Contacts - Get Organised with A Powerful Contact Database

SapphireOne incorporates a built-in Contact Relationship Management (CRM) system that diligently monitors all interactions across Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, and Workbook. It maintains a comprehensive history of all contacts throughout the entire duration of your data file.

The CRM functionality in SapphireOne is specifically designed to efficiently track and manage interactions with various contacts, including Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, Workbooks, and all contacts. Users can easily record and log various communication activities, such as emails, phone calls, meetings, notes, and actions associated with each contact.

By leveraging SapphireOne CRM, your organisation gains a deeper understanding of past, present, and potential Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees and Workbook leading to analysis of Client buying behavior improved relationship management and customer retention. For example, through analysis of Client buying behavior, an organisation may identify that its Vendor base has not recently supplied a particular SKU inventory.

SapphireOne’s CRM (Contact Relationship Management) is seamlessly integrated into every aspect of the SapphireOne application, providing users with a powerful tool to manage and organise contact details for Clients, Vendors, Job Projects, Assets, Payroll/HR, Employees, and Workbook data. The CRM module efficiently gathers data from various communication channels, including the company’s website and the inbuilt SapphireOne Softphone. It records all outgoing and incoming telephone calls associated with a contact, ensuring a comprehensive interaction history.

The CRM module also manages emails, and it can be integrated with external tools like Mailchimp for monitoring email campaigns to contacts. It tracks when emails are sent, opened, and how many times they are opened. Additionally, all interactions with contacts are automatically recorded, streamlining communication tracking and simplifying follow-up processes.

Users have the convenience of adding actions to contacts, which are automatically populated within the SapphireOne calendar. This feature ensures that important actions and follow-ups are never missed, enhancing productivity and time management.

SapphireOne CRM allows users to attach an unlimited number of documents and digital assets to each contact. Whether it’s contracts, proposals, or multimedia files, this capability ensures all relevant information is readily accessible and organised, making collaboration and decision-making more efficient.

Summarising the Benefits of SapphireOne CRM

SapphireOne CRM delivers enhanced daily support to both Clients and Vendors by providing real-time information, enabling timely decision-making. The core benefits of SapphireOne CRM encompass centralized data management, offering a comprehensive view of contacts, fostering improved customer relationships, facilitating data-driven decision-making, streamlining marketing efforts, and optimizing sales and purchasing processes. Below are the eight core benefits of SapphireOne CRM:

1. Centralised Data Management – All contact information is consolidated in one place, ensuring easy access and efficient organisation.
2. Comprehensive View of Contacts – Gain a holistic perspective of Clients and Vendors, facilitating a deeper understanding of their needs and preferences.
3. Improved Customer Relationships – Build stronger and more meaningful relationships with Clients and Vendors, fostering loyalty and satisfaction.
4. Data-Driven Decision-Making – Utilise data insights to make informed decisions, enhancing operational efficiency and business performance.
5. Streamlined Marketing Efforts – Targeted marketing campaigns can be devised, ensuring more relevant messaging and increased engagement.
6. Optimized Sales and Purchasing Processes – Efficient sales and purchasing workflows lead to improved productivity and revenue generation.
7. Identification of Profitable Clients & Vendors – Analyse Client & Vendor data to identify the most profitable partnerships and opportunities for growth.
8. Seamless Integration – The CRM is fully integrated across all company departments within a single data file, facilitating smooth collaboration and information sharing.

In summary, SapphireOne CRM empowers businesses by offering tailored services, responsive pricing, and personalized messaging. It creates a cohesive ecosystem where all products and services are linked through contacts for all functions within SapphireOne. This synergy leads to superior supply chain effectiveness and overall operational efficiency, resulting in improved business performance and customer satisfaction.

Paperclip Management Saves Time with Easy File Attachment

The SapphireOne Document Management System (DMS) features a convenient Paper Clip button on all data entry and inquiry screens. This enables users to attach relevant documents or files to every transaction or record. The system also includes a dedicated page for managing documents related to a specific transaction or record, providing robust version control of the attached documents.

The color of the paper clip serves as a visual indicator of the status of the attached documents. A red paper clip indicates that there are no documents currently attached to the transaction or record, while a green paper clip indicates the presence of one or more attached documents. Additionally, the word “Items” is preceded by the number of attached documents, providing a clear and concise representation of the current status.

