Editing Contacts

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You create or modify contacts using the contact editor. The usual way to open the editor is to click New Contact or Edit in the View section of Coding Definitions | Contacts.

The contact editor window contains the following:

Details section: Shows basic information for the record.

Name: The name of the contact person.

Business Phone: The person's business phone number.

E-mail: The person's e-mail address.

The Contacts record should contain the person's e-mail address in the format that is used when that person sends out e-mail. (In some organizations, a person might have multiple aliases that all go to the same mailbox. Mail sent from that box is always sent from a specific e-mail address; that's the address which should go into the Contacts table.) This is particularly important when contact records are associated with requestors.

Home Phone: The person's home phone number.

Pager: The person's pager number.

Mobile Phone: The person's cell phone number.

Fax: The person's fax number.

WEB Page: The person's web page address.

Location: The person's location. You give this address by specifying a record in the location table. For more on locations, see Locations.

User: A read-only field giving the Windows user name associated with this person, if any. For more on user records, see Users.

Comments: Any comments you want to record about this person.

Contact Functions section: Lists other tables where the selected contact person appears. For example, if the person is a requestor, the Contact Functions section will indicate that the person appears in the Requestors table.

The buttons in the Contact Functions section let you assign new functions to a person. For example, if you click New Requestor, a window opens so that you can add this person to the Requestors list.

If a contact record has no listed contact functions, it refers to a contact in a vendor record (e.g. sales contact or accounts payable contact). For more on vendors, see Vendors.

Units section: Lists units with which the selected person is associated. (Every unit may have an associated contact person.) For more on units, see Units.

Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.

Save & New: Saves the current record and sets up the window for you to enter a new record. Fields in the new record will be blank or set to default values.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

For more on contacts, see Contacts. For more on viewing contacts, see Viewing Contacts. For more on editors in general, see Using Editors.

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