Person Flags are applied to individual client contacts. They allow for powerful searching of your client contacts and can be found in the tokens area of document templates, which allows you to create targeted mailshots to contacts with the flag.
2- Adding Person Flags To A Client Contact
3- Removing Person Flags From A Client Contact
5- Using Person Flags With Document Templates
1- Creating New Person Flags
To access Person Flags settings > Click the gear icon, top right of the screen > Under Customers & Actions> Select Person Flags.
To add a new flag > Click on the green New Flag button. This will open the manage flag dialogue box.
Give your flag a name, and a description (optional).
Next, choose an icon for your flag. There are over 500 to choose from, use the blue left and right buttons to scroll through the various options.
Choose a colour for your icon so it will stand out.
Enabled - This toggle is switched on (green) by default and indicates that the flag is available to use. If you no longer want to use this flag, click to switch it off (grey).
Available in Document Templates - This toggle should be turned on (green) to make the Person Flag available in the tokens area of Document Templates.
Click Save to save the Person Flag settings.
1a - Deleting A Person Flag
If a Person flag is no longer required it can be deleted provided it is not assigned to a person. If the flag is assigned to a person the delete option will not be visible. You would have to remove the flag from the person first.
To delete a person flag open the the person flag > Click Delete > Click Yes to confirm.
2- Adding Person Flags To A Client Contact
Open the client record > Select the Contacts tab:
Option 1 - Under the Flags column > Click where it says Choose and select the flag from the dropdown > The selected flag is automatically saved.
Option 2 - Click the contact name to open Manage Contact > Select the Flag from the dropdown > Click Save
3- Removing Person Flags From A Client Contact
To remove a Person Flag> Click the X to the right of the flag name
4- Using Flags in Searches
You can use Person Flags to search for client contacts on the Clients screen.
At the top of the Person column on the Clients screen is a filter icon (which looks like a funnel). Clicking on this allows you to search for conctacts with any of the flags you have set up.
Clicking on a flag in the top row (“IS”) will give you a list of all your contacts with that Person Flag. Clicking on a flag on the second row (“IS NOT”) will give you a list of clients who do not have that Person Flag.
For example, if you choose the Person Flag “Accounts Contact” on the top row, it will return a list of contacts who have the “Accounts contact” Person Flag.
Should you wish to print or download the list of clients generated from the search. Click on the printer icon on the top right of the screen and a drop down will appear, choose the from PDF, Excel Spreadsheet or CSV file.
5- Using Person Flags With Document Templates
All document template will display the Person Flags in the Tokens area with their icon and name. Hover over the name, the details will expand > Click to select the token eg Email to add to the To field and First Name to add after the salutation.
6- Example Use
Where a client requests for an invoice to be sent to multiple people. Add a person flag to the additional person and add the person flag to the cc field on the invoice template.
For more detail on document templates click here.
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