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Page Revision: Thu, 13 Aug 2009 16:01

Table of Contents [Hide/Show] Default Menu Location Main    Fields/Filters All Fields Details    Fields/Filters Find Task Alerts    Roles    Drop Down Menu options Event Alerts

Default Menu Location¶

Maintain >> Address Book >> Contact

Contact screen is used to view, edit, and add new users/contacts.

Main¶

Contact - Main

You may add new contacts or edit existing contacts information on this Main tab.

Fields/Filters¶

Full Name: Full name of the contact person

Job Title: Contact’s official job title

Company: Company where the contact person works (Companies may be added/edited/deleted in the Organization Screen)

Address: Addresses for the selected contact person

• Clicking the Address button will label the street address, city, state, and zip code in a pop-up window
• Clicking the Arrow button will toggle between Business and Home addresses
  

Phone numbers: There are four available fields for phone numbers of the selected contact person

Email: Email address of the selected contact person

• Click the Email link to automatically prepare an Email message to be sent to the person via your Email program
  

TxtMsg Add: The text message address of the selected contact

• Click the TxtMsg Add link to prepare a text message to be sent to the contact’s cell phone via your Email program
  

Web Page: The web page URL of the contact’s organization

• Click the Web Page link to view the web page via your Internet browser
  

Attributes: Attributes that have been assigned to the contact

All Fields¶

Contact - All Fields

• All Fields tab is to review the information
  

• Information on this tab cannot be edited
  

• It shows how all of the fields in the Contact Screen are completed
  

Details¶

Contact - Details

Details tab contains additional information about the selected person.

Fields/Filters¶

Department: The department in which the person works

Office: At which office, if there are branch offices, is the person located?

Profession: Occupations

College: School the person attended

Birthday: Person’s date of birth

Anniversary: Person’s date of marriage

Nick Name: Nick name for the contact

Spouse’s Name: Person’s spouse

Reference ID: A reference ID that can be used for integration into another software package

AcctSPCode: A reference ID that can be used for integration into an accounting software package

Manager’s Name: The name of the person’s immediate supervisor

Assistant’s Name: Coworker that normally answers the phone when the person is not available

Assistant Phone: Phone number to the assistant

Special Interest: Special interest for the person

Things to avoid: Things not to avoid with the person

Hobbies: Things the person enjoy doing

GL Group: The General Ledger group

Find¶

Contact - Find

When you only know a portion of the person's information, you can use Find tab to help you zero in on the person you're looking for.

Type in any of the known information into the fields labeled Name, Company or Phone. Then click "Find Now!"

The results grid at the bottom of the screen will be populated with all of the matching information. Double-clicking on a person in the results grid will take you back to the Main tab and display all of the information associated with that person.

Task Alerts¶

Contact - Tasks Alerts

Alerts tab is used to notify different alerts to users.

• To change alerts, click Edit and select the appropriate method
  

• To change notifications method, keep selecting from the list until the correct notification method is displayed
  

Roles¶

• Resource: Someone who is assigned to a task
  

• Contract Manager: Manager for the contract or a selected task
  

• Project Manager: Manager for the project or a selected task
  

• Sales Person: Salesperson assigned to the customer or a selected task
  

• Other: On the Alerts tab of the Task Entry Screen, a person added to the alerts section
  

• Creator: User who created a task
  

Drop Down Menu options¶

• Assign: The person will be notified when they are assigned to a task
  

• Billed: The person will be notified when they are assigned to the task and the task is billed
  

• Create: The person will be notified if the task is drawn on the schedule to be assigned to them
  

• Due Date: The person will be notified when they are assigned to the task and the task's Due Date expires
  

• Edited: The person will be notified when they are assigned to the task and the task is edited
  

Event Alerts¶

Contact - Event Alerts

Event Alert is used to send email templates based on existing event(s).