to Contacts

Introduction

Contacts are used as a way of writing to a specific person or department. For example, you may have a client called "Joe Blogs and Partners", and the contact of the company is Mr Joe Blogs.

Contacts may be used for a number of reasons. For AutoMail and Fees, contacts are used to insert a person's name on a letter. For example, when writing a letter to a client, you would like the name of the client to be above the address; and Formal/Informal salutation after the word "Dear":

Mr J Blogs

Joe Blogs and Partners

The salutation of the letter can be set to

Contacts may need to be set up depending on the type of client. Personal clients will automatically have contacts set up when they are created. Business clients/ Trusts will not have contacts set up automatically and it is recommended that you create contacts for them to be able to address letters to a specific person at the business.

Main and Billing Contacts

Contacts may be given the property of either the Main Contact or the Contact for Billing.

Setting a contact as main or billing means that it can be used by AutoMail or Fees to insert tags, or datamining to search for contacts on clients.

Main Contact

The Main contact is used by most AutoMail letters and is typically where most of your correspondences would be addressed to.

See Also:

KB 6919 - How do I setup client contacts in the client browser for AutoMail.

KB 6920 - How do I insert contacts onto an AutoMail template

Billing Contact

A Billing contact is the person that is allocated to be contacted for any billing queries. The contact for Billing is mostly used in IRIS fees, whereby the allocated person is sent the billing documents and any queries regards to them.

Contacts for Business Clients/Trusts

To be able to insert tags to the template, please view KB article 6919

The knowledge base article explains how to set up contact details on a client.

For example, the name of the business is Bloggs, Doe and Partners, and the main contact for the business is Mr J Bloggs. You would need to set up Mr Bloggs as a Main contact of the business.

Once you have the entered the contacts and set them as either Main or Billing contacts, you are ready to insert the contact tags into your template.

 

Contacts for Personal Clients

When creating a Personal client, the database automatically sets up the contact of the client in the contacts tab. To change or look at the contact details:

  1. Log on to IRIS AutoMail from the IRIS Main Menu.

  2. The IRIS AutoMail - Letter Request browser screen displays, click Clients.

  3. Highlight a Personal client and click Select.

  4. The Client Maintenance screen displays, select the Contacts tab.
    The contact will automatically be set up when creating the client.

  5. Highlight the contact and click View.

  6. This contact will default to Main contact, and the relevant check box will be selected to display this.

  7. Ensure the required details are entered. For example, Title, Initials, Surname, Formal/Informal Salutation.

  8. Click OK to save the changes.

    Once you have the entered the contacts and set them as either "Main or Billing" contacts,you are ready to insert the contact tags into your template.

Insert Tags Into The Template

To be able to insert tags into the template, please review the how to guide How to setup contacts on a client and a template?

This guide provides examples on how to enter Main Contact tags into your AutoMail template.

For example, if your Main Contact is Mr Paul Smith, then you may want to insert the Main Contact Tags for the Title, Initials, Surname and Formal/Informal Salutation.

 

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