A “contact” represents a person or company that you want to track, such as an employee, a vendor, and a contractor. The contact type represents the state of the contact’s employment or relationship to the records in the database.
Add a new contact type
- Expand the “Configuration” menu on the sidebar navigation.
- Expand the “Lists” menu under “Configuration”.
- Expand the “Type” menu under “Lists”.
- Select the “Contact” menu.
- Select “Add” to add a contact type.
- Populate the fields. Data fields with an asterisk (*) are required.
- Name*: Enter the name of the type of contact.
- Allow Email Addresses: Toggle on if this contact type allows the storage of email addresses.
- Allow Phone Numbers: Toggle on if this contact type allows the storage of phone numbers.
- Allow Addresses: Toggle on if this contact type allows the storage of addresses.
- Allow Employee Contacts: If the contact is a company, toggle on to allow this contact type to have employees.
- Allow Managed Contacts: If the contact is a person, toggle on to allow this contact type to have managed employees.
- Allow Asset Associations: Toggle on if this contact type allows associations to assets.
- Allow Correspondence: Toggle on if this contact type allows the storage of correspondence.
- Allow Document Associations: Toggle on if this contact type allows associations to documents.
- Description: Enter a description of the type of contact.
- External Identifier: Enter a unique identifier that represents this record in an external system.
- Select “Save” upon completion.
Sections and attributes
See Sections and Attributes for instructions on how to create and manage sections and their attributes.
Manage contact types
- Locate the contact type record.
- If the In Use column displays “Yes”, click the “Yes” text to view a report of all contacts categorized as this type.
- To the right of each record, under the Actions menu, you may:
- Edit the contact type.
- Download the contact type definition for import into another database.
- Copy the contact type to immediately create a duplicated record in the database. When used, update the new name of the copied record to a unique value.
- Delete the contact type. You may delete types only when they are not in use at any record.