Contacts Page: Manage Contacts

This option lets you create contacts, edit their information, manage the categories they belong to, and delete them.

To go to the contacts page

1. Click Manage Contacts from the Contacts menu. The Contact List page opens.

 

To search for the contact

1.   Select the field to search from the Search In the drop-down field, enter the “to search for” word, letter, or numeric in the field and click Search. The records matching the search criteria are displayed. Note: You can also enter partial words, characters, or numeric characters.
2. You can click the Reset button to clear the search criteria.

 

Adding a contact

1. Click the Add New Contact link. The Add New Contact screen is displayed. Note: By default the Active Record? checkbox is checked.
2. Select the (An Organization / A Person) radio button for This Contact.

 

If the contact is an organization,

1. Enter the name of the organization in the Organization field.
2. Enter the official name in the Official Name field.
3. Enter the Tax ID / SSN number in the Tax ID / SSN field.
4. Enter the name of the manager in the Manager field.
5. Enter the name of the assistant in the Assistant field.
6. Enter the address of the website (URL) in the Website field.
7. Select the Report In 1099checkbox to report 1099 tax-related information.
8. Select the preference from the Preference drop-down field.
9. Click Save.

 

If the contact is a person, 

1. Enter the prefix in the Prefix field.
2. Enter the first name of the person in the First Name field. 
3. Enter the middle name of the person in the M.I. field.
4. Enter the last name of the person in the Last Name field.
5. Enter the suffix in the Suffix field.
6. Enter the official name of the person in the Official Name field.
7. Click on the Date of Birth field to select the date of birth.
8. Enter the Tax ID / SSN number in the Tax ID / SSN field.
9. Enter the job title in the Job Title field. 
10. Select the required department from the Department drop-down field.
11. Enter the name of the manager in the Manager field.
12. Enter the name of the assistant in the Assistant field.
13. Enter the name of the spouse in the Spouse field.
14. Enter the address of the website in the Website field.
15. Select the Report In 1099 checkbox to report 1099 tax-related information.
16. Select the preference from the Preference dropdown list.
17. Click Save. The saved record is displayed on the Contact List page.

 

Note: Fields marked with ‘*’ are mandatory fields.

Modifying contact details

This option allows you to modify the existing contacts on the Contacts List page.

To modify the contact details

1. Click the Details link of the corresponding contact. The Contact Details page is displayed. Note: A set of tabs also appear on the top of the page namely, Contact Info, Change Log, Related Claims, Permissions, and Documents. These are also explained in this topic at the bottom.
2. Click Edit all of this contact’s information link. This launches the multiple-step data entry wizard, which helps you to modify the information. Each section is displayed for modification in a sequence when the Next button is clicked.

 

Modifying the General Info section

1. Click the Edit link in the General Info section. The Edit Existing Contact screen is displayed. This is also the first screen that is displayed when you click Edit all of this contact’s information.
2. Modify the required details and click Save.

 

Modifying the Organization section

Note: If the Contact is an employee, the presence of a Client contact in this section is used as a trigger to bring this employee into the Manage Contacts’ Certification Screen. See Manage Contacts’ Certifications topic for more details.

1. Click the Edit link in the This Organization Contains section. The Update Related Contacts screen is displayed.
2. Select the required related contacts by selecting the checkboxes and clicking Save.

 

Note: You can also use the search feature to locate the required contact.

Modifying the Categories section

1. Click the Edit link in the Categories section. The Update Categories screen is displayed Note: The use of Contact Categories is highly recommended. This will facilitate the grouping and filtering of Contacts for reporting.
2. Select the required category by selecting the checkboxes and clicking Save.

 

Note: You can click select the Check All Items checkbox to select all the available categories. You can select the Un-Check All Items checkbox to deselect the selected categories.

To search for the category

1. Enter the category in the Search For field and click Search. The categories matching the search criteria are displayed.
2. Select the required category and click Save.
3. Click the Reset button to clear the search criteria.

