The 'Communication' section of the relation file is where you manage all the ways to stay in touch with your relations. From phone numbers and email addresses to physical locations and websites, these channels ensure seamless communication.
This article explains how to add, edit, and manage communication channels to keep your interactions organized and efficient.
What are communication channels?
Communication channels are specific methods through which a relation can be reached. Possible communication channels you can add include the following:
- Address
- Phone
- Website
- Mobile
- PO Box
Adding communication channels
When adding a communication channel, specify the type of channel, such as:
- The type "Phone" or "Mobile" for phone numbers.
- The type "Email" for an email address.
- The type "Address" or "PO Box" for a physical location or mailing address.
Each channel you add will appear in the list. You can add multiple communication channels (such as several phone numbers or email addresses) for a single relation.
💡 Tip: For each type of communication channel, you can mark one favorite one with a star (for example, the primary phone number or email address). Data marked with a star is displayed at the top of the ribbon in the relation file. Click the star again to deactivate it.
👉 Note: Does a relation have a Contact in the Linked relations section, and are the contact details (such as email address, mobile number, or phone number) of that particular contact not empty? Then, this data will be displayed in the relations ribbon.
Deleting a communication channel
If you want to delete a communication channel, follow these steps:
- Open the Relation file of the relevant relation
- Navigate to the 'Communication' section and view the list of communication channels
- Locate the channel you wish to delete (e.g., a phone number, email address, or physical address)
- Click the bin icon next to the specific communication channel
- Confirm the deletion, if prompted
Important note: Deleting a phone number, email address, or other contact information cannot be undone. If you made a mistake, you will need to re-add the channel manually.
Examples of deleting:
- To delete a phone number, locate it in the list and click the bin icon.
- To delete an email address, follow the same steps for the email channel.
Features available per communication channel
- Copy to clipboard: Use the clipboard icon to easily copy data, such as phone numbers or email addresses.
- Link emails: Use the checkmark icon to set which email address should be used in the DMS (Document Management System) to link emails to this relation.
- Send emails: Click the envelope icon to send an email via your default email program (outside AdminPulse). See also Emailing a relation by clicking the envelope icon.
- Make calls: Click the phone icon to call directly through a linked PC phone system. See also Calling a relation by clicking the phone icon.
- Search location: Use the location icon to view an address via Google Maps.
- Visit website: Click the website icon to visit the associated website.
💡Tip: Data marked with a star is also displayed at the top of the ribbon in the relation file. If you no longer want it displayed there, click the star to unmark it.
Communication settings
In the 'Communication settings' box, you can specify particular preferences regarding which communication channel should be used for specific (sub)tasks. For example: set invoices to always be sent to a specific email address and reminders to another address.
See also Types of Subtasks.
⏭️ Up next, explore the following section of the relation file: The relation file - Invoicing section