The Address Book Details Page
Each object in your address book has its own details page. The details page contains all of the information about the address book object, as well as associated events, activities and journals.
Note: At EventBooking, we use the term Address Book Object or ABO for short as a general term for an entry in your address book, regardless of type.
The address book details page has two parts:
- The Primary section contains all of the contact information for the ABO.
- The Secondary section has tabs which contain tags, notes, and associated events, activities, messages, and journals.
The Primary Section
The primary section contains all of the contact information: addresses, phone numbers, email addresses, etc.
To edit the name of your ABO, click the paper/pencil icon, type in your updated information, and click save.
If you have mistakenly entered an address book object as the wrong type (e.g., a person as a company), you can update the type of the ABO. Click the paper/pencil icon, choose the new type from the drop down list, and click save.
You may assign a parent, such as the company a person works for or the management of an artist. To assign a parent, click the paper/pencil icon and then search for the parent by typing in the search box. If the parent is not found, you can create it by clicking the Create new link. Click Save.
If you need to remove an ABO's parent, click the paper/pencil icon and then click the remove parent link, then click Save.
For more information about organizing your address book, please see this article.
To add, edit, or remove an address, click the paper/pencil icon to the right and then:
- To edit an address, update the information and click Save.
- To add an address, fill out the form and click Save. You may add an additional address by clicking the Add Address link. Be sure to save!
- To delete an address, click the Delete link and click Save.
Please note that if you have multiple addresses, you can label each one using the drop down on the left:
You may also designate one address as primary using the radio button on the left. This will allow you to filter which address is pulled into reports or custom forms:
To add a phone number, click the green plus to the right:
When you add a phone number, you are also able to label it as to the type of number it is, and also designate the number as primary. The labels and primary designation allow you to filter which phone number is pulled into reports and custom forms. Once you have entered all the information, click Save.
If you need to edit a phone number, click the paper/pencil icon to the right, update it as necessary, and then click Save.
To delete a phone number, click the red minus on the right, then confirm you wish to delete the number by clicking ok in the pop up box.
The Alias field is one that is most applicable to person address book objects. This is where you can add your contact's job title, for example.
To add an alias, click the paper/pencil icon to the right and then click Add alias.
Choose the type of alias from the drop down list, type the alias in the text box, and then click Save.
To remove an alias, click the paper/pencil icon to edit. Then click the blue Delete link and save.
To add an email address, click the paper/pencil icon on the right, and click the blue Add an email address link. You may then specify a type, enter the email address in the text box, and designate the address as primary. Designating an email as primary will allow you to filter which email address appears in reports and custom forms. Click Save.
If a red box appears around your email address, it is because the system is not recognizing the text as a valid email address. If everything looks correct, you may have a space at the beginning or end of the address. Spaces are especially easy to add mistakenly, especially if you are copying and pasting the email address. If you remove the space, the address should validate.
To add a website, click the paper/pencil icon to the right and then the blue Add Website link. Select the type from the drop down list if you wish, type the address into the text box, and click Save.
Links and Icons
In the upper right corner of the address book details page, you will see several links and icons:
- The Invoicing link will take you to a filtered search in the Invoicing module that lists all invoices associated with this address book object.
- The Archive link will archive this address book object (you cannot delete an address book object).
- The bin icon will place the object in the address book bin. In the address book bin, you'll be able to merge duplicate ABOs without losing information or associated events, activities, or journals. See this article for more information on using the address book bin.
- The VCard icon on the right will allow you to download a vcard file containing the contact information, which is then easily imported into Outlook.
The Secondary Section
On the Tags tab, you are able to view and add both company-wide and personal tags to your address book objects. These tags allow you to do filtered searches, as well as function as email groups.
To apply a tag, click the paper/pencil icon in the far right corner of the tab. Check the tags you wish to apply, and click Save.
For more detailed information about creating and applying tags as well as how to search and email using address book tags, see this article.
On the notes tab, you are able to add notes about the address book object. These notes are date stamped, and can either be public to all users or private to the author of the note.
To add a note, click a green plus on the right side. In the pop up, type your note. Check the box if you wish your note to be private, and then click Save.
To edit a note, click the note's paper/pencil icon, make your changes in the pop up, and click Save.
To delete a note, click the note's red minus icon and confirm you wish to delete it by clicking ok in the pop up.
The Organization tab allows you to add existing address book objects to an organization hierarchy, create new ones in the hierarchy, and also move objects within the organization. This matches the hierarchy tree that is in your left sidebar with clickable links to each ABO's details page.
For more information about how to use the Organization tab to organize your address book, please see this article.
The Events tab lists all of the events or sales opportunities to which the address book object has been attached, providing a quick history without having to run a report.
You can also easily add several events to the event bin by clicking the bin icon on the left of each event, or add all of them to the event bin by clicking the bin icon in the top header row. In the event bin, you can easily add or update the address book objects associated with the event, add tags, update status, and more. See this article for more information about mass editing events in the event bin.
Activities allow you to create tasks with a due date, and to receive an email reminder that the task is due. Any activity that is associated with the address book object will appear in the ABO's Activities tab. You can create activities from this tab, or create an activity on an event and associate the ABO.
The Messages tab is part of ebLink, our Outlook plugin. ebLink allows you to push emails and attachments to your EB account, and add them to events and address book objects. For more information on ebLink, see this article.
The Journal tab is a tool which allows you to capture notes pertaining to your contacts and events. Journals can be added on the address book tab, and also added on the event details page and associated with your address book object. All users on the account can view journals, so they are a great way to improve communication among staff. Users can receive an alert when a journal is added, and we can filter those alerts to certain journal types (finance can get an alert for financial journals), by who created the event (get an alert for journals on events you've created), and much more. For more about using journals, see this article.