This feature allows you to assign contacts for that location or contract,  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.

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create-contact-service-call create-contact-service-call

Creating a contact from the Service Call window

You can add a local contact from the Service Call window if you

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have Use Contact Management

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and Auto Create Location Contact on Service Call

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marked in Service Options. See Setting up Contact Management.

To add a contact from the Service Call window:

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and then

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1. click New Call.
2. Enter the Caller Name or use the lookup to select an existing contact.
   • If you

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1. • have entered an existing local contact, the telephone number and email address will populate once you tab off the Contact Name field.
   • If you've entered a contact name that is not in the master contact table, as soon as you tab off the Contact Name field, the

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1. • Service Contact

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1. • Management window opens.

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• Contact Name
  The Caller Name defaults into this field
• Primary Telephone
  Enter the contact's primary telephone number.
• Phone Type
  Select the phone type. See Labeling contact setup user-defined fields.
• Contact Organization
  The customer name defaults into this field. You can edit this information.
• Address, City, State, ZIP Code
  The customer address defaults into these fields. You can edit this information.
• Default Role Type
  Select the role type from the lookup window.
• Email Address/PIN Number/Customer Portal Report Folder
  This provides login information and application data if this contact is a Customer Portal user.
• USER-DEFINED
  Enter any user-defined information.
• Quick Note
  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.

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1. • Double-click the contact in the list that displays or choose New Contact to open the Location Contact Setup - Local window to add a new contact.  Complete the fields as needed and then choose Save to return to the Service Call window.

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You can add a local contact from the Service Call window if you have Use Contact Management and Auto Create Location Contact on Service Call marked in Service Options. See Setting up Contact Management.

To add a contact from the Service Call window:

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and then click New Call.
3. Enter the Caller Name or use the lookup to select an existing contact.
4. If you've entered a contact name that is not in the master contact table, as soon as you tab off the Contact Name field, the Location Contact Setup - Local window opens. 
5. Enter the following information, as needed:
   • Contact Name
     The Caller Name defaults into this field
   • Primary Telephone
     Enter the contact's primary telephone number.
   • Phone Type
     Select the phone type. See Labeling contact setup user-defined fields.
   • Contact Organization
     The customer name defaults into this field. You can edit this information.
   • Address, City, State, ZIP Code
     The customer address defaults into these fields. You can edit this information.
   • Default Role Type
     Select the role type from the lookup window.
   • Email Address/PIN Number/Customer Portal Report Folder
     This provides login information and application data if this contact is a Customer Portal user.
   • USER-DEFINED
     Enter any user-defined information.
   • Quick Note
     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.
6. Choose Save to save the contact information and return to the Service Call window.
7. Complete the rest of the Service Call window.
   • The contact will be saved as a master contact. For field information, see Creating a contact from Contact Management.
8. Complete the rest of the Service Call window.

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creating-a-contact creating-a-contact

Creating a contact from Contact Management

To create a contact:

1. Choose Cards > Service Management > Contact Management. 
2. In the Service Contact Management window, you can search to see if the contact already exists. 
3. To create a new contact, select the New Contact button on the toolbar to open the Contact Setup window. Any information that you entered in the previous window will default into the Contact Setup window.

4. Select the Contact Type:

   • Agency
     Agency contacts can be assigned to any number of contracts or locations, for example, within a fire or police department. 

   • Local
     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. You can create a local contact from this 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.
5. Enter the following information:
   • Contact Name
     Enter the contact name.
   • Primary Telephone
     Enter the contact's primary telephone number.
   • Phone Type
     Select the phone type. See Labeling contact setup user-defined fields.
   • Contact Organization
     Enter the contact organization.
   • Address, City, State, ZIP Code
     Enter the address information.
   • Default Role Type
     Select the role type from the lookup window.
   • Email Address/PIN Number/Customer Portal Report Folder
     This provides login information and application data if this contact is a Customer Portal user.
   • USER-DEFINED
     Enter any user-defined information.
   • Quick Note
     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.
6. Choose Save.

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