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Contacts

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To view data on the Contacts tab, the user must have a security profile linked to the function External Orgnisation Contacts with an access allowed of Inquire.

 

If this tab is opened, a check is performed to determine whether the user has add, change or delete rights.   The rows in the grid, the Delete option and the Apply button are enabled according to the user's security rights.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Apply

When adding a new contact person and "Apply" is clicked, the organisation, contact person, birth date, position held, last contact date, contacted by, next contact date, telephone number, fax number, cell number, e-mail address, and notes are inserted into the External Contact Person table.

 

When changing an existing contact person record and "Apply" is clicked, the fields, organisation, contact person, birth date, position held, last contact date, contacted by, next contact date, telephone number, fax number, cell number, e-mail address, and notes are updated on the External Contact Person table.

 

BUSINESS RULES WHEN ADDING/CHANGING A CONTACT PERSON RECORD:

 

1.The contact person may not be less than 3 characters.
2.The organisation must exist.
3.The birth date must be a valid date.
4.Last contact date may not be later than today's date.
5.Next contact date may not be prior today's date.

 

When deleting an existing contact person record and "Apply" is clicked, the contact person record is deleted from the External Contact Person table.

hmtoggle_plus1Contact Person

The Contact Person grid displays the following information:

 

CONTACT PERSON

It is used to specify the name of the contact person for the selected External Organisation.  It is an alphanumeric field where the length must be between 3 and 50 characters.

 

POSITION HELD

This field is used to describe the position held by the Contact Person displays the position held by an existing contact person from the External Contact Person table.

 

It is an optional field with a maximum length of 30 characters.

 

TELEPHONE NUMBER

This field is used to define the area code and telephone number of the selected person.  The length has a maximum of 20 characters (optional).

 

FAX NUMBER

This field is used to define the area code and fax number of the selected person. The length has a maximum of 20 characters (optional).

 

CELLULAR NUMBER

This field is used to define the cellular number of the selected person.  The length has a maximum of 20 characters (optional).

 

E-MAIL ADDRESS

This field is used to define the e-mail address of the selected person.  The length has a maximum of 35 characters (optional).

 

BIRTH DATE

This field used to specify the birth date of the selected contact person.  This field displays the birth date from the External Contact Person table.

 

It is an optional field where the calendar will not allow the date to be later than today's date.

 

LAST CONTACTED DATE

This field is used to specify the date that the selected contact person was last contacted on. This field displays the last contacted date from the External Contact Person table.

 

It is an optional field where the calendar will not allow the date to be later than today's date. "Last Contacted By" is mandatory when a last contacted date is entered.

 

LAST CONTACTED BY

This field displays the last contacted by employee from the External Contact Person table.

 

It is populated with the name and employee ID from the Employee Master table where the status is Active (A) or Unavailable (U) (mandatory if "Last Contacted Date" is entered).

 

RELATED TOPIC: Employee Master

 

NEXT CONTACT DATE

This field is used to define the next date on which the selected contact person needs to be contacted.   It displays the next contact date from the External Contact Person table.

 

The calendar will not allow dates that are less than today's date (mandatory).

 

NOTES

This field is used to maintain personal notes related to the selected contact person, for example, likes, dislikes etc.

 

It is an alphanumeric field with a maximum length of 255 characters (optional).