Contacts

Bulk Importing Contacts

Use the import feature to load contacts from a CSV or Excel file. This is essential when migrating from another CRM or spreadsheet.

Preparing Your File

The simplest approach is to export a sample file first:

1. Go to Contacts – switch to List view.
2. Click Actions – Export All Records.
3. Select these fields: Name, Company Name, Email, Phone, Mobile, Street, City, State, ZIP, Country, Tags.
4. Check "Export with External IDs" only if you plan to update existing records later.
5. Download the file. Use it as a template – delete the sample rows and add your own data.

Import Field Mapping

Key fields and how to populate them correctly:

Importing with Parent-Child Relationships

To import individuals under existing companies:

1. First, ensure the company contacts already exist in the database (import or create them).
2. Export the companies with External IDs.
3. In your individuals import file, use the "Parent Company (External ID)" column instead of "Company Name" and enter the External ID value.
4. This ensures individuals are linked correctly without ambiguity.

Post-Import Validation

After importing:

• Check the total count matches your source file.
• Spot-check a few records for data accuracy.
• Use the "Duplicates" filter (if available) to find potential duplicates.
• If errors occurred, Quickenerp shows a detailed error log. Download it, fix the rows, and re-import only the failed rows.

Contact Reports

Quickenerp provides several ways to analyse your contact database:

Contact Analysis (Pivot View)

Go to Contacts > Reporting > Contact Analysis. This pivot view lets you:

• Group by Country, State, City, Tags, Industry, or Sales Team.
• See counts of customers, vendors, employees per segment.
• Track new contacts created over time.
• Export the analysis to Excel for external reporting.

Contact List Export

For a raw data export:

1. Go to Contacts – List view.
2. Set up filters to narrow down to the contacts you want.
3. Click Actions – Export All Records.
4. Choose fields including all custom fields.
5. Export as CSV or Excel.

Contact Duplicate Report

To find and merge duplicate contacts:

• Use the "Duplicate Contacts" filter in the Filters menu to show potential duplicates.
• Select the duplicate records in the list view.
• Click Actions – Merge Contacts.
• Choose the master record that will survive. Quickenerp moves all related records (invoices, orders) to the master.

Customer Portal

The customer portal allows your customers and vendors to log in and view their documents, communicate, and perform self-service actions – all without accessing the Quickenerp backend.

What Portal Users Can Do

Granting Portal Access to a Contact

1. Open the contact record. It should be a Company (not Individual) with a valid email address.
2. Click the Grant Portal Access button in the header.
3. A dialog appears confirming the email and the portal group (typically "Portal"). You can select additional groups:

• Portal – Basic access to documents.
• Public – No login required, only public website content.
• User (backend) – NOT recommended for customers. This grants internal access.

Portal Security

• Portal users see ONLY documents where they are the customer/vendor. They cannot see other customers' data.
• Portal users cannot access the backend interface (the app switcher only shows the portal menu).
• You can enable Two-Factor Authentication for portal accounts if needed.
• Portal sessions expire after a period of inactivity (configure in Settings – General Settings – Security).