Organization Contact Configuration

In this area, you can enter contact information (addresses, phone numbers, fax numbers, email addresses, and websites) to be used by your organization. Contact information entered here can then be associated to the appropriate agencies, branches, and/or departments.

1. From the Home screen, do one of the following:
   • Click Configure on the navigation panel.
   • Click Areas> Configure on the menubar.
   • Click the down arrow next to Home on the options bar and select Configure.

   From any other area of the program, do one of the following:

   • Click the down arrow to the right of Home on the options bar and select Configure.
   • Click Home > Configure on the menubar.
2. The Configure screen displays. Click Structure on the navigation panel or Areas > Structure on the menubar.
3. Click Organization Contacts on the navigation panel. The Organization Contacts list shows Addresses by default, but you can click the dropdown arrow to access a different type of contact information (Phone Numbers, Fax Numbers, Email Addresses, or Websites).
   
   Note: To widen the Organization Contacts list (for example, to view an address in its entirety), click and drag the right edge of the list. You can then expand the columns to fill the available space.

From here you can do the following:

• Add Contact Information
  1. Click the Add button to the left of the list.
  2. Enter a Description.
  3. Enter the new contact information in the field below. Instructions differ depending on the type of contact you are adding:
     • Address
       1. Click in the large field and enter the Street, City, State/Province, and Country (if applicable) in the highlighted fields that display.
       2. Enter the correct ZIP/Postal code, or click the lookup button to look up the correct code .
          1. Make a selection from the Search where dropdown to indicate your preferred search method.
             • If you selected ZIP Code/Postal Code or City:
             • 1. From the second dropdown, select Begins with or Contains.
               2. Enter at least one number or letter for the desired postal code or city and click Locate or press [Enter]. If more than 500 results are found, you must enter more than one letter or number.
             • If you selected State Code or Province Code, the second dropdown defaults to Equals and cannot be changed. Enter the two-character abbreviation for the state/province and click Find or press [Enter].
          2. Click to highlight the appropriate ZIP/postal code in the list and click OK or press [Enter].
     • Phone Number
       1. Enter the number in the field provided. For international phone numbers, click Country to select the appropriate country.
          
          Note: Country codes are defined in Telephone Country Codes Configuration.
       2. If applicable, click the Ext field and enter the extension number.
     • Fax Number
       1. Enter the number in the field provided. For international phone numbers, click Country to select the appropriate country.
          
          Note: Country codes are defined in Telephone Country Codes Configuration.
       2. If applicable, click the Ext field and enter the extension.
     • Email Address

       Enter the address in the field provided. You can click the email button to email this address directly from this screen.

     • Website

       Enter the website in the field provided. You can click the internet icon  to open the site in Internet Explorer directly from this screen.

  4. In order to enable this contact information to be used for an agency, branch, or department, you must associate it to the structure. A list of Available structures displays below the Detail frame. Use the arrow buttons to move selected structures from the Available to the Selected lists. You can press the [Ctrl] key to select multiple structures, or the [Shift] key to select a range of structures.
     Note: You must associate the contact information to each applicable structure level individually. For example, if an agency has two branches and an address should be used at the agency level as well as the branch level, you will need to move the agency and each branch to the Selected list. Associating the address to the agency does not automatically associate it to the branches.
  5. Click Add to save this record and add another, Finish if you are done adding records, or Cancel to discard your changes.
• Edit Contact Information
  1. Highlight the desired item in the Organization Contacts list and click the Edit button .
  2. Modify the fields in the Detail frame and the associated structures as necessary. See the Add Contact Information instructions above for more information.
  3. Click Finish to apply your changes or Cancel to discard them.
• Delete Contact Information
  1. Highlight the desired item in the Organization Contacts list and click the Delete button .
  2. You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
• Print a List of Organization Contacts

  To print the currently displayed list, click the Print button to the left of the list. Print this as you would any other document.