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User Guide: Contact Database

Managing Contacts using within the Contact Database Module. Create and share a single database of Contact information with your team.

Terms of Use

This document is provided under the terms outlined in the Integrated Business Applications End User License Agreement.

If you do not understand, accept and agree to be bound by the End User License Agreement, do not use this document or any of the procedures discussed herein.

You should read this document from beginning to end before proceeding with the procedures or steps discussed and or outlined.

Please report any errors and or omissions by e-mailing our Technical Support Team at service@ascs.ca.

Audience

This document in designed for the Integrated Business Applications End User. This person should be proficient in the use of standard web browser but will not require advanced technical knowledge.

Instructions and Screenshots

The Instructions and screenshots presented within this document are based on the version of Integrated Business Applications available when the document was published.

Module Overview

The Contact Database supports the adding, editing and deleting of Contact information. The Contact Database is considered a base module; that is, information entered into the Contact Database flows down into other modules (submodules). An example of a submodule would be Projects Database, Estimates System, Time Sheets, etc. These modules depend on the information entered into the Contact Database.

Accessing the Contact Database

To access the Contact Database, select Contacts from the Main Menu, or click the Contacts Icon on the Icon Menu (See Figure 1).
Figure 1
Figure01

Navigating the Contact Database

Contact Records can be sorted by either Last Name or First Name. To sort by Last Name, click Last Name on the Contact Sort Bar. To sort by First Name, click First Name on the Contact Sort Bar (See Figure 2).
Figure 2
Figure02
Contact Records can be filtered by either the first character in the Last Name or First Name. To apply a filter, click either a number or letter on the Filter Bar. If the Contacts are sorted by Last Name, clicking a character on the Filter Bar will apply the filter to the Last Name. If the Contacts are sorted by First Name, the filter will be applied to the first character in the First Name (See Figure 3).
Figure 3
Figure03
Active Contacts are viewed by clicking on the Active Contacts Filter Link located above the Contact List. Inactive Contacts are viewed by clicking the Inactive Contacts Link. All Contacts are viewed by clicking the All Contacts Link (See Figure 4).
Figure 4
Figure04

Record Paging

Contact Records are listed 10 per page by default. Contacts Records can be listed all on the one page by clicking the Turn Paging Off Link located at the bottom of the Contacts List. Paging can be turned back on by clicking the Turn Paging On link (See Figure 5).
Figure 5
Figure05
Note

The system administrator has the ability to limit the number of Contacts that can be listed on a single page. You will know this has occurred by the presence of an orange bar at the bottom of the list (See Figure 6).
Figure 6
Figure06

Last Record Changed

The Contact List displays the last record added or Changed with a shaded background — at the top of the Contact List. This shaded record does not represent a duplicate entry. It is, rather, a second representation of a single record. It simply provides a way of quickly retrieving the last record changed by the current user. This feature is specific to the currently logged in user. That is, John Doe will see the last record he chnaged while Sue Doe will see the last record she changed on (See Figure 7).
Figure 7
Figure07

Contact Detail

The Contact Record Detail can be displayed by clicking the Detail Link located on the right side of the Contact Record (See Figure 8).
Figure 8
Figure08
Clicking the Contact Record Detail Link will open a Contact Detail Screen (See Figure 9).
Figure 9
Figure09
From the Contact Detail Screen, you can add the Contact to any existing Contact Group. You can also add, edit or delete a secondary Internet Address, Physical Addresses or Telephone Number (See Figure 10).
Figure 10
Figure10

Adding a Contact

To add a Contact, simply click the Add Contact Link located on the menu above the Contact List (See Figure 11).
Figure 11
Figure11
When the Contact Add Screen opens, fill in the Contact information, assure the Active Status is set to Yes and then click the Save Button (See Figure 12).
Figure 12
Figure12
Note

Setting the Publish option to Yes and checking the Confirm Publishing to Directory Checkbox will list the Contact in the Contacts Directory.

