Click Contacts, then locate the company the new contact belongs to.
Click New, then enter relevant fields explained in the table below:
Contacts are used throughout the InEight Document System in all modules. All Contacts are maintained via the Address book regardless of whether they can log into InEight Document as users, or just receive content from InEight Document via email as an External Contact.
To create a contact:
Click Contacts, then locate the company the new contact belongs to.
Click New, then enter relevant fields explained in the table below:
|
Field |
Description |
|---|---|
|
Company |
The name of the company the contact belongs to. |
|
Department |
Select the Department the contact relates to (optional). |
|
Type |
Company Type. |
|
Contact ID* |
This ID must be unique within the company. The system automatically creates a default ID as Initial + first 9 characters of the Last Name. For example, JBLOE for Joe Bloe. |
|
First Name* |
First name of the contact. |
|
Last Name* |
Last name of the contact. |
|
Title* |
Title for the contact from the drop down list. |
|
Position |
The position the contact holds within the company they belong to. |
|
Phone, Mobile, Fax |
Enter contact numbers. The Fax number can be used both by the Integrated Fax-Out service and the Fax-In service. |
|
|
Enter the email address for the contact. This is used when sending mail and notifications by email and by the Integrated Email-In service. |
|
Address Details |
Enter the Address Details for the contact which include: Address Line 1, Address Line 2, City, State, Postcode, and Country. |
|
Remarks |
Free form text field for any remarks about the contact. |
|
External Contact |
Used to make the contact an External Contact. |
|
Preferred Send Method |
Choose between Email, Fax, and HC (Hardcopy) as the default send method for the contact. This is applicable for External Contacts only. |
|
Make Inactive |
This option makes a contact/user Inactive. The contact will no longer appear in the address book when creating mail, transmitting documents or anywhere the address book is used. |
|
Make Restricted |
This option restricts the users/contacts this contact can communicate with. |
|
Include Inactive contact in filters |
Used to include Inactive contacts in filters for reports or queries. |
*Mandatory fields
Fields generated by the system
If the User is an External Contact only, ensure the External Contact option is ticked.
Click Save.
To convert the contact into an InEight Document user (with login access), click on the User Security tab and add them to a security group.
Update their access to each module (None, Personal, Department, Company etc) as required.
Optional: Select the Distribution Matrix tab to add them to a distribution rule.