Assigning Contacts to Maintenance Contracts

The contact management feature is used to track people in addition to, or instead of, the Location window's contact person 1 and contact person 2. For instance, a company may need to track the building manager, janitor, office manager, and receptionist for each of its customer locations. Each contact person could have unlimited phone numbers attached to their contact record. If you marked the Use Contact Management checkbox during setup, the Contacts button appears at the top of the Maintenance Contract window.

You can add agency and local contacts to the contract. Agency contacts are contacts that are common to multiple locations (e.g., fire and police department). Local contacts are contacts specific to one location or maintenance contract. For information on creating agency contacts, see the section Creating a Contact.

Mass Assigning or Unassigning Contacts to a contract

In the Contact Setup window, you can use the Mass Assign button to assign or unassign the current contact to one or more contract. You can also assign the contact to one or more locations. 

To mass assign to contracts:

1. Choose Cards > Service Management > Contact Management. 

2. In the Service Contact Management window, search to find the existing contact. 

3. Double-click the contact name in the results list or right-click and select View Contact to open the Contact Setup window.

4. In the Contact Setup window, select Mass Assign.

5. In the Mass Assign Contacts window, select Locations from the Assign to drop-down.

6. Use the Customer and Location filters as needed to narrow the display results and then select Redisplay.

7. The scrolling window displays the customer contracts. If a contract already is marked, the contact is currently assigned to that location/contract.

8. Use the Mark All/Unmark All buttons in the menu bar or individually mark/unmark the Assigned checkboxes.

9. Select Process to assign the contact to the marked contracts or to unassign the contact if you've removed the checkmark.

Assigning an agency contact to a contract

When you assign an agency contact to a contract, the contact is also added as a location contact.

1. Choose Cards > Service Management > Service Manager.

2. Select a customer, choose Additional, and then Contracts.

3. Select a contract and choose Contacts.

4. Choose Attach Agency.

5. In the Agency Contact window, enter filter criteria in the Postal Code and/or Role Type fields. The postal code defaults from the Contract window. 

6. Select an agency contact and then click Select or double-click an agency contact in the scrolling window to attach it to the contract.  For information on creating an agency contact, see Creating a Contact.

Assigning a local contact to a contract

When you assign a local contact to a contract, the contact is also added as a location contact.

1. Choose Cards > Service Management > Service Manager.

2. Select a customer, choose Additional, and then Contracts.

3. Select a contract and choose Contacts.

4. Choose Add Local. The Service Contact Management window opens with the customer ID defaulting into the Customer filter field. You can enter additional filter criteria if needed to narrow the displayed contacts.

5. If the local contact does not exist in the system, select the New Contact window. See Creating a Contact.

6. Otherwise, right-click on the contact name that displays in the scrolling window and select Add Contact or double-click the contact name.

7. The Service Contact Management window closes and the contact is added to the Contract Contacts window. 

Detaching an agency or local contact from a contract

When you detach a contact from a contract, the contact is still assigned as a location contact. 

1. Choose Cards > Service Management > Service Manager.

2. Select a customer, choose Additional, and then Contracts.

3. Select a contract and choose Contacts.

4. Select a contact and then click Detach from the menu bar.

5. Select Detach to confirm that you want to remove the contact. 

Adding telephone numbers to a contact from a contract

You can add more than one telephone number to a contact.

1. Choose Cards > Service Management > Service Manager.

2. Select a customer, choose Additional, and then Contracts.

3. Select a contract and choose Contacts.

4. Right-click an existing contact and select View Phone Numbers.

5. In the Contact Phone Numbers window, enter Number. 

6. Choose the Type.

7. If the new number is the Primary phone number, mark the Primary Number checkbox. 

8. Enter any additional phone numbers.

9. Choose OK.