SapphireOne’s Document Management System is highly versatile and can accommodate a wide range of document types, including Adobe Acrobat, spreadsheets, word processing documents, photo files, JPEGs, CSV files, HEIFs, and MP4 files. With the ability to store an unlimited number of documents for an indefinite amount of time, the system provides users with a comprehensive and efficient solution for managing all their important files and documents.

Master Defaults

In SapphireOne, users have the flexibility to control the size of individual documents and determine where they are stored through the Master Defaults settings. These settings can be accessed by navigating to Utilities > Controls > Master Defaults > System Page.

Within the Documents area of the SapphireOne page, there is a Document Size Limit setting with a default size of 10 MB, which can be adjusted as needed. Additionally, users can choose to store the documents either as part of the data file or as separate files, by selecting the appropriate option from the two radio buttons provided.

To attach a document to a transaction, simply click on either the or Paperclip button. The Document List window as seen below will be displayed allowing the the user to select the desired file to attach.

How to Attach Documents Using SapphireOne Paperclip

SapphireOne also provides users with the convenient Drag & Drop functionality to attach documents. To use this feature, simply drag a document from your local computer into the Document List screen and it will be attached automatically. This streamlined process saves time and effort and makes it easier to manage your important files and documents within SapphireOne.

If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the

If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the Plus button to select a document to upload from the local computer.

SapphireOne’s document management system provides users with the ability to easily manage their attached documents. After a document has been attached, the user has the option to rename it by right-clicking on the file and selecting Rename This feature is useful for maintaining consistency in document names across all records and helps to keep the system organised and efficient.

Documents Area within Document Management System (DMS)

• Open – By clicking on this button, the document will be opened for viewing, allowing users to review its contents without having to leave the SapphireOne system. This feature provides a convenient and streamlined way to access and review important documents within the context of the larger document management system.
• Update – When this button is selected an alert is displayed allowing the user to import a new version of a highlighted document, enabling version tracking. After selecting a new version, the user enters a version number. The latest version becomes available, with previous versions accessible in the History area. The updated document remains linked to associated transactions.
• Scan – This option in SapphireOne provides users with the ability to scan a document directly into the data file and link it to a transaction. This feature requires access to a local or network scanner, and the appropriate scanner and software must be installed on the local machine or network. By using the Scan option, users can quickly and efficiently digitise physical documents and associate them with the relevant transactions within SapphireOne.
• Save – This button in SapphireOne allows users to save the currently highlighted document to disk. This feature provides a convenient way to export a copy of the document for backup or further use outside of the SapphireOne system. By clicking the Save button, users can easily access a digital copy of their important documents and ensure that they are properly preserved and accessible.
• Link Documents – With SapphireOne, users have the ability to link a highlighted document to one or more transactions within the data file. To do this, the user simply clicks the “Link” button, which will bring up an alert allowing them to make their selection. This feature provides a convenient way to associate important documents with multiple transactions, ensuring that all relevant information is easily accessible from one central location. For more information about linked documents, refer to the Links Area documentation provided by SapphireOne.
• Link Existing Documents – SapphireOne provides users with the ability to link existing documents in the data file to the current transaction or record. To do this, the user simply clicks the Link Existing button, which will bring up an Alert allowing them to choose from a list of available documents. This feature provides a convenient way to associate existing documents with additional transactions, ensuring that all relevant information is easily accessible from one central location. For more information about linked documents, refer to the Links Area documentation provided by SapphireOne.
• Delete – This option in SapphireOne allows users to remove the currently highlighted document. By clicking the Delete button, the selected document will be removed from the system, providing users with a simple way to manage their attached documents and ensure that only relevant and up-to-date information is stored within the system.
• Plus – SapphireOne includes a search function that makes it easy for users to select a document saved on their local computer. This feature provides a convenient way to quickly locate and attach the desired document, streamlining the process of adding and managing important files within the SapphireOne system.

Details Area within Document Management System (DMS)

The Details area within SapphireOne’s Document Management System (DMS) provides users with additional information about the selected document. When a document is selected in the Documents area, the Details area will automatically display the title of the document and the type of file. This information helps users to quickly identify and manage their important files and documents, providing a more efficient and organised system for document management.

Notes Area within Document Management System (DMS)

The Notes area is for entering any notes related to the document. The user can select the green clock button to create a time and date stamp for every note added.

The Notes area will also keep an automatic user log when any changes are made to the document. For example, if the document is renamed or new links are created. SapphireOne will record the date, time and user that made the modifications.

