Field Definitions: PM Firm Contacts Form

The following is a list of field descriptions for the PM Firm Contacts form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Firm Number

Enter the firm number or press F4 to select a firm from a list.

Tip:

The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

Note: If you accessed this form via the PM Firms (Contacts tab), this field defaults the active firm and is disabled.

Overview: Firms and Contacts

PM Firms Contacts

Contact Code

Create a new contact

When you create a new contact, you are creating a contact at the firm selected in the Firm Number field.

There are several ways to create a new contact:

  • Enter a "+" in this field to create a new contact at the firm selected in the Firm Number field, and then press TAB. The system will automatically assign the new contact the next available contact code.

  • Click the New Record icon (), and then select a firm in the Firm Number field. The Contact Code field will automatically populate with the next available code for the selected firm. Press TAB to exit the field and accept the default.

  • Enter a code that has not been used on the firm selected in the Firm Number field. The code number can be up to 6 digits long.

Note:

If you used the Initialize feature to generate contacts for this firm using the PR Employees form, this field defaults a code identical to the employee number.

Select an existing contact

Enter an existing contact code or press F4 to select a contact from a list.

Overview: Firms and Contacts

PM Firms Contacts

Last Name

Enter the last name of this contact, up to 30 characters.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s last name as defined in PR Employees.

 

Overview: Firms and Contacts

PM Firms Contacts

First Name

Enter the first name for this contact, up to 15 characters.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s first name as defined in PR Employees.

 

Overview: Firms and Contacts

PM Firms Contacts

Middle Initial

Enter the 1-character middle initial of this contact.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s middle initial as defined in PR Employees.

 

Overview: Firms and Contacts

PM Firms Contacts

Courtesy Title

Enter the courtesy title or honorific for this contact, up to 10 characters (e.g., Mr., Mrs., Ms., Dr., etc.). Courtesy titles will print on generated documents (those created using the Create with Template function) when the specified contact is included on the related distribution list.

 

Overview: Firms and Contacts

PM Firms Contacts

Sort Name

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s sort name as defined in PR Employees.

If entering contacts manually, sort name defaults as the first 15 characters of the last name and first name (if last name less than 15 characters). Accept the default, or enter the sort name for this contact, up to 15 characters.

 

Overview: Firms and Contacts

PM Firms Contacts

Title

Specify this contact’s position or job title, up to 30 characters.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the Class description defined for the employee in PR Employees.

 

Overview: Firms and Contacts

PM Firms Contacts

Exclude From Lookups

Check this box to exclude the contact from PM module firm contact lookups, for example if the contact no longer works at the organization.

When this box is checked the contact is excluded from the lookups, but it can still be manually entered into a field.

Create and Send

When this box is checked, the contact also won't display in the PM module firm contact lookups in the Create and Send feature.

 

Overview: Firms and Contacts

PM Firms Contacts

Preferred Method of Correspondence

Select the contact’s preferred method of correspondence. The method selected here will determine how project documents are distributed to this person.

  • Print – Select this option if this person prefers to receive all correspondence in hard copy (printed).

  • Email – Select this option if this person prefers to receive all correspondence by email. Make sure to enter the email address in the space provided to the right of this field.

  • Fax – Select this option if this person prefers to receive all correspondence via fax. Make sure you enter the fax number in the space provided to the right of this field.

    Create and Send

The Create and Send feature is used to generate project documents and/or project correspondence. The selection in this field determines by default what kind of correspondence is created for the contact when the Create and Send feature is used. This is only the default.

Click here for an overview on the Create and Send feature.

 

Overview: Firms and Contacts

PM Firms Contacts

Phone

Enter the phone number for this employee, up to 20 characters.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s phone number as defined in PR Employees.

 

Overview: Firms and Contacts

PM Firms Contacts

Ext

If applicable, enter the employee's extension number, up to 5 characters.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s extension number as defined in PR Employees.

 

Overview: Firms and Contacts

PM Firms Contacts

Fax

Enter the fax number for this employee, up to 20 characters.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s fax number as defined in PR Employees.

