People within the Address Book are linked to an Organisation Location and store the personal information for that individual. It is possible for a person to be linked to more than one Location at different Organisations.
To view a Person in the Address Book:
- Go to the Address Book
- Search and click on the name of the Person
When viewing a Person in the Address the information is split into the following sections:
Section | Description |
Personal Details | This stores the internal information about the person. |
Contact Details | This stored their contact information to use when generating letters and emails. |
Information | This provides an overview of when the contact was created and edited as well as a link to view the cases where this Person is a Key Contact (the primary contact to receive correspondence). |
Personal Details
The Details on the left of the screen are the internal information stored about the contact.
The following fields are available.
Field | Description |
First Name/ Middle Name/ Last Name | This is the name of the person used for internal reference displayed within the system. |
D.O.B. | Date of Birth. |
Gender | Male/Female/Other |
Mailing Lists
| Use the toggles to determine if this contact should be included in the automatic mailing lists that can be generated from the system. See ‘Mailing Lists’ for more information. |
Language | By default the Person’s language will be set to the default language of the system. Enter the language for this contact. This ensures any correspondence generated for this contact will use templates in the correct language. |
Contact Details
On the right of the screen, users can view each Location the person is linked to and the contact information that is stored for the person at each location.
The name of the Location is a link to view the Location details.
Note: Although the Person can be linked to more than one location, their contact information is stored separately for each Location. This enables different contact details to be stored for the same person at different locations. However, the information would need to be updated for each Location if there are any global updated to this person’s information.
The following fields are available to record information by default:
Field | Description |
b | This displays the name of the overall Organisation this Person is part of. |
Location | This displays the name of the Location the Person has been linked to. |
Address Name | This is the name displayed in the address on correspondence. |
Salutation | This is the greeting for how you would like the person to be addressed in correspondence. |
Job Title | Enter the description of the job role this person holds. |
Phone | Record contact information for the individual person. |
Mobile | |
Fax | |
Enter the email address used when generating emails to this person. | |
CC (For emails) | Enter any email addresses to CC into correspondence. Note: This field is only visible if Correspondence Management is not enabled. There is a different method to add CC’s when Correspondence Management is enabled. |
Active | If a Person is ‘Active’ they can appear as contacts on a case to receive Correspondence. Note: The Location categories impact what type of Correspondence can be sent to a Person. |
Notes | Add notes about the Person for internal reference. |
Note: It is possible to create custom Person fields in the System. Please see Custom Fields for more information.
Information
The section in the bottom left displays the following information about the contact:
Information | Description |
Created At | Displays the date the Person was added to your Address Book. |
Last Modified | This shows the date the Person’s details have been updated last. |
Key Client Contact | This indicates the number of cases where the Person is a Key Contact (the primary person to receive correspondence). Click on the link to view a list of the cases in the system. |