Document Details Area within Document Management System (DMS)

The Document Details area within SapphireOne’s Document Management System (DMS) provides additional information about the selected document. This area automatically displays information such as the date and time the document was added, the document number, and the user who added the document. This information helps users to quickly understand the context of the selected document and provides a comprehensive history of the document’s status and interactions within the system. The Document Details area is a valuable resource for managing and tracking important documents within SapphireOne.

History Area within Document Management System (DMS)

The History area within SapphireOne’s Document Management System (DMS) provides a record of the complete version history of the selected document. SapphireOne tracks all version changes and automatically displays the document’s history in this area.

As new versions of the document are imported using the button, the History area will be automatically updated, ensuring that all previous versions of the document are recorded and available for viewing. This enables users to access the most recent version of the document, while still maintaining a complete history of all versions.

The History area provides a valuable resource for tracking the evolution of a document and understanding how it has changed over time. By having a complete record of the document’s history, users can easily review past versions and understand the context of the changes that have been made.

Links Area within Document Management System (DMS)

The Links area within SapphireOne’s Document Management System (DMS) is used to link documents to specific transactions or areas within SapphireOne. This area provides a comprehensive view of all linking information related to the document, including any functions used to import the document into SapphireOne.

By linking documents to transactions and areas within SapphireOne, users can easily associate important information and files with the relevant transactions, providing a more organised and efficient system for document management. The Links area is a valuable resource for understanding the relationships between documents and transactions within SapphireOne.

To add additional links to a document in SapphireOne, follow these steps:

1. Select/highlight the document you wish to link.
2. Click the Link Document button.
3. The Files pop-up window will be displayed.
4. From the File drop-down menu, select the item you want to link the document to.
5. In the Value data entry field, enter the necessary details (ID).

Note that the Value data entry field has a light blue background and is searchable by entering the wildcard symbols ‘?’ or ‘@’, making it easier to find the information you need. By linking documents to specific transactions and areas within SapphireOne, users can create a more organised and efficient system for document management.

Updating a Document within Document Management

Document Management using SapphireOne Documents Inquiry

In addition to SapphireOne’s Document Management Paperclip functionality, SapphireOne Documents Inquiry function in Workbook Mode provides users with a centralised repository of all documents and files stored within the SapphireOne data file. This function gives users the ability to add new documents, modify, view, or delete existing documents from within the Documents Inquiry screen.

Any revisions made to a document within the Documents Inquiry screen will be automatically updated across all areas where the document is linked within SapphireOne. Similarly, any modifications made to documents within the SapphireOne Paperclip Document List window will be reflected within the Documents Inquiry window.

For example, if a document is renamed within a transaction Paperclip Document List screen, the updated document name will be reflected when viewing the document in the Documents Inquiry screen.

You can learn more about SapphireOne Documents Inquiry functionality within the Documents Inquiry article.

Document Control within Document Management

In this example, we have an inventory item with documents attached, such as installation instructions and a packing checklist. The item is added to a sales order, manufactured, shipped, and the job is completed. SapphireOne’s Document Management Paperclip functionality allows for easy attachment and access to all relevant documents throughout the entire process, from sales order to completion. This improves efficiency and helps ensure all relevant information remains consistently available and up-to-date.

A year after the completion of the job, a revision of the inventory item is made, along with updates to its associated Documents (DMS). To keep the information organised and up-to-date, it is not necessary to create a new inventory item for the revision. Instead, the documents and files can be easily updated using SapphireOne’s DMS file that are attached.

By using the Update button within the DMS, users can import a new version of the document and SapphireOne will automatically keep track of all version changes, ensuring that the most recent information is readily available. This process saves time and effort by allowing users to simply update the documents and files, rather than creating a new inventory item for each revision.

In SapphireOne, when referring back to the original completed sales client invoice or job projects client invoice, the associated documents and files will be displayed in their original state or as they have been updated. The user has the option to view the documents and files as they were at the time of completion or as they currently are, providing a comprehensive and accurate record of all relevant information.

In the screen shot above, both the current and historical documents are attached to the inventory item. As a SapphireOne user, you have the ability to edit the list and choose to delete the historical document by simply selecting the Minus button.

Additionally, you also have the ability to modify the existing document, keeping a log file of each and every time the document has been revised. This ensures that a complete and accurate record of all revisions to the document is maintained, allowing you to easily reference the most recent version or any previous versions as needed.

The ability to manage both current and historical documents, as well as the option to modify and delete them, provides users with a flexible and efficient solution for document management within SapphireOne.