Contact Group Maintenance

Menu Path: System Administration $Images\bluerarw.gif$ System Setup $Images\bluerarw.gif$ Contacts $Images\bluerarw.gif$ Contact Group Maintenance

Purpose

Set up contact groups.

Overview

Use Contact Group Maintenance to add, edit, and delete contact groups. A contact group determines what users or user groups have access to contacts in the group, and what kind of access (View, Update, Create, and/or Delete). Every contact must be associated with a contact group.

Before setting up contact groups, determine what security you want to have for contacts. For example, if credit and collection contacts are not allowed to be seen by sales people, then you should have a separate contact group for credit and collection personnel. A contact group can then be selected when contacts are created in Contact Maintenance.

Note By default, there is a Default contact group. Every user and user group should have some access to this contact group, unless they have been set up with access to another contact group.

For database information for this window, see Contact Group Maintenance Database Information.

Creating a New Contact Group

To define a new contact group:

Click the New button in the ribbon.
Enter the name for the contact group in the Contact Group field.
Enter a description of the contact group in the Description field.
If you want to allow users in the contact group to view, create, update, or delete contacts, select the appropriate check boxes.
Select a user or user group you want to assign to the contact group in the Non Group Members grid.
Click the Add button.
Repeat steps 5 to 6 for all users and user groups you want to assign to the contact group.
Click the OK button in the ribbon. The contact group is created.

Updating a Contact Group

To update a contact group:

Enter the contact group in the Contact Group field.
Click the Update button in the ribbon.
Edit the contact group.
Click the OK button in the ribbon. The contact group is updated.

Deleting a Contact Group

To delete a contact group:

Enter the contact group in the Contact Group field.
Click the Delete button in the ribbon.
Click the OK button in the ribbon. The contact group is deleted.

Note A contact group cannot be deleted if it has been used for a contact.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Contact Group Maintenance window.
New	Click this button to create a new contact group.
Update	Click this button to update the selected contact group.
Delete	Click this button to delete the selected contact group.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
First	Click this button to display the first contact group.
Prev	Click this button to display the previous contact group.
Next	Click this button to display the next contact group.
Last	Click this button to display the last contact group.
Contact Types	Click this button to display Contact Type Maintenance, which allows you to set up contact types for contact groups.

Fields and Buttons

Field or Button	Description
Contact Group	Enter a name for the contact group, or click the Lookup button to select an existing contact group.

Main Tab Fields and Buttons

Field or Button	Description
Description	Enter a description of the contact group.
View	Select this check box before adding a user or user group to the contact group to allow users to view contacts.
Create	Select this check box before adding a user or user group to the contact group to allow users to create contacts. This check box is only enabled if you select the View check box.
Delete	Select this check box before adding a user or user group to the contact group to allow users to delete contacts. This check box is only enabled if you select the View check box.
Update	Select this check box before adding a user or user group to the contact group to allow users to update contacts. This check box is only enabled if you select the View check box.
Non Group Members	This grid displays users and user groups that are not members of the contact group.
Add	Click this button to add the selected user or user group in the Non Group Members grid to the Group Members grid. Note Before clicking this button, select the appropriate access options for the user or user group.
Add All	Click this button to add all users and user groups in the Non Group Members grid to the Group Members grid. Note Before clicking this button, select the appropriate access options for the users and user groups.
Remove	Click this button to remove the selected user or user group from the Group Members grid.
Remove All	Click this button to remove all users and user groups from the Group Members grid.
Group Members	This grid displays users and user groups that are members of the contact group.
User Or User Group	This grid displays all users and user groups in the contact group, and the contact options for the users and user groups. If you are in Update mode, you can change the contact options. This grid includes the following columns: User or User Group - This column displays the users and user groups in the contact group. View Contact - Select the check box in this column for users and user groups that are allowed to view contacts for the contact group. Update Contact - Select the check box in this column for users and user groups that are allowed to update contacts for the contact group. Create Contact - Select the check box in this column for users and user groups that are allowed to create contacts for the contact group. Delete Contact - Select the check box in this column for users and user groups that are allowed to delete contacts for the contact group.