When adding contacts to ChilliDB, there are a number of system fields available to the user to add data to. Some of these fields are required, like 'Categorisation' and the name fields, and others are not. The glossary below outlines some of the key system fields in the Contacts module and, where necessary, provides further detail in terms of the functionality of these fields.
Fields of note on the Contact creation page:
Categorisation: as mentioned above, this is a key component of any record creation in ChilliDB. Any available contact categories will be listed here in dropdown form. To find out how to add more categories to this field, please see our 'Customising Reference Data' article.
Organisation(s): as contacts are required to be linked to an organisation in ChilliDB, this field enables that link to be made. To link the contact to an organisation in the system, simply click on the 'Find' and then type the name of the organisation they are to be linked to from the results list.
If the organisation doesn't exist, the option is provided to create an organisation then and there via the 'Quick Create' link. Users can either create a basic organisation record that only contains the organisation name and categorisation (Type); or they can click on the 'Click here for all fields' link to open a window that displays all the organisation fields in their system if they want to enter more data.
A contact record can have multiple organisations associated with it, with only one being able to be allocated as the primary organisation. This primary organisation can be changed by editing the record and allocating this status to a different organisation.
Privacy Request: this fields allows users to set the conditions for any privacy requests the contacts has made in terms of how they want to be contacted (or otherwise). If a user chooses the first option - 'No contact', contacts won't be able to be emailed or added to any distribution lists in the system. If 'No email' or 'No fax' are chosen, contacts won't be able to be added to a distribution list using that contact method. For example, if 'No fax' is selected, the contact won't be able to be added to any distribution lists where the fax number is the contact method (they can still be added to email distribution lists however).
The last 3 options: 'No Phone Calls'; 'No Postal Mail'; and 'No Unsolicited Visits' aren't tied to distribution lists, so will have no effect on any system operations.
Sensitivity: allows the viewing of the contact record to be restricted to users in certain roles. Sensitivity can also be set at other levels in ChilliDB.
Add address: this is where you add the contact's address details. When this link is clicked, a new section opens that enables the user to enter the relevant details for the contact.
Note: if 'Full Address Lookup' is enabled, users will be able to start typing the address they are looking to add in this field, and then they will be prompted with the options available for the full address in a dropdown menu that match the details they have entered.
If you don't see the 'Full Address Lookup' field when entering an address: navigate to the System main menu item; select 'System Management'; then select 'Manage ChilliDB Optional Features' from the options presented. One the next screen, find the option called 'Full Address Lookup' and click on the 'Enable' button to add this option to your address detail entry.
Note: if an address can't be found via the Full Address Lookup function, users have the option of ticking the box next to the 'Manual Entry' field and entering the address details themselves.
Add phone: personal or business phone details can be entered in this field. Users are able to enter more than one type of phone number here.
Add email: a contact's business &/or personal email addresses can be added here. As with phone numbers, more than one type of email can be entered. It's important to note that if you are intending on adding contacts to a distribution list, they must have an email address listed against their name for you to do so.
Add fax: this field operates in the same way as the email field above.
Is member: this field indicates whether a contact is a member of a membership package in ChilliDB. If they have been added to a membership package, the field will display 'Yes'. If they are not a member of a package in ChilliDB, then it will display 'No'. This is a system-managed field and cannot be edited by users.
We hope you find this glossary of system field types useful when adding contacts to your system. If you have any further questions, please don't hesitate to get in touch, either through our Help Desk or by contacting us at info@chillidb.com
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