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Editing Contacts |
This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.4.
For the latest version of this help file can be found here.
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You create or modify contacts using the contact editor. The usual way to open the editor is to click New Contact or Edit in the View section of Coding Definitions | Contacts.
The contact editor window contains the following:
Details section: Shows basic information for the record.
Name: The name of the contact person.
Business Phone: The person's business phone number.
E-mail: The person's e-mail address.
The Contacts record should contain the person's e-mail address in the format that is used when that person sends out e-mail. (In some organizations, a person might have multiple aliases that all go to the same mailbox. Mail sent from that box is always sent from a specific e-mail address; that's the address which should go into the Contacts table.) This is particularly important when contact records are associated with requestors.
Home Phone: The person's home phone number.
Pager: The person's pager number.
Mobile Phone: The person's cell phone number.
Fax: The person's fax number.
WEB Page: The person's web page address.
Location: The person's location. You give this address by specifying a record in the location table. For more on locations, see Locations.
User: A read-only field giving the Windows user name associated with this person, if any. For more on user records, see Users.
Comments: Any comments you want to record about this person.
Contact Functions section: Lists other tables where the selected contact person appears. For example, if the person is a requestor, the Contact Functions section will indicate that the person appears in the Requestors table.
The buttons in the Contact Functions section let you assign new functions to a person. For example, if you click New Requestor, a window opens so that you can add this person to the Requestors list.
If a contact record has no listed contact functions, it refers to a contact in a vendor record (e.g. sales contact or accounts payable contact). For more on vendors, see Vendors.
Related section: Shows any relationship connections which this contact person has. For more on relationship connections, see Relationships.
New Unit Related Contact: Creates a new relationship between this person and a unit. For more information, see Unit-to-Contact Relationships.
Delete: Deletes the selected relationship.
Refresh: Updates the list to reflect any recent changes.
Search: Lets you search through the list of records for a particular record. For more information, see Searching for a Particular Record. The Search button has an accompanying drop-down list containing the following:
Find Next: Uses the same search condition(s) as your most recent search and finds the next record in the table that matches the condition(s). If the search reaches the end of the table without finding a matching record, it goes to the start of the table and continues the search.
Find Previous: Same as Find Next except that it goes backward in the table. If the search reaches the start of the table without finding a matching record, it goes to the end of the table and continues the search.
Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.
Save & New: Saves the current record and sets up the window for you to enter a new record. Fields in the new record will be blank or set to default values.
Save & Close: Saves the current record and closes the editor window.
Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.
Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.
For more on contacts, see Contacts. For more on viewing contacts, see Viewing Contacts. For more on editors in general, see Using Editors.
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