Add Companies and Contacts

The Company Directory keeps track of the names, addresses, and phone numbers of the people affiliated with the Companies you work with. Companies and Contacts added here are stored in the Contract Management database.

Add a new Company:

1. In the Project Information folder, click Companies to open the Company Directory log window.

2. Click to open a blank Company document window.

Add Company information on the General tab:

1. Enter an abbreviation for the Company in the Abbreviation field, and the full Company name in the Company Name field.

2. The Key Contact field is filled in once the first Contact is entered on the Contacts tab. You can change the key Contact later in the Contact dialog box.

3. In the Spec Section field, select an appropriate classification for this Company.

4. In the Role drop-down list, select the suitable role or function of this Company. Next, add the status information.

5. Set the BIC to the person in your Company responsible for this new Company's Action List items.

   • Use this feature only if Contacts in this new Company do not log into your system.

   • This is an advanced feature intended to prevent Action List items from being misplaced. In effect, it is similar to forwarding a phone call. It forwards documents addressed to this new Company to the person listed as the BIC. Leave this field blank if you are not sure.

Add a new Contact on the Contacts tab:

1. Click to open the Contact dialog box.

2. Enter the initials for the Contact.

3. Click next to the User Account field to select a valid user account to link to the Contact.

1. • 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.

   •  If the Contact will not be used in the document approval and document owner processes, ignore this step.

4. Enter the name, gender, title, and Employee ID information (as appropriate) for this Contact. The Salutation will be filled with the information that you entered in the Last Name and Gender fields. This salutation will be used on email messages set to the Contact.

5. Mark the Key Contact for this Company box if the Contact will be the key Contact.

6. Mark the Inactive box if the Contact you selected for BIC is not active.

7. In the Address section, enter all the appropriate information.

8. In the Phone Numbers section, enter all relevant numbers.

9. In the E-Mail Information section, enter the email address for the Contact. If you do not enter an email address, the Contact will not receive email notification of pending actions for which he or she is responsible.

10. In the Drawings section, select the Paper Size, and number of Copies for the Contact.

11. In the Issues section, click   to add any issues.

12. In the Attachments section, you can:

• Click the button to open the Attach File dialog box to attach a file to the document.

• Click the 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.

• Click the button to open the Attach URL dialog box to attach a Web address to the document.

13. When finished adding the Contact, either click Save & Close to add the Contact and close the dialog box, or click Save & Add Another to add another Contact.

14. Next, add any remarks, details, and issues.

Add Remarks, Details, and Issues:

1. Use the Remarks tab to enter any additional information about this Company or its Contacts.

2. On the Details tab, enter a Tax ID and Location for the Company. Mark the appropriate DBE, MBE, WBE checkboxes, if applicable. To link a contract to the Company, click Select to open the Select Contract dialog box.

3. On the Issues tab, click Link to open the Select Issue dialog box to link any issues to the Company as necessary.

4. Use the Attachments tab to attach any files or URLs to the Company as necessary.

• Click the button to open the Attach File dialog box to attach a file to the document.

• Click the 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.

• Click the button to open the Attach URL dialog box to attach a Web address to the document.

5. Click Save to save  your changes.

What do you want to do?

Create or Copy a Distribution List

Delete a Company or Contact

Enter E-mail address for your Contacts

Inactivate Companies and Contacts

Read about Distribution Lists

Read about E-mail notification for pending actions