This dialog allows new contacts to be created or existing contacts to be edited (depending on the settings for individual employees). Contacts are normally created by connecting HowNow to an External Database but additional contacts, for example suppliers, can also be created manually.
To add a new contact or edit an existing one, go to the HowNow Contacts section and either double-click a contact or right-click and select New or Edit.
Contact Code: A mandatory unique identifier for the contact or client. It is used to synchronise the contact data between the external database and HowNow.
Group Name: Optional field to ‘group’ related contacts. If the Group Name field is placed first in the list of drop-down fields, all contacts with the same Group Name will be grouped together in the search list.
Keep Updated from the External Database: This check box controls whether a contact is updated from the external database or not. If the check box is checked, every field that is specified in the connection query will be overwritten whenever an update takes place.
Title: Optional title of the contact. Used by the HowNowTitle and HowNowFullName bookmarks.
First Name: First name (and optional middle name) of the contact. Used by the HowNowFirstNames and HowNowFullName bookmarks.
Last Name: Last name of the contact. Used by the HowNowLastName and HowNowFullName bookmarks.
Salutation: Specifies the contact’s salutation (defaults to first name). Used by the HowNowSalutation bookmark.
Addressee: If this field is empty, the HowNowFullName bookmark is a combination of the Title, First Names and Last Name fields. If this field contains data HowNow uses it for the HowNowFullName bookmark.
Is Individual: Specifies that this contact is an individual and not an entity. This setting controls the address block of merge documents. If the contact is an individual, HowNow does not insert an entity name into the document. If the contact is an entity, then the entity name is inserted.
Entity Name: The name of the entity, if there is one. Bookmark: HowNowEntityName.
Address 1 to 5: Used by the HowNowAddressX and HowNowFullAddress bookmarks. The HowNowFullAddress bookmark automatically eliminates blank lines.
Phone: The contact’s telephone number. Bookmark: HowNowPhone.
Fax: The contact’s fax number. Bookmark: HowNowFax.
Mobile: The contact’s mobile number. Bookmark: HowNowMobile.
Email: The contact’s email address. Bookmark: HowNowEmail. This field is used by the Email or Print function in the Records module.
This tab displays the user-defined contact fields.
To access these fields in a merge document create a bookmark called HowNowUserField enclosing the field name.
This tab allows you to set which Teams can view this contact on the Contact Selection screens on the Records, Jobs or Tasks Tabs or when creating a Record, Merge Letter or adding a new File into HowNow.
To add or remove team visibility from a contact select or de-select the appropriate team.
Setting visibility on a Contact, will NOT:
- Apply the visibility to the existing record documents profiled against the contact. This may be done manually per record or using Profile Selection for more than one record.
- Automatically set the Visibility when documents are being profiled into HowNow - the user must apply visibility when adding documents on the visibility tab
This tab shows the accounts that have access to this contact's documents on the HowNow Portal.