Contacts

In this topic, we continue our discussion of the Phone Book which can be accessed from the Tools Menu.

On the Contacts tab, you can view, add, and edit individual contacts for carriers, retail agents, and brokers.

Contacts are displayed using the familiar grid display. You can view each of the contacts or use the buttons defined in the following table to send an e-mail message to a contact, add new contacts, and edit existing contacts.

Active contacts are shown by default. This can be changed in the Filter pane at the bottom of the tab.

If you select a contact that is an individual on the Listing tab, no information is displayed on the Contacts tab.

Button	Function
	Use the default e-mail program to send an e-mail message to the selected contact
	Add a new contact
	Edit the selected contact
	Move to the first record
	Move to the previous record
	Move to the next record
	Move to the last record
	Refresh the list

Since the e-mail capability is self explanatory, no further explanation will be provided in this guide. We will show you how to add new contacts. Since adding and editing contacts is a very similar process, you can use the information presented when adding a contact to edit contacts later.

Contacts can only be added or edited. For record keeping purposes, contacts may be made inactive but not deleted.

1. On the Contacts tab, click the Add button.
   Alternatively, you can select a contact in the list, and then click Edit to change a contact by adapting our steps.

2. On the Detail tab, enter the contact's information in the Contact pane. As opposed to entering specific contact information, you can copy the company's information and use it for the contact as explained later.
   1. Name
   2. E-mail – e-mail address
   3. Salutation – name or title to be used when greeting the contact. Populated automatically (with the first name) when you enter the name and press Tab. Type the desired salutation in the box (e.g., Mr., Mrs., etc.).
   4. Position – job title or position in the company (If the position is not listed, you can leave this box blank.)
   5. Job Title – populated when you enter the position
   6. Phone – main phone number
   7. Ext – phone extension (if applicable)
   8. Active – makes contact active in AIM
   9. Show in PhoneBook Only – contact appears in the phone book only
   10. Fax – fax number
   11. Cell Phone – cell phone number
   12. Other Ph – additional phone number
   13. Contact By – preferred method for contacting the person
   14. Type – type of contact
   15. At – type of company

3. In the Company/Agent pane, you can use the buttons or options to copy information from the company listing and update it as the contact's information.
   If you select a option to use an item of information, only that information will be used. You can use the copy buttons to copy all the noted information and use it for the contact.
   1. Organization – populated automatically with the company name
   2. Use Company Address – company address only
   3. Use Company Phone – company phone number only
   4. Use Company Fax – fax number only
   5. Copy All From Co. – copies all information from the company record
   6. Copy Co. Phone – copies company phone only
   7. Copy Co. Address – copies company address only

4. Click the Address tab.
   1. If you did not elect to use company information using the options and buttons on the Detail tab, as explained earlier, enter the address information in the Mailing Address and Physical Address panes.
   2. If the physical address is the same as the mailing address, simply click the Copy button to copy the mailing address.

5. On the Notes tab, enter any information that is pertinent to the contact.
6. Click Save to save your changes to the contact information.
   Click Save/Add to save your changes and begin adding another contact or click Cancel to close the dialog box without saving your changes.

See Also