Contact Type

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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

  1. Expand the “Configuration” menu on the sidebar navigation. 
  2. Expand the “Lists” menu under “Configuration”.
  3. Expand the “Type” menu under “Lists”.
  4. Select the “Contact” menu.
  5. Select “Add” to add a contact type.
  6. 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.
  7. 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

  1. Locate the contact type record.
  2. If the In Use column displays “Yes”, click the “Yes” text to view a report of all contacts categorized as this type.
  3. 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.
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