Editing a Contact

To edit an existing Contact Record, click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Edit Link located in the upper right corner of the Detail Window (See Figure 13).
Figure 13
Figure13
When the Contact Edit Screen opens, edit the Contact Detail as required and then click the Save Button to save your changes (See Figure 14).
Figure 14
Figure14

Deleting a Contact

To delete an existing Contact Record, first click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Delete Link located in the upper right corner of the Detail Window (See Figure 15).
Figure 15
Figure15
The system will now display a Delete Confirmation Screen. Click the Delete Button to confirm the delete action (See Figure 16).
Figure 16
Figure16
Note

Attempting to delete a Contact Record having Child Records below it will result in a 'RecordInUse' error (See Figure 17).
Figure 17
Figure17

Contact Group

The Contact Database supports adding a Contact to predefined Contact Groups. These groups are setup using the Contact Groups module. Contacts are added to the predefined Contact Groups from the Contact Details Screen.

Adding a Contact to a Contact Group

To add a Contact to a pre-existing Contact Group, first click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Groups Tab located above the Contact Detail Screen (See Figure 18).
Figure 18
Figure18
When the Contact Groups Screen opens, click the Add Group Link located on the upper menu (See Figure 19).
Figure 19
Figure19
Choose one or more Groups from the Groups List and then click the Save Button to add the Groups (See Figure 20).
Figure 20
Figure20

Removing a Contact from a Contact Group

To remove a Contact from a Contact Group, click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Groups Tab located above the Contact Detail Screen. When the Contact Groups Screen opens, click the Delete Link located to the right side of the Group Name (See Figure 21).
Figure 21
Figure21
Note

Group delete actions will take effect immediately without any confirmation.

Secondary Internet Addresses

The Contacts Database supports adding Secondary Internet Addresses to each Contact Record. These addresses can also be published to the Contact Directory if desired.
Note

The Internet Address information entered with the Main Contact Record is considered the Primary Contact Internet Address Information. Secondary Contact Internet Address Information is entered after the Primary Information is saved. Secondary Internet Addresses are added from the Contact Details Screen.

Adding a Secondary Internet Addresses

To add a Secondary Internet Address to a Contact Record, first click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Internet Addresses Tab (See Figure 22).
Figure 22
Figure22
Next, click the Add Address Link located at the top of the Internet Addresses Screen (See Figure 23).
Figure 23
Figure23
When the Internet Addresses Add Screen opens, choose an Internet Address Type from the Type List, enter the appropriate address, enter notes if desired, decide if you want to publish the address to the Contact Directory and then click the Save Button (See Figure 24).
Figure 24
Figure24
Note

The system administrator can add additional Address Types to the Address Type List if needed.

Editing a Secondary Internet Addresses

To edit a Secondary Internet Address, first click the Detail Link located to the right side of the Contact Record. When the Contacts Detail screen opens, click the Internet Addresses Tab. Next, click the Edit Link located to the right side of the Internet Address Entry (See Figure 25).
Figure 25
Figure25
When the Internet Addresses Edit Screen opens, change the address information as required and then click the Save Button to save the changes (See Figure 26).
Figure 26
Figure26

Deleting a Secondary Internet Addresses

To delete a Secondary Internet Address, click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Internet Addresses. Next, click the Delete Link located to the right side of the Internet Address Entry (See Figure 27).
Figure 27
Figure27
When the Delete Confirmation Screen opens, click the Delete Button to confirm the delete action (See Figure 28).
Figure 28
Figure28

Secondary Physical Addresses

The Contacts Database supports adding Secondary Physical Addresses to each Contact Record. These addresses can also be published to the Contact Directory if desired. Secondary Physical Addresses are added from the Contact Details Screen.
Note

The physical address information entered with the Main Contact Record is considered the Primary Contact Physical Address Information. Secondary Contact Physical Address Information is entered after the Primary Information is saved.

Adding a Secondary Physical Address

To add a Secondary Physical Address to a Contact Record, click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Physical Addresses Tab (See Figure 29).
Figure 29
Figure29
When the Physical Addresses Screen opens, click the Add Address Link located at the top of the Physical Addresses Screen (See Figure 30).
Figure 30
Figure30
When the Physical Addresses Add Screen opens, choose a Physical Address Type from the Type List, enter the address information, enter notes if required, decide if you want to publish the address to the Contact Directory and then click the Save Button (See Figure 31).
Figure 31
Figure31
Note
The system administrator can add additional Address Types to the Type List if needed.

