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.

Creating a contact from the Service Call window

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.

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.

Creating additional contacts with the same telephone number

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.

Buttons on this window

• Find
  Select Find to open the Service Contact Management window where you can use the lookup fields to locate the contact. See Searching for an existing contact.
• Location
  Select Location to view locations the contact is assigned to. If this is a new contact, no locations will be assigned to it.
• Contract
  Select Contract to view maintenance contracts the contact is assigned to. If this is a new contact, no contracts will be assigned to it.
• Group
  This button is used with Customer Connect.
• Mass Assign
  Select Mass Assign to open the Mass Assign Contacts window. You can mass assign or unassign the contact to locations and/or contracts. See Assigning contacts to locations.
• Print
  Select Print to open the Print Contact List window. You can print all contacts or a range of contacts and can choose from the following reports:
  • Summary - Prints the basic contact information including the name and address.
  • Detail - Prints all of the contact information including the name, address, phone information, and email address.
  • Labels (2 column) - Prints the contact address information in a two column label format.
  • Labels (3 column) - Prints the contact address information in a three column label format.