 

Modifying the Phone numbers

1. Click the Edit link in the Phone Numbers section. The Manage Phone Numbers screen is displayed.

 

      2. Click the Edit link of the number to be deleted. The Edit Existing Contact Phone screen is displayed.

3.  Modify the required details and click Save.

To add a new phone number

1. Select the type of phone number from the Type of Phone Number drop-down field.
2. Enter the code of the country in the Country Code field.
3. Enter the phone number along with the extension in the Phone Number field. Note: Select the check box to make this number the primary phone number.
4. Click Add Number. The number is displayed in the Manage Phone Numbers screen.
5. Click Finish.

 

To delete the existing contact phone

1. Click the Delete link of the number you wish to delete. The Confirmation Message screen is displayed.
2. Click OK.

 

Modifying the Addresses Section

1. Click the Edit link in the Addresses section. The Manage Addressesscreen is displayed.

 

     2. Click the Edit link corresponding to the address. The Edit Existing Contact Address screen is displayed.

     3. Modify the required details and click Save.

To add a new address

1. Select the type of address from the Type of Address drop-down field.
2. Enter the address in the Address Line 1 and Address Line 2(if needed) field(s).
3. Enter the name of the city in the City field.
4. Select the state/province from the State/Province field.
5. Enter the ZIP code of the area in the ZIP Code field.
6. Select the country from the Country field. Note: Select the check box to make this address the primary address
7. Click Add Address. The address is displayed in the Manage Addresses screen.
8. Click Finish.

To delete the existing address

1. Click the Delete link corresponding to the address. The Confirmation Message screen is displayed.
2. Click OK.

 

E-Mails section

1. Click the Edit link in the E-Mails section. The Manage E-Mail Addresses screen is displayed. Note: The entry of an email address allows email communication with the contact on some screens.

 

       2. Click the Edit link of the E-Mail address to be modified. The Edit Existing Contact E-Mail screen is displayed.

       3. Modify the required details and click Save. 

To add a new E-Mail address

1. Select the type of email from the Type of E-Maildrop-down field.
2. Enter the email address in the E-Mail address field. Note: Select the check box to make this email address the primary address.
3. Click Add E-Mail. The address is displayed in the Manage E-Mail Addresses screen.
4. Click Finish.

 

To delete the existing email address

1. Click the Delete link of the email address you wish to delete. The Confirmation Message screen is displayed.
2. Click OK to delete the address.

 

We will now look into the information under the various tabs.

Change Log tab

The Change log tab displays the log information related to the changes made to the contact info tab. It shows the date of the change, who made the change, and what field was changed.

To view the Change Log tab

1. In the Contact Details page, click the Change Log tab. The Change Log tab is displayed.
2. Click the “Plus” button to expand the nodes to reveal more information and click the “Minus” button to collapse and hide the information.

 

Related Claims tab

If the Contact is a Claimant, this tab displays all claims associated with that contact.

Clicking on a claim from the Claim# column opens the Financial tab of that claim.

Permissions tab

The login details and permissions of the contact can be viewed and modified from the Permissions tab. The Permissions tab contains login information only if the contact is a user of the application. You can modify details such as the user id/password and activate or deactivate a user (if you have access to these credentials). Client access and Permitted functions also relate only to contacts who are users of the application.

To modify the permission details

1.   In the Contact Details page, click the Permissions tab. The Permissions tab is displayed.

 

Modifying the Login Info Section

The login section contains details such as the login credentials of the contact

1. Click the Edit link in the Login Info section. The Edit Existing User window is displayed.
2. Select or deselect the checkbox in the Is Active? field to activate or deactivate a contact. Note: The User Name field displays the current user name for the contact. This is the id that the contact uses to log in. The Password field displays the current password.
3. Make changes to the user name if required.
4. Make changes to the password if required.
5. Select the User Must Change Password checkbox if the user has to change the password when they log in the next time.
6. Click Save to save changes.

 

Modifying the permitted functions section

This section provides details about the permissions provided to the contact. Again, this section is relevant only for contacts who are users. It defines what permissions are available to that user.

1. Click the Edit link in the Permitted Functions section.

 

      2. The Edit Existing Permissions screen is displayed.

      3. Modify the required permission details and click Save.

Modifying the client access section

This section provides details about the clients and the line of business of the contact. Once again, this section is only relevant for contacts who are users. It will restrict access to only those clients/LOBs defined.

1. Click the Edit link in the Client Access section.

 

2. The Edit Existing Client Accessscreen is displayed.

3. Modify the required access details and click Save.