Add Contact Information

An entity can only have one instance of each contact type; for example, a vendor cannot have two Primary contacts. Some contact types will not be associated with all entities. For example, a vendor will not have an Emergency contact type.

Add a contact

1. While in one of the windows that has a link to Contact Management, select a record, and click the Contact Management button. The Contact Management window opens displaying the Addresses tab. These instructions use Vendor Management in the illustrations.

2. Click on the Contacts tab.

3. Click the Add button, and the Add Contact window opens in a popup.

4. Select the Type from the pull-down list. See About Contact Types for definitions.

5. Complete the other fields as desired. Last name is required.

6. Click Save. The record is saved, and you're returned to the Contact Management window.

7. Repeat steps 3 - 6 to enter additional contact types, or if a contact fulfills more than one role, you can share the contact.

Share a contact

Some contacts may fulfill more than one role for an organization. For example, a vendor's salesperson and eCommerce person may be the same person.

If a contact fulfills more than one role, you can use the Share command to copy the contact and specify the additional type.

Once contacts are shared, editing one shared contact record will automatically update all contacts linked to it by sharing. All fields for shared contacts are therefore identical. If the contacts should have different email addresses, they cannot be shared.

Share a contact

1. Check the box beside the contact to be shared, and click the Share button. The Share Contact window opens.

2. Select the type for the new contact record. Note: Once a contact type has been used in sharing, it is no longer included in the Share Contact window.

3. Click Save. The contact is copied to the new record, and both contacts are displayed with the Shared box checked.

Return to Contact Management Overview