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If you marked the Use Contact Management option in Service Options, the Contacts button appears at the top of the Location and Maintenance Contract windows. This feature allows you to assign contacts for that location or contract, in addition to, or instead of, Contact Person 1 and Contact Person 2. For example, you may want to have contact information for the building manager, janitor, office manager, or receptionist for each customer location. You can assign unlimited phone numbers to each contact record.

Agency contacts can be assigned to any number of contracts or locations, for example, within a fire or police department. Local contacts are specific to one location. If you are using Signature Customer Portal, this is where you set up your customers to use the portal. Note:

Note
To add agency contacts,

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the Agency Contact Additions

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check box must be marked on the User Profile window.

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See Setting up security.

1. Choose Cards > Service Management > Contact Management. The Contact Setup window opens.

2. Mark the Agency radio button. 

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1. Note
   You can also create a local contact from the Contact Setup window; however, keep in mind that you cannot attach a local contact to a location or maintenance contract from the Contact Setup window. We recommend that you create local contacts at the location- and contract-record levels.

   
   

2. Enter the contact's phone number, and tab off the field. The Contact Phone Setup window opens.
3. Use the lookup to choose a Phone Type. See Labeling contact setup user-defined fields.
4. Mark the Primary check box if you want this phone number to appear with this contact ID.
5. Add a Description if desired.
6. Choose Save to return to the Contact Setup window.
7. Enter a Contact Name, Organization, and address information.
8. Select a Default Role Type from the lookup list.
9. Enter user-defined information.
10. The E-mail Address, PIN Number, and Customer Portal Report Folder fields provide login information and application data if this contact is a Customer Portal user.
11. Use the Quick Note window to enter notes and other information. Unlike attached notes created with the notepad button, a quick note is always visible in the Contact Setup window.
12. Choose Save.

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Creating additional contacts with the same telephone number

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1. Choose the Contact Type.
2. Enter the Contact Name.
3. Enter the Telephone number.
4. When you tab off the Telephone field, a message displays "This phone number has been used. Do you want to continue?"
5. Choose Yes.
6. The Contact Phone Setup window opens, with the original phone information defaulting in. Choose Save to return to Contact Setup.
7. Choose Save.

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