Click here for information about the Formatted Fax field.

Create and Send

When using the Create and Send feature to send faxes, you also need to set up a fax server using the PM Company Parameters form(PM Company Parameters > Info tab > Fax Server Name field). More

Overview: Firms and Contacts

PM Firms Contacts

Mobile Phone

Enter the mobile phone number for this employee, up to 20 characters.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s mobile phone number as defined in PR Employees.

 

Overview: Firms and Contacts

PM Firms Contacts

Formatted Fax

Use this field to enter a custom formatted fax number. When there is a value in this field, it will be used instead of the value in the Fax field when the preferred contact method is Fax, and the value in the Fax Server Name field on the PM Company Parameters form will not be appended to it.

This field allows you to enter custom formatted fax numbers that do not meet the standard <##########@faxservername> format. For example if you use the RightFax Fax Server, you can use this field to enter fax numbers using the format: <FirstName@##########>.

Create and Send

When using the Create and Send feature to send faxes, you also need to set up a fax server using the PM Company Parameters form( PM Company Parameters > Info tab > Fax Server Name field). More

Overview: Firms and Contacts

PM Firms Contacts

Email

Enter a valid email address for this contact. Clicking the Email button (to the right of this field) will automatically open up Microsoft Outlook and set up an outgoing message for you using the email address specified in this field.

If you used the Initialize feature to generate contacts for this firm (from PR Employees), this field defaults the employee’s email address as defined in PR Employees.

 

Overview: Firms and Contacts

PM Firms Contacts

Use Contact Address

Check this box to use this contact’s mailing address instead of the firm’s mailing address. Checking this option enabled the contact address fields below.

The system will only use this address if the contact is included on a document’s distribution list and has a CC method of ‘None’.)

Leave this box unchecked to use the firm’s mailing address information. Unchecking this box disables the contact address fields below; however, any address information previously entered for the contact remains intact.

Note:

In order to use the contact’s address on documents, you will need to add the override address fields (OvrdMailAddress, OvrdMailAddress2, OvrdMailCity, OvrdMailCountry, OvrdMailState, and OvrdMailZip)) to applicable templates in PM Create & Send Templates (Merge Fields tab). In addition, to include this address in PM Document Tracking, you must add the address fields to the document tracking view for each applicable grid form in PM Document Tracking Grids.

 

Overview: Firms and Contacts

PM Firms Contacts

Street

This field is only accessible if you checked the ‘Use Contact Address’ option above.

Enter the mailing address to use for this contact, up to 60 characters. This address will be used instead of the firm’s mailing address.

If you did not specify a country, the system uses the Default Country defined in HQ Company Setup.

Overview: Firms and Contacts

PM Firms Contacts

Mail City

This field is only accessible if you checked the ‘Use Contact Address’ option above.

Enter the city to use for this contact, up to 30 characters.

If you did not specify a country, the system uses the Default Country defined in HQ Company Setup.

Overview: Firms and Contacts

PM Firms Contacts

Mail State

This field is only accessible if you checked the ‘Use Contact Address’ option above.

Enter a valid state (as defined in HQ States) for this contact. The system validates the state based on the Default Country specified in HQ Company Parameters for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Mail Country field.

If you did not specify a country, the system uses the Default Country defined in HQ Company Setup.

Overview: Firms and Contacts

PM Firms Contacts

Zip Code

Enter the zip code for this contact, up to 10 characters.

Note:

If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

 

Overview: Firms and Contacts

PM Firms Contacts

Mail Country

Enter the 2-character country code for this contact. Entry in this field is required when the address exists outside the Default Country specified in HQ Company Setup for the active company. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

If you did not specify a country, the system uses the Default Country defined in HQ Company Setup.

Overview: Firms and Contacts

PM Firms Contacts

Mail Add'l Address

Use this field to enter additional address information for this contact (up to 60 characters). For example, if the contact receives mail at a P.O. Box, then you might enter the P.O. Box in the Mailing Address field above, and use this field to enter the street address.

 

Overview: Firms and Contacts

PM Firms Contacts