Contacts

Modified on Thu, 07 Jan 2016 08:52 by tpaeglis — Categorized as: Address Book

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   General Information
      Fields/Filters
   All Fields
   Details
      Fields/Filters
   Find
   Task Alerts
   Roles
   Drop Down Menu options
   Event Alerts

General Information¶

Default Menu Location Maintain >> Address Book >> Contact

Screen Name CONTACT

Contacts- Main Screen

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

Click here to see Contact Icon

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 with a selected 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 through a selected Email program

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

Click the Web Page link to view the web page for the company

Attributes: Attributes that have been assigned to the contact are visible in lower right-hand box. For details on editing see: Contact Attributes - Alerts & Editing

All Fields¶

Contacts- All Fields Screen

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¶

Contacts- Detail Screen

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¶

Contacts- Find Screen

When only a portion of the person's information is known, use the Find tab to zero in on a contact.

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

The results grid at the bottom of the screen will be populated with all of the matching information. Then to view any additional information assciated with a contact in the results double-click on the contact, to be directed to the Main tab.

Task Alerts¶

Contacts- Task Screen

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¶

Contacts- Event Alerts Screen

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