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NOTE: Once a valid contact record has been entered for a person, a new contact can easily be
entered for the same person by clicking the ‘Add new for same name’ button (Directly above the
Name field on the right side). Adding the record in this manner copies some of the data from the
original record into the new record so that the addition is faster and easier.
The screen shot to the right
shows a completed Cell Phone
contact record for an existing
employee.
Notice that the ‘Employee?’
check box is checked to
indicate that this contact is for
an agency employee.
Also notice that the portion at
the bottom marked ‘Cellular
Text Message Information’ has
also been completed so that
Text Messages can be sent to
Aaron Johnson’s cell phone via
the Contacts module.
Note also that after being
saved the completed contact is
displayed in the bottom portion
of the screen.
1) Name- For employees you should click the ‘Employee’ button to add the employee (Must have been entered as
an employee in the Personnel Manager). For Non-Employees, simply click the ‘Other’ button and the system will
unlock the name field for free-type text entry. All non-employee names should be entered last name, comma first
name so that all names are in the same format.
2) Person type- This field allows for the selection of certain standard person types, such as ‘Employee’ and
‘Deputy’, but will also accept free typed text so that you can assign a person to any person type that you wish.
Consider this field like a “Contact Group’. For instance, if you work with several vehicle maintenance companies,
and were entering a new contact for a salesman from one of these companies, you could
enter ‘Vehicle Salesman’ as the person type. Later, to locate this contact you could select to
display records by ‘Person Type’, and click on the ‘Vehicle Salesman’ person type in the list
to display all available vehicle salesman.
3) Contact Type- The contact type field must be filled by clicking the ‘Select’ button and
selecting an available contact type from the list. There are several available contact types to
choose from. For Cell Phones, you would select ‘Cell Phone’. To then enable cellular text
messages to be sent to that cellular number, fill out the bottom portion of the contact with
the cellular text information that is required.
4) Contact Info- This field is reserved for the actual contact information that you are storing, such as the actual
phone number, e-mail address or physical address.
5) Agency- This field can be used to store either an agency name or a business name in the case of a civilian
service business. Once an agency name has been entered, that name should be available from the drop down list
in future entries. If, when you enter this field, you begin typing an agency name that has been previously entered,
the name should be auto completed, at which time you can hit the tab key to enter the existing entry and move to
the next field.
Cellular Text Message Information fields
1) Carrier Name- This field simply denotes the carrier’s name and is also used to fill the SMS E-mail selection list. If
a user knows the SMS E-mail address for a given carrier, they could feasibly leave the Carrier Name field blank and
manually enter the SMS E-mail address in the corresponding field. However, if you select the carrier name from the
available selection list, you will find known SMS E-mail addresses for the selected carrier in the SMS E-mail
address selection list when you click it’s ‘Select’ button. To enable Cellular Text Messages for a Cell phone contact,
both the SMS E-mail and Cellular # fields must be properly completed.
2) SMS E-Mail- This field holds the back portion of the e-mail address required by the Cellular carrier to properly
route e-mails to Cell phones that use the Carriers. For instance, if you had an employee that used AT&T, you would
select ‘AT&T’ from the Carrier Name selection list. Then, on clicking the ‘Select’ button in the SMS E-Mail field,
another list would allow you to select ‘@txt.att.net’, which is the appropriate E-Mail address for AT&T users.
3) Cellular #- Most cellular companies require the cell phones number to be entered here for the Text messaging to
work properly. If the cell phone number is entered in the ‘Contact Info’ field above, the number should automatically
be entered in this field. This number can either contain or not contain dashes as the system will remove any dashed
in the phone number automatically.
Contacts Module Overview
Getting started with Contacts
Contact Record Data Entry Tips
Looking up a previously entered contact
Sending E-mails and text messages
)
Cellular Text Message Information fields
1) Carrier Name- This field simply denotes the carrier’s name and is also used to fill the SMS E-mail selection list. If
a user knows the SMS E-mail address for a given carrier, they could feasibly leave the Carrier Name field blank and
manually enter the SMS E-mail address in the corresponding field. However, if you select the carrier name from the
available selection list, you will find known SMS E-mail addresses for the selected carrier in the SMS E-mail
address selection list when you click it’s ‘Select’ button. To enable Cellular Text Messages for a Cell phone contact,
both the SMS E-mail and Cellular # fields must be properly completed.
2) SMS E-Mail- This field holds the back portion of the e-mail address required by the Cellular carrier to properly
route e-mails to Cell phones that use the Carriers. For instance, if you had an employee that used AT&T, you would
select ‘AT&T’ from the Carrier Name selection list. Then, on clicking the ‘Select’ button in the SMS E-Mail field,
another list would allow you to select ‘@txt.att.net’, which is the appropriate E-Mail address for AT&T users.
3) Cellular #- Most cellular companies require the cell phones number to be entered here for the Text messaging to
work properly. If the cell phone number is entered in the ‘Contact Info’ field above, the number should automatically
be entered in this field. This number can either contain or not contain dashes as the system will remove any dashed
in the phone number automatically.
Contacts Module Overview
Getting started with Contacts
Contact Record Data Entry Tips
Looking up a previously entered contact
Sending E-mails and text messages
