If you are using the Contact Management feature, the Contacts button appears at the top of the Location window. The Contacts feature is used to track people in addition to, or instead of, Contact Person 1 and Contact Person 2. For example, a company may need to track the building manager, janitor, office manager, and receptionist for each of its customer locations. Each contact person could have unlimited phone numbers attached to their contact record.

You can attach existing agency contacts and add local contacts to the location. Agency contacts are contacts that are common to multiple locations (e.g., fire and police department). Local contacts are contacts specific to one location.

Assigning an agency contact to a location

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and zoom on the Location Address ID field.
3. Choose Contacts.
4. Choose Attach Agency.
5. The postal code defaults from the Location window. To further limit the data in the scrolling window, use the lookup window to select a role type.
6. Double-click an agency contact in the scrolling window to attach it to the location. To detach an agency contact from a location, double-click the contact in the Location Contacts scrolling window. Choose the Detach button in the Contact Agency View window. See Creating agency contacts for instructions on setting up agency contacts.

Assigning a local contact to a location

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and zoom on the Location Address ID field. The Location window opens.
3. Choose the Contacts button. The Location Contacts window opens.
4. Choose Add Local. The Location Contact Setup - Local window opens.
5. Enter the contact's Telephone number. After tabbing off the field, the Contact Phone Setup window opens.
6. In the Contact Phone Setup window, use the lookup to enter a Phone Type.
7. Mark the Primary check box if more than one number exists for the Contact ID and you want this to be the primary number.
8. Add a Description if necessary.
9. Choose Save to return to the Contact Setup - Local window, and complete the following fields:
   • Contact Name
     Enter a Contact Name.
   • Contact Organization, Address
     This information defaults from the location window, but can be edited.
   • Roll Type
     Use the lookup button to select a Role Type.
   • Email Address
     Enter an email address.
   • User-Defined
     You may have labeled these fields during setup. See Labeling user-defined fields. If you chose to validate the first and second user-defined fields in the Location window during setup, lookup windows will be attached to the fields and users will be prompted before adding to the lookup data. See Choosing service options.
   • Primary
     Mark this check box if you want to allow this contact to create new calls in Customer Portal.
   • Quick Note
     Add a Quick Note, if desired.
10. Choose Save.

Assigning a local contact to more than one location

1. Choose the Contacts button in the Location window, then choose Add Local.
2. Enter an existing local contact phone number in the Contact Setup - Local window's Telephone field. Tab off the field. After tabbing off the Telephone field you receive the following message: This phone number has already been used. Do you wish to use current contact, add new, or cancel? If you choose Current, all the information for the existing local contact copies to the current location. If you choose New, you can add new local contact information while keeping the phone number from the existing local contact. Cancel returns you to the Contact Local - Setup window.

Assigning more than one telephone number to a local contact

1. Choose the Contacts button in the Location window.
2. Double-click an existing contact in the Location Contacts scrolling window.
3. Select and enter a new phone number in the Contact Setup - Local window.
4. When you tab off the Telephone field, the Contact Phone Setup window opens, where you can enter additional information for the phone number.