Adding Company Contacts

On the Contacts tab, add information such as names, titles, telephone numbers, and email addresses for the people who work at the company. Each company can only have one main company contact. When you use a company in a record, this person is automatically added as the contact.

To add a contact

1. In the Company Setup form, click the Contacts tab.
2. Click New.

A new row is added to the grid. For more information, see "Entering Data in Grids".

3. Enter the following information:
• Contact ID: A unique identity of the contact generated automatically by combining the first three characters of the First Name and Last Name fields. This is a read-only field and needs the First Name or Last name fields to be filled.
• Display Name*: Automatically filled in with the information from the First Name, Code, and Last Name fields. If you need a different display name, click in the cell and change the name.

Note:

• Display Name is filled in depending on the Preferences settings for Portfolio in Prolog Manager. For more information, see Prolog Manager Help on Supportlink.
• The Code field is in the General Info tab.
• If you enter the display name first and later change the First Name or Last Name fields, a message appears asking you to confirm whether you want to use the existing name in the Display Name field or use the values in the First Name or Last Name fields.
• Initials: The initials of the contact.
• Prefix: The prefix of the contact, such as 'Mr.' or 'Ms.'
• First Name: The first name of the contact.
• Middle Name: The middle name of the contact.
• Last Name: The last name of the contact.
• Title: The title of the contact.
• Location*: The default office location of the contact. This location is used whenever this contact is added to a form. If a location is not available on this list, you need to add it as a new location on the Address tab. For more information, see "Adding Company Addresses".
• Telephone: The work telephone number of the contact.
• Fax: The fax number of the contact.
• Cell Phone: The cell phone number of the contact.
• Pager: The pager number of the contact.
• Home Tel: The home phone number of the contact.
• E-mail: The email address of the contact person.
• Notify: The notification preference. Select this check box if you want to send automatic notification via email to the contact.
• Linked Projects: The list of associated projects for the contact. Click to select the associated project from the list of available projects for the contact or enter the name of the linked project. You can select multiple projects in this list.

Note: You can also remove already linked projects from this list by clearing the check boxes for the projects and saving the record to remove the links.

• Notes: Additional notes for the contact. Click to launch the Edit Notes window.
• Main*: Select this check box to choose this contact as the main company contact. There must be one main contact assigned to each company.
• Active: Select this check box if the contact is currently employed with the company.
• Portfolio Role: The portfolio role for the contact. The portfolio role can be a maximum of 50 characters in length.
• Delete: If you select a row for deletion, this check box is selected, and the row is deleted when you save the record.

*These are required fields.

4. To save the changes and keep the form open, click > Save.

—Or—

To save the changes and close the form, click > Save and Exit.

See Also