Editing a Secondary Physical Address

To edit a Secondary Physical Address, first click the Detail Link located to the right side of the Contact Record. When the Contact Detail screen opens, click the Physical Addresses Tab. Next, click the Edit Link located to the right side of the Physical Address Record (See Figure 32).
Figure 32
Figure32
When the Physical Addresses Edit Screen opens, change the address information as required and then click the Save Button to save the changes (See Figure 33).
Figure 33
Figure33

Deleting a Secondary Physical Address

To delete a Secondary Physical Address, first click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Physical Addresses Tab. Next, click the Delete Link located to the right side of the Physical Address Record (See Figure 34).
Figure 34
Figure34
When the Delete Confirmation Screen opens, click the Delete Button to confirm the delete action (See Figure 35).
Figure 35
Figure32

Secondary Telephone Numbers

The Contacts Database supports adding Secondary Telephone Numbers to each Contact Record. These telephone numbers can also be published to the Contact Directory if desired. Secondary Telephone Numbers are added from the Contact Details Screen.
Note

The telephone numbers entered with the Main Contact Record is considered the Primary Contact Telephone Numbers. Secondary Contact Telephone Numbers are entered after the Primary Telephone Number is saved.

Adding a Secondary Telephone Number

To add a Secondary Telephone Number to a Contact Record, first click the Detail Link located to the right side of the Contact Record. When the Contact Detail Screen opens, click the Telephone Numbers Tab (See Figure 36).
Figure 36
Figure36
When the Secondary Telephone Numbers Screen opens, click the Add Number Link located on the upper menu (See Figure 37).
Figure 37
Figure37
When the Telephone Numbers Add Screen opens, choose a Telephone Number Type from the Type List, enter the telephone number, enter notes if required, decide if you want to publish the number to the Contact Directory and then click the Save Button (See Figure 38).
Figure 38
Figure38
Note

The system administrator can add additional Telephone Types to the Type List if needed

Editing a Secondary Telephone Number

To edit a Secondary Telephone Number, first click the Detail Link located to the right side of the Contact Record. When the Contacts Detail Screen opens, click the Telephone Numbers Tab. Next, click the Edit Link located to the right side of the Telephone Number Record (See Figure 39).
Figure 39
Figure39
When the Telephone Number Edit Screen opens, change the information as required and then click the Save Button to save the changes (See Figure 40).
Figure 40
Figure40

Deleting a Secondary Telephone Number

To delete a Secondary Telephone Number, first click the Detail Link located to the right side of the Contact Record. When the Contacts Detail Screen opens, click the Telephone Numbers Tab. Next, click the Delete Link located to the right side of the Telephone Number Record (See Figure 41).
Figure 41
Figure41
When the Delete Confirmation Screen opens, click the Delete Button to confirm the delete action (See Figure 42).
Figure 42
Figure42

Contact Reports

The Contact Database supports the creation of Contact Reports. The output of these Reports can be filtered by Contact Group, created as HTML documents within your web browser, exported to Microsoft Word or exported to Microsoft Excel.

Creating a Contact Report

To generate a Contact Report, click the Reports Link located on the Contact Database Main Menu (See Figure 43).
Figure 43
Figure43
Select the Contact List from the Contact Reports Menu and then click the Proceed Button (See Figure 44).
Figure 44
Figure44
When the Contact List Report Screen opens, set the desired report options, choose a display method (HTML, MS Word or MS Excel), choose a format (Portrait or Landscape) and then click the Proceed Button to generate the report (See Figure 45).
Figure 45
Figure45
Figure 46 presents a sample Contact Report (See Figure 46).
Figure 46
Figure46
Additional Information
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© Integrated Business Applications
All Rights Reserved




End User
License Agreement (EULA)




Website
Terms of Use