Contact Type Maintenance

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

Purpose

Set up contact types for contact groups.

Overview

Use Contact Type Maintenance to set up types of contacts. Every contact must be associated with a contact group and contact type combination. A contact group determines what users or user groups have access to contacts in the group and what kind of access (View, Update, Create, or Delete). A contact type is a categorization tool so that you can view all contacts within a categorization.

Before setting up contact groups, determine what security you want to have for contacts. For example, if accounting contacts are not allowed to be seen by sales people, then you might have a separate contact group for accounting personnel, with contact types of Credit, Collection, etc. A contact type can then be selected when contacts are created in Contact Maintenance.

Note By default, there is a DEFAULT contact type for each contact group.

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

Creating a New Contact Type

To define a new contact type:

Click the New button in the ribbon.
Enter a contact group in the Contact Group field.
Enter a name for the contact type in the Contact Type field.
Enter a description of the contact type in the Description field.
If you want to require users to enter the contact's address, city, postal code, email address, and/or fax number for the contact type, select the appropriate check box in the Require Fields section.
Click the OK button in the ribbon. The contact type is created.

Updating a Contact Type

To update a contact type:

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

Deleting a Contact Type

To delete a contact type:

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

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

Viewing Contact Groups and Contact Types

You can display all contact groups and contact types in the Selected Contact Group and Types grid, or you can display a specific contact group and contact type. If you want to display a specific contact group and/or contact type, clear the All Contact Groups and/or All Contact Types check boxes, enter the contact group and/or contact type, and click the Show Data button in the ribbon.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Contact Type Maintenance window.
New	Click this button to create a new contact type. This button is only available if the Main tab is displayed.
Update	Click this button to update the selected contact type. This button is only available if the Main tab is displayed.
Delete	Click this button to delete the selected contact type. This button is only available if the Main tab is displayed.
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.
Show Data	Click this button to refresh contact group and type data in the Selected Contact Groups and Types grid. This button is only available if the Inquiry tab is displayed.
First	Click this button to display the first contact type. This button is only available if the Main tab is displayed.
Prev	Click this button to display the previous contact type. This button is only available if the Main tab is displayed.
Next	Click this button to display the next contact type. This button is only available if the Main tab is displayed.
Last	Click this button to display the last contact type. This button is only available if the Main tab is displayed.

Fields and Buttons

Field or Button	Description
Contact Group	Enter a contact group, or click the Lookup button to select an existing contact group. For information on setting up contact groups, see Contact Group Maintenance.
Contact Type	Enter a name for the contact type, or click the Lookup button to select an existing contact type.

Main Tab Fields and Buttons

Field or Button	Description
Description	Enter a description of the contact type.
Address 1	Select this check box to require users to enter the first line of the contact's address when entering a contact assigned to the selected contact type.
City	Select this check box to require users to enter the city of the contact's address when entering a contact assigned to the selected contact type.
Postal Code	Select this check box to require users to enter the postal code of the contact's address when entering a contact assigned to the selected contact type.
Email Address	Select this check box to require users to enter the contact's email address when entering a contact assigned to the selected contact type.
Fax	Select this check box to require users to enter the contact's fax number when entering a contact assigned to the selected contact type.

Inquiry Tab Fields and Buttons

Note This tab is disabled if you are creating, editing, or deleting a contact type.

Field or Button	Description
All Contact Groups	Select this check box to display contact types for all contact groups. This check box is selected by default. If you want to only display contact types for a single contact group, clear this check box, then enter the contact group, or click the Lookup button to select a contact group.
All Contact Types	Select this check box to display all contact types. This check box is selected by default. If you want to only display a single contact type, clear this check box, then enter the contact type, or click the Lookup button to select a type.
Selected Contact Groups and Types	This grid displays contact types based on the selected filter criteria after you click the Show Data button in the ribbon. Double-click a contact type to select it and display information for it on the Main tab. This grid includes the following columns: Contact Group - This column displays the name of the contact group for each contact type. Contact Group Description - This column displays the description of the contact group for each contact type. Contact Type - This column displays the name of each contact type. Contact Type Description - This column displays the description of each contact type.