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.
1- Steps to create person flags
Step 1 - Go to the main Settings page.
Step 2 - Under Customers & Actions > Select Person Flags.
Step 3 - Click the green New Flag button to open the mange flags dialogue box.
Step 4 - Under Flag enter a name for the flag
Step 5 - Under Description add an optional description.
Step 6 - Select an Icon to represent the person flag. (There are over 500 to choose from, so use the blue left and right buttons to scroll through the various options or type into the Find Icon search box.)
Step 7 - Select a Colour to represent the person flag.
Step 8 - 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).
Step 9 - Available in Document Templates - This toggle should be turned on (green) to make the Person Flag available in the tokens area of Document Templates.
Step 10 - Click Save to save the Person Flag settings.
2 - Steps to delete person flags
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.
Step 1 - Go to the main Settings page.
Step 2 - Under Customers & Actions > Select Person Flags.
Step 3 - Click the person flag name to open the flag dialogue box.
Sep 4 - Click Delete > Click Yes to confirm.
3 - Steps to add person flags to a client contact
Step 1 - Open the client record.
Step 2 - Select the Contacts tab:
Option 1 - Under the Flags column > Click where it says Choose and select the person flag from the drop-down menu > The selected flag is automatically saved.
Option 2 - Click the contact's name to open Manage Contact > Locate the flags field and select the flag from the drop-down > Click Save.
4 - Steps to removing person flags from a client contact
Step 1 - Open the client record.
Step 2 - Select the Contacts tab
Step 3 - Locate the flag and click the X to the right of the flag name
5 - How to search using person flags
You can use Person Flags to search for client contacts on the main Clients screen.
NOTE: The Person column will only be visible when person flags have been set up on the account.
At the top of the Person column on the Clients screen is a filter icon (which looks like a funnel). Clicking on this brings up the flag search option top left of the screen, which allows you to search for contacts with any of the flags you have set up.
Clicking on a flag in the top row (“ PERSON IS”) will give you a list of all your contacts with that Person Flag. Clicking on a flag on the second row (“PERSON 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.
6 - Steps to add a person flag to document templates
All person flags, that have the 'available in document templates' toggle switched on will display in the document template Tokens area with their icon and name. If the person flag is not displaying check the person flag settings. (See section 2, step 9 - available in document templates for set up instructions).
Step 1 - Go to the main Settings page.
Step 2 - Under Admin > Select Document Templates.
Step 3 - Click the name of the document, to open it.
Step 4 - Click in the area of the document template where the token should be added. In this example the CC field.
Step 5 - Hover over the Person Flag token in the side bar, the options available will expand. Click the Email option - this will add the token below the CC field.
Step 6 - Click Save to update the template.
7 - Example use of person flags
Where a client requests for an invoice to be sent to an additional contact. Add a person flag to the additional person's contact details. Then add the person flag to the cc field on the invoice template.
For more detail on document templates click here,
