Contact Screen Field Reference

This screen field reference describes the following:

General tab
Contact Types tab
Usage tab
Binder tab

General tab


Field	Description
Sort Name	Displays the text used for sorting contact names in lookup lists and reports. Default text is based on the first 40 characters in the Last field in upper case. If you want to override the default sort name, enter the sort name.
Company Type	Click to select the company type for the contact. The lookup list for the Company field is filtered based on the value in this field. Company - Contact is associated with your company. Division - Contact is associated with a division of your company. Customer/Prospect - Contact is associated with a customer or prospect. Vendor - Contact is associated with a vendor.
Company	Enter the name of the contact's business entity (that is, a vendor, a customer, a prospect, a company, or a division) or click to select the business entity from a Lookup List. The lookup list is filtered for the company type you selected. When you select a company with a type of Customer/Prospect or Vendor, ProContractor adds a source to the Usage tab for the company. If you change the company, a new source is added to the Usage tab and the source for the original company still appears.
Job Title	Enter the contact's job title.
Department	Enter the contact's department.
Web Page	Enter the address for the contact's main Web page.
Home Phone	Enter the contact's home phone number.
Work Phone	Enter the contact's work phone number.
Extension	Enter the contact's work phone extension.
Cell Phone	Enter the contact's cell phone number.
Fax Number	Enter the contact's fax number.
Mobile User Status	Displays the status of the contact's mobile user. If the contact is not a mobile user, displays `None`.
Pager Number	Enter the contact's pager number.
Default Phone	Click to select which number to use as the default phone number for the contact. . <blank> Work Phone Cell Phone Home Phone Pager Number
Status	Click to select the status of the contact. Active - Contact is available for use and appears in lookup lists. Inactive - Contact is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Memo	Enter any comments or notes about the contact.
Company E-mail Address	Enter the contact's work e-mail address. Note: ProContractor uses this address when emailing purchase orders, invoices, and other project documents.
Personal E-mail Address	Enter the contact's personal e-mail address. Note: This field is enabled only if the contact is linked to an employee. ProContractor uses this address when emailing encrypted payroll checks and advices to employees. See Payroll Settings for information on creating encrypted checks and advices.
Chat ID	Enter the contact's instant messenger ID.
User Code	Displays the user's system ID.
Company & Employee Code	Displays the contact's employee number with a company. If an employee record does not exist for the contact, displays as blank.
Company & Project Code	Displays company project numbers associated with the contact. If the contact is not associated with any projects, displays as blank.
Picture	Click Attach to attach a picture for the contact. The picture must be in JPG or BMP format. A thumbnail of the attached picture displays next to this field. Click Detach to remove an attached picture.
Address Information - You can store up to three addresses for each contact. Click to copy the displayed address type to the Windows clipboard. Click to view the location using Google Maps. Tip: Select the country first so that the appropriate jurisdictions are available.
Address Type (unlabeled)	Click to select the address type to be displayed. . Main Address – The contact's main address. Business – The contact's business address. Home Address – The contact's home address.
Street 1	Enter the first line of the street address for the selected address type.
Street 2	Enter the second line of the street address for the selected address type, if needed.
City	Enter the city for the selected address type.
State	Click to select the state or province for the selected address type.
Zip	Enter the ZIP code or postal code for the selected address type.
Country	Click to select the country for the selected address type.

Contact Types tab

Each row in the grid is a contact type. Select one or more checkboxes to associate contacts types with the contact. Use the Contact Type screen to manage contact types.

Usage tab

Each row in the grid is a source with which the contact is associated. Sources include prospects, customers, vendors, or projects. Contacts can be associated with other source types in ProContractor, such as project documents; however, those associations are not displayed on this tab. When you select a company for a customer, prospect, or vendor on the General tab, the application automatically adds a row to the grid for the company. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids.


