Contact Information
Accounts Receivable Menu -> Customer
Information -> Contacts
Accounts Receivable Menu -> Customer Site Information -> Additional Site Information window ->
Contacts
Search window -> Customer # field in documents ->
Customer Search -> ADD -
Add Customer On-the-Fly -> Contacts
Customer Contact Menu -> Customer
Contact Information -> Contacts
Texada Web Stand-Alone Menu -> TW -
Customer Information -> Contacts
Accounts Payable Menu -> Vendor
Information -> Contacts
This window can be used to setup contact information records for
the customer, the site or the vendor, with job titles, phone
numbers, email addresses, social media information, comments, and
document email flags.
When Cash Customers are added in the "Counter Documents" from
the Customer Search ->
ADD option, a new Contact can be automatically added
too if the Add Cash Customer Contact flag is set in the
Divisional Contract Parameters.
This can be useful to capture an email address for document
emailing.
Note: The values defined for each Contact can be manually
entered or captured by the Export/Import
Contacts utility and can also be updated in the FL- Contacts utility.
New Contact Social Media Types can be added
from the MEDIA TYPES button provided on the bottom of
the Export/Import Contacts screen and new
Contact Titles can be created through the
data import of the Export/Import Contacts
utility.
The contact fields include:
- Contact Information:
- CUSTOMER/VENDOR
- The customer name is displayed if the Contact
Information window is being viewed for a Customer or for a
Site, and the vendor name is displayed if the Contact
Information window is being viewed for a Vendor.
This is only display information for reference.
CONTACT ID
- In Add mode accept the next available contact number when
creating a new contact, or enter the contact number.
In Change mode to view an existing contact select it from the
drop-down box.
Unique Controls enforced on Contacts for Customer
Sites:
When the Contact information is accessed from the Customer Site Information, the following
applies:
- When a new Contact is added at the Site level, the
Associated to This Site box is checked automatically.
- When reviewing existing contacts, the contact list in the
drop-down box on the Contact ID field for Sites provides an
'Associated' column to identify any contacts already flagged as
Associated to this Site.
- If the selected Contact is not already associated with this
Site, the option is provided to "add this site" to the contact, and
if this is declined, then the Contact information is displayed but
cannot be modified.
- If the Contact is associated with All Sites per the
Customer Information flag, then the
Contact associate flag on a specific Site record cannot be
removed.
- Only Contacts unique to this site alone can be deleted at the
Site level, however when a contact is deleted at the Customer Information level then the contact is
removed from all associated sites.
- When a Site is deleted, the Contacts are not deleted as they
remain linked to the Customer Information
record.
ACTIVE
- Check this box if this contact should receive the document
emails.
Uncheck this box if this contact should not receive document
emails.
TITLE
- Enter the title of this contact, or select one from the
drop-down box as setup in Contact
Titles.
This is a mandatory field, so if a title is not important to this
contact, setup a blank title code in Contact
Titles.
NAME
- Enter the contact's name.
This is a mandatory field.
Note: All remaining fields in the contact information screen are
optional.
ADDRESS LINE 1
- Enter an optional address for the contact.
If more space is required, use Address Line 2.
ADDRESS LINE 2
- See Address Line 1.
CITY
- Enter the city for the contact or select one from the City Search window.
PROV/STATE
- Enter the province or state, to a maximum of 5 characters.
A window is provided listing the standard state and province
codes.
POSTAL/ZIP
- Enter the postal code or zip code.
A Required Document Information flag in the Company Contract Parameters can be set to ensure a
valid Postal or Zip code is entered matching the mask format
defined in the Currency Codes table for
the Customer or Vendor currency.
COUNTRY
- Enter the country code or select one from the drop-down list as
setup in Country Codes.
BIRTHDAY
- Enter the birth date of the contact.
COMMENTS
- Enter any comments specific to this contact in the Contact Comments window.
ALL SITES
- This field only applies to Contacts for Customers accessed from
Customer Information or Customer Contact Information, where it defaults to
being checked when new Contacts are added.
Check this box if this contact should be linked to all sites for
this customer, and this contact should receive the document emails
for all sites for this customer, as defined in the Email
Types section of the Contact screen.
Uncheck this box to select specific customer sites that should
be associated with this contact.
- SITES
- Enter the sites for this contact in the Contact Associated Sites window.
This Contact will only receive document emails for the associated
selected sites, with the exception of Statements as the statement
is usually across sites. Alls Contacts flagged to receive email
statements will receive all statements for the customer.
Any existing BLANK site number is valid.
ASSOCIATED TO THIS SITE
- This field only applies to Contacts for Sites accessed from
Customer Site Information.
Check this box if this contact should be linked to this
site.
Uncheck this box if this contact is not associated with this
site.
Note: If All Sites has been checked at the customer level
in Customer Information this box will be
checked and then disabled.
