Contact Dialog Box

Use this dialog box to record details about a new contact. The first entry should be the key contact specified in the document window.

Click the Spelling button to spell check the document.

This topic describes the following:

• Contacts

• Address

• E-mail Information

• Drawings

• Issues

• Attachments

• How to access this dialog box

• For additional help

Contacts:

Initials

Enter the initials of the contact.

User Account

Click next to the User Account field to select a valid user account to link to the contact. This is necessary in order to use a contact in the document approval and document owner processes. One user account can have multiple contacts linked to it.

Title

Select the title of the contact.

First Name

Enter the first name of the contact.

Middle Name

Enter the middle name of the contact.

Last Name

Enter the last name of the contact.

Suffix

Enter the suffix for the contact name (for example: Jr., Sr., Esq.).

Full Name

Enter the complete name information for the contact.

Gender

Select whether the contact is male of female.

Job Title

Enter the contact's role or position in the company.

Employee ID

Enter the contact's tax identification number, if applicable.

Salutation

Enter the salutation that will appear on correspondence sent to this contact.

Key Contact for this Company

Mark this checkbox if you want this contact to be the key contact for the company.

Inactive

Mark this checkbox to inactivate (disable) this contact without deleting it. When a contact is made inactive, it does not appear in dialog boxes and drop-down menus that contain lists of contacts. The contact remains in the database, but does not appear in the lists. To activate the contact so that it appears in lists of Contract Management contacts, clear the Inactive checkbox.

Notes:

• The key contact for an "active" company cannot be made inactive. You can, however, inactivate other contacts for an active company.

• If an approver is made inactive, any documents remain approved.

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Address:

Location

Describe the address location, such as OFFICE, HOME, or SITE.

Line 1 - Line 3

Use as many lines as necessary to enter all the details of the contact's street address.

City/State/Country/Postal Code/Country Code

Enter the appropriate information in each field.

Phone Numbers:

Enter the appropriate telephone number information in each field.

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E-mail Information:

Address

Enter this contact's e-mail or Internet address, as appropriate. The e-mail address is required for the contact to use Contract Management 's e-mail functions.

Drawings:

Paper Size

Select the drawing size the contact prefers.

Copies

Enter the number of copies the contact should receive for each drawing.

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Issues:

Click to open the Select Issue dialog box to link an issue to the contact.

Issue Title and Name

The names and titles of issues linked to this contact.

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Attachments:

button

Click this button to open the Attach File dialog box to add an attachment to this contact.

button

Click this button to open the Attach Document dialog box, which you can use to attach a document from the content repository. These documents are external to Contract Management , and are not part of the documents created in Contract Management. This button will not display unless the  administrator set the Contract Management project content management properties to use the Repository. See Configure the Content Repository Document and Attachment Version Feature for more information.

button

Click this button to open the Attach URL dialog box to attach a Web address. You can also launch an attached document or URL in its native application or delete an attachment.

Note:

If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.

Attachment

The name of the attachment associated with this contact. Click to open the attachment.

Subject

The subject of the attachment.

Location

The location to which the file is uploaded.

Path

The full path to the file.

File Size

The size of the attached file.

Date Attached

The date the file was attached.

Attached By

The user who attached the file.

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How to access this dialog box:

Do one of the following:

• Click the button.

• Click the button on the Contacts tab.

• Choose Add Contact from the Select an action drop-down menu, in the Company document window.

For additional help:

For additional help, click the Show link at the top left corner of this help topic. Use the Contents, Index, or the search utility to find additional help.

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