# New Customer

Purpose: Record new customer data and allow the centralisation of all customer data, making it easier to manage and access important information like contact details, purchase history, and communication logs.

## 1. Related Fields

### 1.1 System Default Fields

<figure><img src="/files/20MRxaxmFnVlEZzdiIy6" alt=""><figcaption></figcaption></figure>

1. Customer Name: Full name of the customer (individual or company). <mark style="color:red;">Required</mark>
2. Customer No.: A unique identifier for the customer.
3. Account Executive: <mark style="color:green;">Defaulted as Creator.</mark> The person responsible for managing the customer relationship. This is typically the primary point of contact between the company and the customer, handling communication, sales, and account growth.
4. Customer Service Representative: The individual responsible for providing support to the customer, addressing inquiries, resolving issues, and ensuring a positive customer experience.
5. Customer Source: Indicates where or how the customer was acquired, such as through marketing campaigns, referrals, organic search, events, or partnerships. It helps track the effectiveness of lead generation efforts.
6. Customer Status: Describes the current state of the customer relationship, such as Intended Purchase, Close Follow, or Wait till further notice.
7. Customer Type: Categorizes customers based on their nature, such as Customer, High-Value Customer, and Lead.
8. Customer Attributes: Specific characteristics that define the customer, such as their preferences, behaviors, or other relevant data points. This field helps in segmenting customers for more personalized service.
9. Industry: Specifies the sector or field in which the customer operates.
10. Region: Refers to the geographic area where the customer is located.
11. Contact No.: The primary phone number for reaching the customer or their representative.
12. Fax No.: The fax number for sending or receiving official documents from the customer. Although less common today, this may still be relevant in some industries.
13. Official Website: The customer’s official company website, which can provide additional information about their business and serve as a point of reference for understanding their needs.
14. Legal Person: The individual legally responsible for the customer company, often the CEO or another executive who is accountable for contracts and legal matters.
15. Postal Code: The postal or zip code for the customer’s location. It is important for mailing purposes and verifying the customer's address.
16. E-mail: The primary email address for communicating with the customer. It is often used for sending important updates, documents, and marketing materials.
17. Company Address: The physical address of the customer’s company. This is used for shipping, billing, and any official correspondence.
18. Location: More specific information about the customer's geographic presence, possibly including coordinates or landmarks, useful for logistics or sales planning.
19. Company Size: Describes the scale of the customer’s company, usually categorized by the number of employees or other metrics like market share, which helps tailor sales and support strategies.
20. Annual Sales: The yearly revenue generated by the customer’s company. This metric is important for understanding the customer’s financial capacity and determining the potential business opportunity.
21. Create Date<mark style="color:green;">: Default as the date and time when the customer record is created.</mark> <mark style="color:red;">Cannot be modified.</mark>
22. Company Logo: Allow user to upload, view, edit, delete the customer's company logo.
23. Customer introduction: Allows the users to create a detailed introduction for the customer, with full customization capabilities for text and formatting.
24. Creator: <mark style="color:green;">Default current user that is creating the customer record.</mark> <mark style="color:red;">Cannot be modified.</mark>
25. Last Contacted Time: <mark style="color:green;">The date time of the latest record in the contact log.</mark> <mark style="color:red;">Cannot be modified.</mark>
26. Last back time: <mark style="color:green;">The most recent date time when the customer was returned from the assigned Account Executive back into the pool of available customers.</mark> <mark style="color:red;">Cannot be modified.</mark>
27. Days without contact: *<mark style="color:green;">Current Date - Last Contacted Time</mark>* <mark style="color:green;"></mark><mark style="color:green;">(If the customer was never contacted, the system will calculate based on the customer creation date).</mark> <mark style="color:red;">Cannot be modified.</mark>

**Remark:**

1. Customer No.: If the user did not assign a value for this, the system will automatically assign it with an increment from 1 based on C-NO-0000000001. It takes the maximum value of *customer\_id* of the auto-increment number and adds 1.
2. The customer name and customer number will be validated for their uniqueness; an error will be prompted if not.
3. Customer source, status, type, attribute, and industry can be managed in Settings > Dropdown box > CRM

<figure><img src="/files/eBAACinKqT5P8ymugjxH" alt=""><figcaption></figcaption></figure>

### 1.2 Field Setting

Path: CRM > Settings > Field Setting > Tab: Customer information > Form Design&#x20;

This page functions the same way as form design in the Workflow module.

<figure><img src="/files/ZCiqpzSwuXydy5iLUrME" alt=""><figcaption></figcaption></figure>

* This page allows the user to add and remove fields, set field attributes, configure the form layout, and sort, which includes sorting mode, list display, advanced query settings, fields for filtering, and other settings.

## 2. Similar Customer

This feature is implemented todetects similarities in customer names during data entry to prevent duplicate customer entries in the system.

### 2.1 Configuration

Form Design > Field: Customer Name > Control, under ***Display*** settings, make sure that the "Show similar customers" is checked to be available.&#x20;

<figure><img src="/files/j3ct337yIVinGAv0ywFs" alt=""><figcaption></figcaption></figure>

### 2.2 Result

#### **2.2.1 Enabled**

When "Show similar customers" is enabled, in create or edit customer mode, and the customer name is filled in, the system will display a list of similar customers.

<figure><img src="/files/aC0vxV9rxYgkv9Lh2L8v" alt=""><figcaption></figcaption></figure>

* The list will display the Customer Name. Account Executive, Customer Service Representative, Create Date and Last Contact Time.

#### **2.2.2 Disabled**

When "Show similar customers" is enabled, in create or edit customer mode, and the customer name is filled in, the system will not search for similar customer.

<figure><img src="/files/HSa8kb36qP7IV0FPSP0z" alt=""><figcaption></figcaption></figure>

### 2.3 Similar Customer List

<figure><img src="/files/nzofnH0Mtbm3lKhbERGi" alt=""><figcaption></figcaption></figure>

#### 2.3.1 View

**2.3.1.1 No permission to view the customer, but the user has applied for sharing.**

<figure><img src="/files/mFsfODAYq41gj3rWj4hy" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/kM9w9Lv9FGweTrXXdtag" alt=""><figcaption></figcaption></figure>

Error: "No view permission" will be prompted when the user click on the customer.

<figure><img src="/files/EQorTTuBCDaqs0dGZgR3" alt=""><figcaption></figcaption></figure>

**2.3.1.3 Have the permission to view**&#x20;

Click on the list data, a new page will be opened and the customer details will be displayed.

<figure><img src="/files/R1HSb8vpZBGr7VY8R4Bs" alt=""><figcaption></figcaption></figure>

#### 2.3.2 Pick Up

For customers who do not have an account executive and customer service executive can be picked up directly. Only for user who are in the pool, the user who are not in the respective pool will not see the "Pick up" button.

<figure><img src="/files/xjNSwqE4fUXkFZmB5bJi" alt=""><figcaption></figcaption></figure>

#### Remark:

Whether or not the pick up will be successful will be according to the settings in Pool Configuration [/pages/sbktA3nNKZVIJGX4F6qG#id-3.3-recycling-mechanism](https://eohelp.weaver.com.co/crm/pages/sbktA3nNKZVIJGX4F6qG#id-3.3-recycling-mechanism "mention").

#### 2.3.3 Request to Share&#x20;

Purpose: To have the permission to view the customer information by the current user.

Step 1: On the Similiar Customer List data row, click more, click "Sharing" to apply for the customer to be shared.

<figure><img src="/files/7PUe5M4j4WpXhQf3b66o" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/DCu6LGbggLWsBeJ9Ci3A" alt=""><figcaption></figcaption></figure>

Once the application has been approved, then the user will be able to view the customer.

Click on the "View application" to view the customer data.

<figure><img src="/files/LqMonuq5jWuHSfwIZfKn" alt=""><figcaption></figcaption></figure>

#### 2.3.4 Apply as CSR

As long as the current user is not the Customer Service Representative, they will be able to apply as one.&#x20;

Step 1:  Click "Apply Customer Service Representative"

<figure><img src="/files/0lBGacVCEtynzozWMQmn" alt=""><figcaption></figcaption></figure>

Step 2: Enter the \[Application reason] and click "Submit".

<figure><img src="/files/l6GmUiqNI0nGK1mEbEhS" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/CwMyl7zXYzDxV6DKQrGc" alt="" width="276"><figcaption></figcaption></figure>

When the application has not been processed, the current user will not be able to reapply (the process includes rejection and application deletion).

<figure><img src="/files/QWEInihk6woFTWLUzCRA" alt=""><figcaption></figcaption></figure>

**Request Approved**

<figure><img src="/files/sFyOlC1zuEVbCETw5MuJ" alt=""><figcaption></figcaption></figure>

**Request Rejected**

<figure><img src="/files/wViaIxaaB25g9IVGoIpN" alt=""><figcaption></figcaption></figure>

#### 2.3.5 Apply as Account Executive

As long as the current user is not the Account Executive, they will be able to apply as one.&#x20;

Step 1:  Click "Apply Account Executive"

<figure><img src="/files/eBS0Y81CGgmyJWrASUHN" alt=""><figcaption></figcaption></figure>

Step 2: Enter the \[Application reason] and click "Submit".

<figure><img src="/files/l6GmUiqNI0nGK1mEbEhS" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/CwMyl7zXYzDxV6DKQrGc" alt="" width="276"><figcaption></figcaption></figure>

When the application has not been processed, the current user will not be able to reapply (the process includes rejection and application deletion).

<figure><img src="/files/CkVBOm4nhEXmRh5vtaQC" alt=""><figcaption></figcaption></figure>

**Request Approved**

<figure><img src="/files/6pfL01yEy3oWTyFOvzqA" alt=""><figcaption></figcaption></figure>

**Request Rejected**

<figure><img src="/files/GyyzBTlaiQzTAGGW2u6x" alt=""><figcaption></figcaption></figure>


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