Sort Name

Displays the text used for sorting prospect names in lookup lists and reports. The default sort name is based on the first 20 characters in the Name field in upper case. If you want to override the default sort text, enter the sort text.

Web Site

Enter the address of the Web site for the prospect.

E-mail Address

Enter the e-mail for the prospect.

Phone Number

Enter the phone number for the prospect.

Sales Tax Authority

Enter the code of the sales tax authority for the prospect or click to select a tax authority from a Lookup List.

While a sales tax authority is not required for a prospect, Viewpoint recommends that you enter a sales tax authority.

Status

Click to select the status of the prospect.

• Active - Prospect is available for use and appears in lookup lists.

• Inactive - Prospect 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 prospect.

Fax Number

Enter the main fax number for the prospect.

Tax Exemption Number

If needed, enter the tax exemption number for the prospect.

Address Information - You can store one address for a prospect. Click to copy the displayed address type to the Windows clipboard. Click to view the location using Google Maps.

Street 1

Enter the first line of the street address for the prospect.

Street 2

Enter the second line of the street address for the prospect.

City

Enter the city for the prospect.

State

Click to select the state or province for the prospect.

Zip

Enter the ZIP code or postal code for the prospect.

Country

Click to select the country for the prospect.

Contact Type

Enter the code of the Contact Type screen for the contact or click to select the contact type from a Lookup List.

If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type and the contact has only one contact type, the contact type defaults to the contact type for the contact. You can enter or select a new contact type for contact. Viewpoint Estimating will associate the contact with the new contact type when you save the prospect.

Name

Enter the name of an existing contact or click to select the contact from a lookup. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window.

Work Phone

Displays the work phone number for this contact.

Extension

Displays the work phone extension for this contact.

Cell Phone

Displays the cell phone number for this contact.

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 in Viewpoint Estimating.

Click to add a row to the grid. Click to delete the active row from the grid.

Reference Existing Binder Item

If a binder item already exists in Viewpoint Estimating 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 Viewpoint Estimating. 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 Viewpoint Estimating. 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 Viewpoint Estimating.
  • 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 Viewpoint Estimating.

Attach when E-mailing

Select the checkbox to include the attachment 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 Viewpoint Estimating 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. Viewpoint Estimating 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.

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.