Working with the Contacts Tab

If you are using Contact Management, you can view, add, edit, and/or detach the customer location contacts. 

You can turn Contact Management on by mark Use Contact Management Option in Signature Service Management under Setup > Module Setup > Service Options. The Contact Management is available for Signature 2016 R3 and newer.

Viewing location contacts

To view the location contacts:

1. Select a customer in the Customer Hub.
2. In the details section of the Customer Hub, select the Contacts tab.

Attaching a contact

You can attach an existing Master Contact to a location. If the contact isn't found in the list of Master Contacts, you can add the contact. See Adding a Contact.

To attach a contact:

1. Select a customer in the Customer Hub.
2. In the details section of the Customer Hub, select the Contacts tab.
3. Right-click on any contact and select Add Contact.
4. In the Contact Lookup window, enter the contact's name, email address or contact phone number (partial or full) and choose Find.

5. Choose the Attach to Location icon to the far right of the contact name. 

   

   If the contact is already attached to the location, attaching the contact again will not add a duplicate contact.

Adding a contact

Adding a contact to a location also adds the contact to the Master Contract list. The contact will show up when searching the Master Contact list.

To add a location contact:

1. Select a customer in the Customer Hub.
2. In the details section of the Customer Hub, select the Contacts tab.
3. Right-click on any contact and select Add Contact.
4. In the Contact Lookup window, enter the name of the contact (partial or full) to verify the Master Contact does not currently exist. If the contact does exist as a master contact, you can attach the contact to the location. See Attaching a Contact for more information.
5. Choose the Add icon to open the Contact window.
6. Complete the following fields:
   • Name (required)
     Enter the first and last name.
   • Local/Agency
     Select the contact type.
   • Organization
     Enter the name of the organization.
   • Role
     Select the contact's role.
   • Address 1, Address 2, City, State, Postal Code
     The address information defaults in from the Location however you can edit this as needed.
   • Primary Phone Number
     Enter the primary phone number.
   • Phone Type
     Select the phone type for the primary phone number
   • Email, Pin Number, Customer Portal Report Folder
     Provide the login information and application data if this contact is a Customer Portal user.
   • Quick Note
     Use the Quick Note window to enter notes and other information. Unlike attached notes created with the notepad button, a quick note is visible on the Contacts tab.
7. Choose Save.

Editing a contact

Editing a location contact will also update the contact information in the Master Contact list. The role value does not update the Master Contact as a contact's role may be different for other locations.

To edit a location contact:

1. Select a customer in the Customer Hub.
2. In the details section of the Customer Hub, select the Contacts tab.
3. Right-click on the contact and select Edit Contact.
4. The Contact window opens and you can edit any of the following fields:
   • Name (required)
     Enter the first and last name.
   • Local/Agency
     Select the contact type.
   • Organization
     Enter the name of the organization.
   • Role
     Select the contact's role.
   • Address 1, Address 2, City, State, Postal Code
     The address information defaults in from the Location however you can edit this as needed.

   • Primary Phone Number
     The Phone Type cannot be changed on the existing Primary Phone Number. You can either edit or add a new number and then set the Type:

     1. You can edit the Primary Phone Number by clicking on the Phone icon. Edit the phone number and choose Save.

     2. You can add additional phone numbers by clicking on the Phone icon. In the Contact Phone Numbers window, choose the Add icon. Enter the new phone number and select the Type. If the new number will be the Primary, you need to clear the existing Primary checkbox and then mark the new number as the Primary. Choose Save.
        

     3. You can delete a phone number by clicking on the Delete icon. Choose Save. You can select the Undo icon directly above the Delete icon column to restore deleted phone numbers.

        

        You cannot delete a phone number if it is marked as the Primary Phone Number. You will need to clear the Primary checkbox and mark a different phone number as the Primary before you can delete the phone number.

   • Email, PIN Number, Customer Portal Report Folder
     Provide the login information and application data if this contact is a Customer Portal user.
   • Quick Note
     Use the Quick Note window to enter notes and other information. Unlike attached notes created with the notepad button, a quick note is visible on the Contacts tab.

5. Choose Save. 

   

   Prior to saving, you have the option to undo changes by selecting the Undo icon that displays to the right of the Save button.

Detaching a contact

When you detach a contact from a location, the contact remains in the Master Contacts list but removes the contact from the location. 

To detach a location contact:

1. Select a customer in the Customer Hub.
2. In the details section of the Customer Hub, select the Contacts tab.
3. Right-click on the contact and select Detach Contact.
4. A verification message displays prompting you to verify that you want to detach the contact.

Available data columns

The default columns that display are:

• Contact Name
• Local/Agency
• Role Type
• Phone Number
• Organization
• Quick Note
• User_Define_5
• Email Address

There are no additional columns to display.