# Contact Manager

Contacts allow you to specify the details of any number of relevant contacts relating to your business.

Features

- No practical limit to the number of contacts that can be created
- One contact can be linked to multiple places within Accentis Enterprise
- Modification of contact details only needs to occur in one place
- Supports Pending delete status

Contact manager form

Module: System

Category: Contacts

Activation: Main > Database > Contacts manager

Form style: Multiple instance, SODA

Special actions available for users with Administrator permissions:

- View and edit deleted contacts with the Allow display of deleted records menu option.
- Change the User ID of the Entered by field of memos.
- Edit memos entered by other users.

Database rules:

- A contact cannot be deleted if it is used anywhere in Accentis Enterprise

Field definitions
Main

Contact ID

Reference: number, read-only, WYSIWYS

This number uniquely identifies a Contact within Accentis Enterprise. The Contact ID is automatically generated by the system after the first update of a Contact and cannot be changed for the life of the Contact.

If a Contact is deleted, its Contact ID will never be used again for another Contact.

First name

Reference: text(64), mandatory, WYSIWYS

This field stores the first name of the contact. This should be entered as you would expect it to appear on any printed material relating to the contact.

Last name

Reference: text(64), WYSIWYS

This field stores the last name of the contact. This should be entered as you would expect it to appear on any printed material relating to the contact.

Organisation

Reference: text(64), WYSIWYS

This field represents the organisation or business that the contact belongs to. If the contact is being created from another record, the Organisation will be automatically filled in with the relevant value.

Role

Reference: text(64), WYSIWYS

This is the role or roles of the contact within the organisation. For example: 'Salesperson' or 'Sales / Accounts manager'

Address

Reference: Address

This field allows you to select from the Address list for the linked Customer record.

If an address is selected here, and the same address is selected in the Billing details tab when creating a new sales document, this field is used to determine if this contact becomes the Attention contact

If there is no linked customer or no addresses set in the Addresses tab of the linked Customer, then this drop-down list will be empty.

Type

Reference: select from list, mandatory, HotEdit, WYSIWYS

This is the assigned type of the contact and is used to categorise contacts into definable groups. Each contact must be assigned a type, but these types can be freely defined to meet your requirements via the Contact types form.

Phone

Reference: text(20), WYSIWYS

This is the phone number on which the contact can be reached.

Mobile

Reference: text(20), WYSIWYS

This is the mobile number on which the contact can be reached.

Fax

Reference: text(20), WYSIWYS

This is the fax number on which the contact can be reached.

E-Mail

Reference: text(100), WYSIWYS

This is the E-Mail address by which the contact can be reached.

Web

Reference: text(100), WYSIWYS

This is the website address associated with the contact.

Memo

Reference: memo, expandable, WYSIWYS

This field is free text where you can enter as much or as little additional information about the contact as you like. This field is only used for reference purposes and serves to clarify details of the contact to anyone who views the notes.

Photo

Reference: Image

This displays a graphical image representing the record, which can then be used on the screen as a visual aid, or in reports which can then be printed, faxed or emailed to customers.

###### To add an image to a record

Right-click with your mouse in the image box, click on Select image from the popup menu and then select the image file required. Both JPG and BMP file types are supported.

###### If an image is not selected

If there is a .jpg or .bmp document attached to the record with the word photo in the file name, it will automatically be displayed as the image for that record.

If a record is part of a Product group, the image assigned to that product group will display by default.

###### Image sizing

Once an image has been added to a record, it is displayed fitted to the size of the image area. If the ratio of the image is not the same as the ratio of the image area, the image will be stretched to fit the image area.

If the full image is not required on the form, you can select the required section of the image by double clicking on it. This will display a full sized version of the image upon which you can highlight, via clicking and dragging the mouse, the area you wish to see by default on the form. The selection area will automatically snap to the same ratio as the display area on the form, so that when the selection is displayed, it will not be distorted due to stretching.

To reposition the highlighted area in the horizontal plane during selection, hold the control key down while moving the mouse.

The size of the image selected will impact on the speed at which you can cycle through records displayed on the form, particularly if the images are accessed over a network or the internet. It is recommended that only JPEG (compressed) images are used.

Last edit 06/09/23

Postal address

Reference: address

This is the postal address of the Contact.

Business / Residential address

Reference: address

This is the business and / or residential address of the Contact.

Views

Reference: list, read-only

The Views area on the Contact record provides a set of built-in reports that can be viewed just for that contact. The reports operate in many ways exactly the same as other searches (i.e. you can move columns, highlight, hyperlink, order data, etc.). The set of views for a customer is configurable: you may request that any other reports be added to this list, providing that the report doesn’t require additional filters (you will see that the views don’t accept any filters, just the Contact ID).

If you would like additional reports/lists added to customer views, contact Accentis Support.

Special menu
Allow display of deleted records

Reference: Menu

If set, this will display records that have been set as “Pending delete”. This means that a user has deleted them, but because they are linked to other data and historical records, they are not able to be properly deleted and are put into a “recycle bin”. Under normal circumstances you won’t see these records but the option to “Allow display of deleted records” will make them appear while this window is open. If you close the window, and reopen it, you will need to select the “Allow display of deleted records” option if you wish to see the pending-deleted records again.

Note: Once a record has been permanently deleted (that is, there are no linked records and the data has actually been removed), this option will not show those records.

See Pending delete for more information.

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