The Proper Care and Feeding of Your Rolodex
The most important part of any business is, of course, the people. Clients, colleagues, customers and coworkers are what make any business work. Keeping all those people working together is important and necessary for your business to have quick, easy and accurate organization for your contacts and opportunities. Beginning with the Rolodex in the mid 1950s, people have been seeking better and more efficient ways to store contact information.
Since beginning my career at Docuwrx, I’ve been learning the ins and outs of the Contacts module within Kosmas. What I’ve come to find is an incredibly simple, yet powerful tool for storing and retrieving contact information. The first thing to notice is its straightforward interface. Creating a new contact brings you a fill-in-the-blank form with places for, of course, the company name, contact person’s name, title, phone number, address, email address, website, and social media addresses. For additional convenience, you can import and export contacts using an Excel or CSV format. This allows you to move your contacts into and out of Kosmas as you need.
Then come the options…there are so many options! Each communication type can be easily customized, labeled and searched. For example, an email address can be marked as a work email, a company email or a personal email address. Unlimited email addresses, phone numbers, addresses, websites and social media links can be entered allowing for all the necessary information for each contact to be kept in one place.
Adding custom attributes allows you to input information such as a company’s trade or the areas the company primarily works in. You can also chose from options such as labeling the contact as “active” or “inactive”. You can label them to be grouped together with similar contacts such as “Possible Clients” or “Vendors”. With these customizable features, you can label and organize your contacts in many ways.
All of these labeling options make retrieving your contacts a breeze. You can look up contacts by entering as much or a little information as you have. For example, search by company name, status, category, type, person’s name, division and more. Even complex searches can be completed in less than a second over a bad connection because of how Kosmas queries its powerful search engine. Not only can you search for contacts based on custom fields you’ve added, but you can also do range searches based on a city and a distance radius. For example, enter a city name along with state or province and then enter the number of kilometers you want to search from that center point (to convert miles to kilometers, multiply by 1.6). Kosmas will then show you all the contacts in the radius!
Once you have found the contact or contacts you were looking for, you can select to “Find Similar Contacts” which will bring up contacts with the same company name, address, website, etc. Here is another great feature: You can even select to do a web search on the contact you’ve selected. This option let’s you look up all the information about this client you would need. Kosmas will put any information that you’ve already entered into your search engine and bring up what it finds. For example, the address is put into Google Maps and the company name is put into Google Search. It also searched for phone numbers and person’s name. With one click, searching the Internet for a contact is done. It couldn’t be more quick, easy and accurate.
Contacts can be linked to multiple client or vendor accounts and even related to each other. Take a picture of someone’s business card with you phone and it’s automatically stored with your contact for you. Restrict your coworkers from accessing certain contacts or even performing certain actions too. Upload documents, link to Projects, Orders, Purchases, Invoices and more. Track issues pertaining to each contact with your team, create custom checklists and even map all the contacts you’re looking at instantly in an integrated Google Maps module.
With the Kosmas Contact module included with the base Essentials package, you can store, organize and maintain your contact information quickly and easily. With endless options for labeling and cataloging the information, contacts can be retrieved faster and grouped together in multiple ways. Gone are the days of alphabetizing and time lost searching through contacts by hand. By using the Kosmas, retrieving and storing contact information takes only a few clicks.