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Managing Contacts

TorontoMLS provides a convenient format to maintain information about your contacts. More than just an address book, TMLS allows you to store financial information, contact requirements, and activities related to the contact.

Contacts are linked to other TorontoMLS functions in several ways:

You can search your list of contacts using a variety of criterion. View or print search results. The contact list can be downloaded and exported for use in mailing labels and external reports (see Searching and Displaying Contacts). The .CSV (comma separated value) file format is compatible with Excel and other programs.

You can also download all of your contacts for use with Outlook or Outlook Express email programs. This does not require a search (see Downloading Contacts for Outlook). Likewise, you can upload an existing address book from Outlook or Outlook Express (see Uploading the Contact List from Outlook) in order to pre-fill your TMLS Contacts list.

Using Contacts

To Add a Quick New Contact

  1. Select the Contacts tab at the top of any TMLS page.
  2. Click Add Contact.
  3. At the General Information page enter contact text. (First name and last name are required fields; enter an email address to be stored at the Contact record and the email address book.)
  4. Click Save Contact if you have no further information to enter for the contact.

 

To Add a Complete New Contact

  1. Select the Contacts tab at the top of any TMLS page.
  2. Click Add Contact.
  3. At the General Information page enter contact text. (First name and last name are required fields; enter an email address to be stored at the Contact record and the email address book.)
  4. Click Next to proceed to the Financial Information page, or click Save Contact if you have no further information to enter for the contact.
  5. At the Financial Information page enter appropriate data. (If you enter more than one amount in a category, press Tab to refresh the total.) All fields are optional.
  6. Click Next to proceed to the Requirements/Notes page, or click Save Contact if you have no further information to enter for that contact.
  7. At the Requirements/Notes page enter appropriate text. All fields are optional.
  8. Click Next to proceed to the Activity page, or click Save Contact if you have no further information to enter for that contact.
  9. At the Activity page enter appropriate text for the first activity. If you choose to add an activity, the date and title are required. If there is more than one activity, click Add Another Activity. TMLS displays another set of activity input fields. Enter data, including the status (completed, to-do). Repeat as necessary for all activities. To arrange activities chronologically, click Sort Activities by Date.
  10. Click Save Contact.

NOTE: Click Cancel at any Contacts page to cancel the new contact record.

To Edit a Contact

  1. Select the Contacts tab at the top of any TMLS page.
  2. Click Edit or Delete a Contact.
  3. At Contact to Edit/Delete select a contact from the drop-down list.
  4. Click Continue. TMLS displays the contact profile.
  5. To edit contact information, use the navigation buttons to view each page requiring changes. Replace existing text or add new text as necessary.
  6. After making appropriate changes, click Save Contact.

NOTE: Click Cancel at any Contacts page to cancel changes to the contact record.

To Delete a Contact

  1. Select the Contacts tab at the top of any TMLS page.
  2. Click Edit or Delete a Contact.
  3. At Contact to Edit/Delete select a contact from the drop-down list.
  4. Click Continue. TMLS displays the contact profile.
  5. Click Delete Contact to remove the contact record.
  6. At the confirmation prompt, click OK.

To Update Contact Activities

  1. Select the Contacts tab at the top of any TMLS page.
  2. Click Edit or Delete a Contact.
  3. At Contact to Edit/Delete select a contact from the drop-down list.
  4. Click Continue. TMLS displays the contact profile.
  5. Click Activity.
  6. To add a new activity: If this is the first activity, enter text in the displayed fields. If this is an additional activity, click Add Another Activity. TMLS displays another set of activity input fields. Enter data, including status (completed, to-do). Date and title are required. Repeat as necessary for all new activities.

    To edit an existing activity: Revise existing text or add new text as necessary.

    To delete an activity: At the activity, click Delete This Activity.

  7. Click Save Contact.

Related Topics

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Copyright Stratus Data Systems, Inc. 2011
Help for TorontoMLS, v. June 30, 2011