Contact Maintenance Subwindow

Document path Reference Contents > Customers > Contact Maintenance Subwindow

This subwindow provides for maintenance of Addresses and is allways associated with the Address Maintenance Subwindow on a master record maintenance window.

Windows that use this subwindow are:

For general information on the Address and Contact system, see the Address Maintenance Subwindow help.

Customers, Suppliers and Marketing addresses can have any number of contacts associated with them. The contact maintenance subwindow provides for viewing and editing a single contact record after selecting an address and then a contact from the list. If there are 5 or less addresses, select an address from the tab strip. If there are 6 or more addresses a dropdown list is provided for address selection.

To manage contact data use the three button functions or the context menu. With these you can Add add and Delete delete records and identify which is default to the address. Each master record (customer, supplier, etc) has one address that is used when others are not specified. This is known as the default address. Similarly for each address, if there are contacts, one will be default to that address. Use the Det To Default Set To Default button to set which contact is the default.

When changes are made, including deletes, no changes are made permenant until the master record is saved. Note that deleting a master record will lead to all it's addresses, contacts and links being deleted as well. Similarly, as contacts belong to specific addresses, deleting an address will lead to all it's contacts being deleted.

Contacts are optional to an address, whereas each master record must have an address.

Field

Description

Contact List

A list of all contacts for the selected address.

Mailable

Contacts. Contact can be mailed to (the default contact is always mailable). {ADCFILE.ADCMAIL boolean}

Title

Contacts. Salutation (eg Mr). {ADCFILE.ADCSALU char 15}

First name

Contacts. First name. {ADCFILE.ADCFIRS char 20}

Last name

Contacts. Last name. {ADCFILE.ADCLAST char 20 Idx}

'Dear'

Contacts. 'Dear' salutation for letters. {ADCFILE.ADCDEAR char 20}

The name that would be used to address the individual in a letter (e.g. Dear "Jack" or Dear "Mr. Marks").

Description

Contacts. Contact description for internal identification. {ADCFILE.ADCDESC char 60}

Job

Contacts. Job title. {ADCFILE.ADCJOB char 40}

Department

Contacts. Department within the business. {ADCFILE.ADCDEPT char 40}

Telephone

Contacts. Telephone number (typically coppied from ADRTEL). {ADCFILE.ADCTEL char 60}

Fax

Contacts. Fax number (typically coppied from ADRFAX). {ADCFILE.ADCFAX char 60}

Mobile

Contacts. Mobile telephone number. {ADCFILE.ADCMOBI char 60}

Home

Contacts. Home telephone number. {ADCFILE.ADCHOME char 60}

IP voice

Contacts. IP voice over Internet 'telephone' number. {ADCFILE.ADCIPTE char 60}

Email

Contacts. Email address (typically copied from ADREMAI). {ADCFILE.ADCEMAI char 120}

Comments

Contacts. Comments. {ADCFILE.ADCCOMM char 100000000}

Button

Action

Add Add

Add a new contact.

Delete Delete

Delete the current contact.

Det To Default Set To Default

Click to set the current contact as the default for the address.

Context Menu Item

Function

Add Add

Add Contact. Performs the same function as the Icon button.

Delete Delete

Delete Contact. Performs the same function as the Icon button.

Det To Default Set To Default

Set Contact as the Default. Performs the same function as the Icon button.

Clip Address Copy Contact to Clipboard

Using the formatting rules, copies the Address and Contact to the clipboard so that you can use it in other programs.

Print Letter Print Standard Letter...

Prints a Standard Letter for the selected Address and Contact. It opens the Standard Letter Selection window so you can select a letter to print.

Print Envelope Print Envelope...

Prints an Envelope for the selected Address and Contact.

Print 4x4 Label Print 4x4 Label...

Prints a 4x4 Label for the selected Address and Contact. It opens the 4 by 4 Label Position window so you can select a label position.

Tip TIP:

There are options that control the automatic addition of contacts for new master records that typically can form departmental document links, such as Accounts Department. optAdcCusAutoNew, optAdcDeaAutoNew and optAdcSupAutoNew apply to new Customers, Marketing records and Suppliers. These options apply when new master records are added.

You use them where you want to predictably have seperate contact addressing for particular documents. For example, Customer Statements should be addressed to the Accounts Department rather than the normal default contact.

To effect an option, set up an appropriate Contact on an existing master record and set up appropriate document links and formatting for it. This will be used as a 'model contact' from which the Job and Department and all document links will be coppied. This 'model contact' can be for any address in the same master file. You can setup multiple contacts that all will be coppied to the new master record. Once you have created your 'model contact(s)', make a note of their Id Numbers. You then add the option to the System Options and enter a comma-delimited list of the Id Numbers of your 'model contact(s)'.

After a master record is created with these options active the following rules apply:

  • Such auto-created contacts only apply to the default address of the master record.
  • The 'model contact' description is used to determine whether such a contact has already been created for the default address, and if so it is used.
  • The uniqueness of all copied document links is checked and they are only added if not already assigned for the master record and document type.
  • Any contact added has name fields and home phone number cleared.
  • Other telephone numbers, email address and comments are copied from the default contact for the default address of the master record.
  • If there is no default contact for the default address, the telephone, fax and email from the address is used for the copied contacts and the first added contact is set to the address's default contact.

Thes options operate with both Add and Duplicate in master maintenance windows, during data import with Data Transfer or within maintenance. It also operates when customers or suppliers are created from marketing records.

Drag-and-Drop Copy of Addresses and Contacts

You can copy an Address with all associated Contacts from one master record to another, for instance from a Marketting record to a Customer record, or between two Customers. This is achieved by drag-and-drop between to Maintenace windows, both with their Addresses or Contacts tab panes selected and the appropriate master records on view.

First open the master Maintenance window, find the record whose address you want to copy. Now open the Maintenance window of where you want to copy the address too. If it is of the same type, Customer, Supplier, Marketing, use the View menu option to open a second Maintenance window and then find the target master record. Move the windows so that the Addresses tab pane is visible behind the copy-from window.

Now click on the Tab (or address list if there are more than 5 addresses) of the address you want to copy, hold down the mouse and drag it over the Addresses tab of the target master record window, then release the mouse. The copy will be performed and Save and Revert buttons on the changed master record will be available to confirm or revert the process.

You can do the same thing with just a single Contact by dragging a line from the Contact List onto another master maintenance window's Contact tab.

See also: -

Compiled in Program Version 3.10. Help data last modified 22 MAY 2008 04:56. Class wAdcMaintSub last modified 14 MAR 2010 06:15:29.

Document path Reference Contents > Customers > Contact Maintenance Subwindow