Field	Description
Source Type	Click to select the source type for the contact usage. . Customer/Prospect Project Vendor
Source Area	Displays additional information about the source where relevant. For example, if the source is a project, this field would display the company and project where the contact is used. Source information is not available for all sources.
Source	Displays the source where the contact is used. If you added a row to the grid, enter the code that identifies the source to which you want to add the contact or click to select the source from a Lookup List.
Source Name	Displays the name of the source.
Contact Type	Enter the code for the contact type for the contact on the source or click to select the contact type from a Lookup List.
Contact Type Name	Displays the name of the contact type.

Binder tab

This tab contains the following sub-tabs:

Binder sub-tab
User-Defined Fields sub-tab


Field	Description
Binder sub-tab - If user-defined fields exist for this function, the Binder sub-tab appears. Otherwise, the information appears on the Binder tab with no sub-tabs. Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items. Click to add a row to the grid. Click to delete the active row from the grid. Note: Any binder items attached to the bid are not copied to the project when it is created from the Enter Project Manager Worksheet. Tip: You can create a binder item with an attachment by dragging and dropping a file from the following programs: From Windows Explorer, drag and drop a file to the Binder Items grid to add the file as linked attachment. From Microsoft Outlook, drag and drop an item (such as an e-mail, note, or meeting) to the Binder Items grid to add the item as an embedded attachment. Note that Microsoft Outlook must be installed on your computer to drag and drop an item to the Binder items grid.
Reference Existing Binder Item	If a binder item already exists in ProContractor and is shared, you can reference it (rather than creating a new, separate binder item). Click Reference Existing Binder Item, select the binder item you want to reference from a Lookup List, and click OK.
Open	You can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment. In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.
E-mail	You can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item. In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.
Binder grid
Select	Select the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.
Binder Item Type	Enter the Binder Item Types screen for the binder item or click to select the binder item type from a Lookup List. The binder item type determines the various behaviors of binder items.
Description	Enter a description of the binder item.
Date	Initially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from a Date Picker.
Shared	Select the checkbox to make this binder item available for reference throughout the application.
Attachment Value	Enter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.
Attachment Type	Displays the file type for the attachment.
Attachment Method	Defaults to the last attachment method used. Click to select the method to use for the attachment. . Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail. Note: If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system. Note: If you delete the attachment file from the file system, the link is broken. Embed - An embedded attachment is stored within ProContractor. You can set an embedded attachment so that it can be shared throughout the application. Sharing an embedded attachment allows other users to reference it in other records in ProContractor. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record. Note: If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded in ProContractor. Note: If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available in ProContractor.
Attach when E-mailing	Select the checkbox to have the attachment included when sending an e-mail using the On Save of Document E-mail checkbox. This checkbox is always selected for the document's PDF file.
Status	Click to select the status of the binder item. . Active - Binder item is available for use and appears in lookup lists. Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Owner	By default, displays the current ProContractor user ID. If needed, enter the Users screen for the binder item owner or click to select the owner from a Lookup List.
Reminder Date	Enter the date for the reminder for the binder item or click to select the date from a Date Picker. The application uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.
Notes	Enter any comments or notes about the binder item. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Inactive Date	If the status is Inactive, enter the date the binder item became inactive or click to select the date from a Date Picker.
Priority	Click to select the priority of the binder item. . High Normal Low
Source Type Grid - When you click to display the card view, the Show All References button appears. Click Show All References to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. Click to add a row to the grid. Click to delete the active row from the grid. When you add a binder item to another source using the Source Type grid, the binder item is automatically shared. Note: You cannot add binder items using the Source Type grid for the following source types: Connect Settings, Meeting Minutes Agenda, Meeting Minutes Action Item, Customer Lien Releases, and Vendor Lien Releases.
Source Type	Enter the type for the source to which you want to add the binder item or click to select the source type from a Lookup List.
Source Area	Displays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.
Source	Enter the code that identifies the source to which you want to add the binder item or click to select the source from a Lookup List.
Source Name	Displays the name of the source.
User-Defined Fields sub-tab - If any user-defined fields exist for this function, this sub-tab appears. You can User-Defined Fields screen to customize this function. Any user-defined fields appear on this sub-tab. Complete the user-defined fields as needed.