Contacts Setup

Use the Contacts tab to manage the contact information for the insurance companies, agents, customers, dealerships, and rental car agencies that your shop works with. The information for these people and businesses is available on one of five tabs under the Contacts tab:

  • Insurance
  • Agents
  • Customers
  • Dealerships
  • Rental Cars

To access these tabs, click More on the toolbar, and then click Business Lists.

Adding, Editing, and Deleting Contacts

With the exception of the Customer Contacts, information in each of the other contact tabs - Agents, Dealerships, Insurance, and Rental Cars - can be edited or accessed by using the buttons associated with each tab: Delete, New, and Print Preview. When information is added or changed, click Update to save the changes.

ClosedTo add new Agent, Dealerships, Insurance, and/or Rental Car contact information

Note: You must have Administrator rights to add new contacts.

  1. Click More , then select Business Lists. The Contacts tab is open by default.
  2. For each tab (except Customer), new contacts can be added by clicking the appropriate tab - Agents, Dealerships, Insurance, or Rental Cars - then clicking New.
  3. The fields on the right will be cleared, allowing you to enter the new Name, Address, and Contact information.
  4. Go to each tab on the right and enter the appropriate information. Required fields are indicated by a red asterisk (*) and cannot be left blank.
  5. When all information has been added, click Update.

ClosedTo edit existing contact information

  1. Click More , then select Business Lists. The Contacts tab is open by default.
  2. Select the appropriate contact tab: Agents, Dealerships, Insurance, or Rental Cars.
  3. Highlight the contact in the list to be edited, and then make the desired changes to the Name, Address, and/or Contact tabs.
  4. Click Update to save the information.

ClosedTo delete an existing contact

Note: You must have Administrator rights to delete  contacts.

  1. Click More , then select Business Lists. The Contacts tab is open by default.
  2. Select the appropriate tab for the contact to be deleted: Agents, Dealerships, Insurance, or Rental Cars.
  3. Highlight the contact in the list, and then click Delete.
  4. Click Yes to confirm.

Merging Duplicate Insurance Companies or Agents (Merge Facility)

A Merge Facility is available to clean up duplicate insurance or agent entries. The following instructions can be used for merging duplicate Insurance companies or duplicate Agents.

ClosedTo use the Merge Facility for Insurance Companies and/or Agents

  1. Click Business Lists . The Contacts tab is open by default.
  1. Select either the Agents tab or the Insurance tab.
  2. Right-click anywhere on the list of Companies/Agents, then select Merge Facility.
  3. In the Merge Facility dialog box, if a Parent Company/Agent already exists, select it in the upper right corner.
  4. If this is to be a new group, select the name you wish to be the "parent" company, then click . The Available Records dialog box appears, with the selected contact name already highlighted. Click Add.
  5. The selected contact name now appears in the Parent Company/Agent field.
  6. On the left side of the window, select one or more from the list to be added to the parent company/agent.  
  7. Click to move the selected contact or contacts to the right side of the window.
  8. A confirmation message appears. Click OK to confirm.
  9. If a contact is added to the right by mistake, highlight it and click to move it back to the left side.  
  1. Click Update all Database Records to save the changes.
  2. A message appears, telling you that this action finalizes all database records and cannot be undone. Click OK.
  3. Repeat these steps, if necessary, or click to close the Merge Facility.

Customer Contacts

The Customer tab is different from the others. The customer names are added automatically from the RO information in the system. This tab shows read-only information.

Every time a new RO is added, if the customer is new, the name is added to the list. If it is a returning customer, RepairCenter uses existing customer information to populate empty fields in the new RO. You will be asked to confirm that the customer on the new RO is the same customer saved in your database.

ClosedTo find existing customers

  1. Click Business Lists . The Contacts tab is open by default.
  1. Select Customers.
  2. Do one of the following:
  3. The list of names is arranged in alphabetical order, from A to Z. Click the column heading, Customers, to change the order from Z to A.  
  4. Right-click anywhere on the list of contacts, then select Find. In the dialog box that appears, type the name you are looking for, along with any other options to make the search more specific. Then click Find Next. If the name is in the list, it will be highlighted.

This tab shows read-only information. To edit customer information, open the Repair Order. Then, under the Admin & Vehicle tab, select Customer.

Assignment Jobs Configuration

Configure an insurance company for communication so the insurance company receives web status updates from RepairCenter on Repair Assignment Jobs.

  1. Click More, and then click Business Lists. Business Lists opens to the Insurance tab.
  2. On the Insurance tab, on the Insurance Companies list, click an insurance company.
  3. On the Communication section (under the Name tab to the right of the Insurance Companies list), click the check box labeled Sync Repair Status with Carriers for assignment Jobs.
  4. Click Update.

Note: The Sync Repair Status with Carrier for assignment Jobs check box is cleared by default for all insurance companies in RepairCenter.

Reference

Option Use

Find

Quickly access any contact my typing in the name or just the first few letters of the name. Filter options are Match Case or Direction.

Delete

Delete contacts. (Note: Not applicable to customer list.)

New

Add a new contact. (Note: Not applicable to customer list.)

Import

Import a contact list from another RepairCenter-created export file or any .csv file format. (Note: Not applicable to customer list.)

Export

Export any contact list to a .csv file format that can then be imported to another RepairCenter company (not applicable to customer list).

Merge Facility

Merge duplicate facilities.
Name Use

Delete

Deletes the selected name.

New

Allows you to add a new Agent, Dealership, Insurance, or Rental Car contact name.

Print Preview

Displays a printable list of the contacts on your screen. To print a hard copy, click in the upper left corner of the preview window.

Update

When additions/changes are made, this button appears with a red border. Click it to save the changes.

Name

Depending upon which tab is active (Agents, Dealerships, Insurance, and Rental Cars), information in this subtab may include: Name, Phone number, e-mail address, company name, and ID number.

Address

The address subtab includes the street address, city, state, postal code, and country.

Contact

(Not available on the Agent tab.) For the Dealerships, Insurance, and Rental Car tabs, this subtab includes the contact's name, e-mail address, and any notes associated with the contact.

Related topics

Contacts & Vehicle

Insurance

Vendor Setup