Contacts


SmartyGrants helps you to keep track of Application contact details by filing them into a dedicated Contacts Directory. Some examples of Contacts are applicants, project contact person, managers, auspices and so on, you can also create additional custom contact 'types'.  Contact records are automatically populated in the contact directory area when an application form has been submitted, the only contact records that will be created are those that use the dedicated 'Contact Fields'  when building your application forms.  You can also add or edit Contacts into the directory manually.

More than just an address book, the contact directory provides an at-a-glance summary of an individual or organisation's grant involvement history. You can also keep a file note history of phone calls, emails and other correspondence with any of your contacts.

Using the contact directory is also a good way of ensuring you have the latest up to date contact details.  For example: If an applicant advises you they have changed their address, you can edit their contact record in the directory.  When you run a report, for example, a successful letter, if you draw the details from the contact directory it will be up to date.  If you draw the information from the original application, it will draw the detail that the applicant completed at the time, therefore, the old address.

Directory

Contact records are available in a central Contacts directory. These records are created automatically when an Applicant submits their Application form.  Records are only created when specific Contact Fields have been used: see Contact Fields for more information. You can also add/edit Contacts manually in the directory.


Grant Involvements (Application History)

The Contact directory includes an at-a-glance Grant Involvement history for each Contact, allowing you to review how they have been involved or what funds an Applicant may have previously received.

File Notes

The Contacts directory allows you to record and review file notes against a Contact record and specify an application the file note may refer to. By recording details of phone conversations, email, mail and so on, your whole team can see a Contacts history.

Tags, Flags and Summary

Tags: Allow you to categorise Contacts according to similar attributes. For example, you may have 10 organisations that run sporting programs. You could Tag each of these organisations with the term Sports Programs. Later, when you launch a new Sports funding program, you can bring up this list of Contacts to let them all know.

Flags: Yellow and Red Flags allow you to highlight Contacts that require special attention, such as individuals or organisations who have demonstrated poor compliance with funding conditions. You can filter and report on flag types.

Summary: The Summary section allows you to record unique brief summary information unique to that contact. The Summary field can be edited by selecting edit on the contact card. The summary is also available when reporting, and is part of the default contact summary report.

Duplicate Contacts

Sometimes you will find that your Contacts directory lists multiple similar entries. For example, you may have a Jon Peterson and a John Peterson, both with the same phone numbers. You can use the Merge Contacts feature to eliminate these duplicates.  Another example may be where an applicant applied in a previous year and has applied again or had applied through a different program in your account.  Merging the duplicate contacts is how the grant involvements history is built.


Creating and managing contacts

For detailed instructions on creating and managing Contacts see: