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Creating a new account

  • Open an account

    A name, an account category and either a city or an email adress are the only required fields for creating a new account, all further details are optional. Mandatory fields are underlined by default.

    1. Go to the Basis  Home tab on the function bar.
    2. Click on the dropdown triangle next to Adresseexpand Accounts and select neu New.
    3. A new account will open on the Adresse  General tab. All the basic details for this account can be entered on this tab. Further information can be found on additional tabs in the side navigation.
  • Enter a name for a private account

    Private accounts are the accounts of private customers, staff members or other individuals. They differ from business accounts in that they use name fields differently, are assigned to other categories, and do not have any added contact persons.

    1. Enter the last name in the Name field.
    2. Enter a Salutation, a Title (if applicable) and the First name to complete the letter salutation and address window. Select "None" in the salutation field to use only the first and last names for letters/emails. The auto-generated letter salutation will then be an ungendered "Hello First Name Last Name".
    3. The additional fields Name 2 and Name 3 can be used for longer names. Alternatively, click on the  expand dropdown triangle to use them as additional lines for Address 1and 2.
      Ex:
      Name: Mr and Mrs. Miller
      Adress 1: Old Paper Mill
      Adress 2: Staircase 3
  • Enter a name for a business account

    Business accounts differ from private accounts in that they use name fields differently, are assigned to other categories and can have several contact persons. Contact with customers is maintained through designated contact persons who are assigned in the company's account.

    1. Enter the company name in the Name field.
    2. Use the Name 2 and Name 3 fields to complete long company names, for name additions or departments.
      Note: For company accounts, never use the fields Salutation, Title or First name, which are placed before the name in the letter salutation and letter addresses.
      Ex:
      Name: National Institute of Health Research
      Name 2: Great Ormond Street Hospital
      Name 3: Clinical Research Facility
    3. Set an operational standard for company names to facilitate searches and evaluations.
      Ex: Decide whether "Hotel" should be set as part of the name or not. Alternatively, the field First name can be used for this purpose; it is placed in front of the name in the address window.
  • Check for existing accounts

    When entering a new account, aim to avoid creating duplicate records.

    1. Click on Check For Duplicates Check for duplicates next to the name field to get a list of all similar existing account names.
    2. If the name already exists, select that account with a double click on  Apply and confirm the message by clicking Close.
    3. If the name is not on the list, close the results window by clicking on  Abbrechen Overlay in the top right-hand corner of the window and go on to create a new account.
  • Select one or more categories

    Use account categories to filter search queries and evaluations. The categories are created on the Administration Administration tab under Administration Settings > Account Accounts > Account category labels.

    1. Tick at least one box to assign a category to the account in the middle of the input window.
    2. It is possible to select more than one category.
      Ex: An account is both a "Business account" and a "Supplier".
    3. The categories assigned to an account can be changed at any time.
  • Enter contact details

    The mandatory fields cover only the minimum requirements for customer contacts. Additonal input fields facilitate your customer communication.

    1. Either a City or an Email adress are required fields for creating a new account.
    2. Fill in further address fields and communication data - if you have and need them.
      Note: Set an operating standard for the spelling of addresses and telephone numbers.
    3. Bp Event will auto-suggest a suitable letter Salutation based on the existing data. Check whether the automatically generated suggestion makes sense and is correct, or add your own salutation to the expandable picklist.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window (Ctrl+S).
  • Assign keywords

    To assign additional tags to an account, use Keywords. These can be defined at will and include the date they were assigned.

    1. Enter individual keywords for tagging account. Keyword searches are to be found in the neu Advanced search options.
    2. Click on neu Add keyword and then either select a value from the expandable picklist or enter your own text. Using the picklist values makes for better sortability and comparability of entries.
    3. The assignment date defaults to the current date but can be changed manually.
    4. The number of keywords is unlimited. They can be both  deactivated and Aktiv reactivated.
    5. Keywords are also useful for automatically marking accounts that have received bulk mail or emails (Writing bulk mail).
    6. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create multiple new accounts

    If many accounts are created manually one after the other, use the Neu Mehrfach Multiple new menu option.

    1. Click on the small arrow next to Adresseexpand Accounts, and select Neu Mehrfach Multiple new to open a new account.
    2. Enter the account data as described above, then Speichern Schliessen Save and close (Ctrl+Shift+S). A new empty input window for the next account will open automatically.
    3. To end the series, click on Close window in the upper right-hand corner of the input window without previously entering any data.
  • Add suggested items to an account

    Make a note of sales items or packages that returning customers order frequently.
    Example: Mr Miller regularly orders Veuve Clicquot for his aperitif.

    1. Go to the star Suggested items tab in the side navigation to make a note of your customer's frequentl orders.
    2. In the horizontal toolbar, click on neu Add and enter the name of the item you want in the Search terms field.
    3. Click on suche Search to start the lookup process.
    4. Select one item by left-clicking (hold down the Ctrl key for multi-select) and click on  Apply to copy the items you want.
    5. Tick the box in the first column to add a recommended item to new event segments by default.
    6. Alternatively, click on th dropdown triangle next to neuexpand Add and select zwischenablage Clipboard > New Paste to copy one or more items that you have previously saved to the clipboard.
    7. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.