RB User Guide > Entities > Contacts

Updating contacts

When adding a contact to your RB database or at any time later, you can add to or edit the contact’s information.

1. Find the contact

   Access a contact to update in one of the following ways:

• By searching

  Entities > Contacts (see Looking up contacts).

• Within a firm

  1. Click Contacts in a View Firm/Edit Firm window.
  2. All the firm’s contacts appear in the Contacts panel. Click the hyperlinked contact.

• Ordering/scheduling contact for a job

  • In a View Job window, click the Scheduled By/*Ordering Contact field’s in the General pane.
  • In an Edit Job window, click the Scheduled By/*Ordering Contact field’s > View Contact in the General pane.

• As a party to a case/job

  1. In an Edit Case/Edit Job window, click the hyperlinked contact in the Parties pane.
  2. Click *Contact field’s > View Contact in the Edit Party panel. (If the contact is the ordering party, this option is grayed out.)

• Sold To/Bill To contact on an invoice

  In a View Invoice/Edit Invoice window, click the Sold To Contact/Bill To Contact field’s in the General pane.

• Ship To contact on a label

  In the FedEx/UPS Shipping Label panel, click the Sold To Contact/Bill To Contact field’s .

• In a results grid

  Anniversary Inquiry, Marketing Inquiry (RB9 only)

  Click the hyperlinked contact name.

2. Update information

   1. Click Edit in the View Contact panel.
   2. Within an Edit Contact window, you can enter or update any information you entered, except notes entered in the Notes Log (which can only be canceled, see Canceling notes):

      • General

        Basic contact information and important warnings. See Entering general contact information.

      • Additional

        To enter user credentials for online and miscellaneous information, see Entering additional contact information.

      • Notification Email

        To manage which email addresses receive job, accounting, or repository upload emails for this contact, see Managing notification emails.

        TIP: Quickly remove inactive contacts from future notification emails

        If a contact has left their job, click to select No in the Active slider in the General pane of their listing. When you click Save, a popup will ask if you want to delete their email address from notification emails. Click Yes, and the contact will be removed from any future automatic notification emails.

      • Tags

        Tags mark firm as part of specific groups, which you can use for different purposes, such as monitoring or marketing. See Organizing with tags.

      • Grant Access To

        Contact’s seniors, i.e., contacts who can access this contact’s RB Connect activities. See Granting access.

      • Have Access To

        Contacts this contact is senior to, i.e., contacts whose RB Connect activities this contact can access. See Granting access.

      • Marketing

        Personal information about the contact, plus marketing and billing information. See Entering contact marketing information.

      • Preferred Services

        Standing requests/preferred services the firm has for jobs with your company. See Adding standing requests.

      • Anniversaries

        Contact’s birthday, wedding anniversary, and other important dates. RB will automatically remind you of an upcoming event within a set number of days. See Remembering important client dates.

      • Preferred Resources

        Resources the contact wants assigned to jobs they schedule or order with your company. See Managing clients’ resource preferences.

      • Blocked Resources

        Resources the contact does not want assigned to jobs they schedule or order with your company. See Managing clients’ resource preferences.

      • Award Points

        If you reward contacts with points for booking with you, see Managing contacts’ award points.

      • Repository

        Files related to the contact in your RB database. See Uploading files to a repository.

      • Notes Log

        Notes about this contact for internal reference. See Making notes, Managing notes logs, and Canceling notes.

   3. Click Save.

TIP: No longer need a contact?

You can delete it or merge it into another contact, saving its historical data. See Removing entities.

Reference

• Sold To vs. Bill To
• Anniversary Inquiry
• Marketing Inquiry
• Notes Log
• RB Connect
• Tags
• Senior
• Award Points

Step-by-step instructions

• Adding contacts to RB
• Searching contacts
• Looking up contacts
• Entering general contact information
• Entering additional contact information
• Managing notification emails
• Organizing with tags
• Granting access
• Entering contact marketing information
• Adding standing requests
• Remembering important client dates
• Managing clients’ resource preferences
• Managing contacts’ award points
• Uploading files to a repository
• Making notes
• Managing notes logs
• Canceling notes
• Removing entities