Phone/Email Information:
-
- WORK PHONE
- Enter the work telephone number for this contact.
- EXT
- Enter the associated work extension if applicable.
HOME PHONE
- Enter the home telephone number for this contact.
MOBILE PHONE
- Enter the cell telephone number for this contact.
FAX NUMBER
- Enter the fax number for this contact.
PRIMARY EMAIL
- Enter the contact's email address.
This address will receive any documents generated for this contact
from the automatic email document processes, as defined in the
Email Types section of the Contact screen.
Click on the envelope icon to the right
of the address to immediately send a message to this address using
Compose Email.
Note: Refer to Company Email
Configuration for information on the "Acceptable Email Address
Formats".
ALTERNATE EMAIL
- Enter a second contact's email address if appropriate.
This address is only used in the email document process if there is
no value in the Primary Email field.
Click on the envelope icon to the right
of the address to immediately send a message to this address using
Compose Email.
ALTERNATE EMAIL
- Enter a third contact's email address if appropriate.
This address is only used in the email document process if there is
no value in the Primary Email field or in the first
Alternate Email field.
Click on the envelope icon to the right
of the address to immediately send a message to this address using
Compose Email.
Social Media:
-
- Up to five Social Media types as defined company wide in the
Contact Social Media Types table, can be
listed in the Contact screen with additional media links available
in the Social Media window which can be
accessed by clicking the MORE button.
These fields can be used to capture the Contact's personal links
and addresses for Internet access to sites such as FaceBook,
Twitter, Web sites, etc.
Once the complete URL address is entered in the Social Media
field, double click on the field or click on the Link icon
to the right of the field to launch the corresponding web page.
e.g. https://www.facebook.com/Tiger
Other:
-
- Up to three Other types as defined company wide in the Contact User Defined Fields table, can be listed in
the Contact screen with additional links available in the Other window which can be accessed by clicking the
MORE button.
These fields can be used to capture the Contact's personal
information such as BBM, etc.
Email Types:
-
- When certain documents for a customer or vendor are to be
printed individually or from a batch, the document can be emailed
directly to the designated contacts for that customer or vendor,
according to the Contact's "association" with the Site or all
Sites.
Multiple Contacts can be flagged to receive the same documents.
Documents will only be emailed if the 'Use Contact Document
Emailing' feature is activated in the Company Email Configuration on the "Default
Settings" tab and the Contact is flagged as Active.
The exception to this restriction is the Satisfaction Survey
which will be emailed to relevant contacts when the feature is
activated in the Divisional Miscellaneous
Parameters and the survey is setup in the Customer Survey Configuration.
The emails will be sent to the address defined in the Primary
Email field, and if there is no value in that field the emails
will be sent to the first Alternate Email and if no value in
that field they will be sent to the second Alternate Email
address. If there are no addresses defined for the Contact, no
email will be sent.
This Email Types field can be used to select the documents
that should be emailed to an Active Contact.
Check the All Documents box if all documents for this
customer/site should be emailed to this Contact, or select the
specific documents that this Contact should receive.
Documents for Vendors include:
-
Documents to Email for Customers:
- ALL DOCUMENTS
- Check this box if this contact should receive emails for all
document types.
Uncheck this box to select specific document types to be
received.
Customer document types include:
- Contracts
- Pickup Ticket
- Invoices (Excluding Cylinder Invoices and Operator Time Charge
Invoices)
- Quotations
- W.O. Estimates
- Delivery Ticket
- Statements (Including Statement printed from Customer Account Inquiry)
- Reservations
- Work Orders
Click MORE to access additional document Email Types including:
Vendor document types include:
Resulting Emails:
The Subject line of the message that is generated in the Compose Email defaults from the Default
Subject defined in the Company Email
Configuration on the "Default Settings" tab.
All Contact emails including automated emails are tracked in the
View Email Log.
Note: This feature is disabled for the blank Customer or Vendor
as documents cannot be emailed for blank customer/vendor.
Finished?
- Click ACCEPT to accept the information, or CANCEL to
abort.
ACTIONS:
Additional actions provided by buttons on
the Contact Information screen include:
- Link an Image or Document to the Contact:
Click the ATTACHMENTS button to link external
documents or images to this contact record, using the File Attachments window.
A warning is triggered that the attachment processing has not
been configured, when there is no attachment directory defined in
Company Miscellaneous Parameters.
-
Delete a Contact:
Click the DELETE
button from the Contact ID field then click the
DELETE button to delete a Contact that is not longer
required.
Confirmation is required to complete the deletion.
Note: A Contact cannot be deleted for a specific Site, if that
Contact is also associated with any other Site.
When a Contact is deleted from the Customer, then it is
automatically deleted from all Sites as well.
Topic Keyword: RSCI01 (4364)