Add a New Contact Record
- Select Contacts>All Contacts from the Main Menu.
- Select New>Contact Record on the black Toolbar to create new inventory records.
In each module when you select New > Module Record a series of panes will appear to assist in adding the new record.
Add New Contact Pane 1
Select the radio button to indicate if the Contact about to be added is a New Primary Contact or a New Address.
A Primary Contact is the main address for the Contact, any additional addresses for the contact will be considered Secondary Addresses. The default selection will be New Primary Contact. If adding a new Primary Contact, simply select the Next navigation button on the bottom right.
Also note you can check the option to Also Add to Artist Module. If the user is adding a Contact record for an artist which hasn't yet been added to the Artist list this option may be checked.
If the main address for the Contact already exists, select New Address radio button (to link the new address to the main Contact address).
The existing Contact list will appear in the box and the user can then search to find the Primary Address to associate the New Address with.
When this Pane is complete click the Next navigation button to continue adding the address.
Add New Contact Pane 2
On the Add New Contact Pane 2 the user can add the Address Description, Contact Name, Position, Institution, Address1, City, State, Postal Code, Country and various Phone fields. (Note that Phone fields may be labeled in Settings and this should be done before adding any Contact to ensure that data is entered in an orderly manner.) SEE Contact Module Settings.
When the form is filled out the program will establish the Sort Name at the top of the record.
Sort Name is the identifier for the record and will be how users search for Contacts. The default Sort Name will appear [last name], [first name], however if the address includes an Institution and the user would like to identify the contact by the Institution, click the radio button for Institution in the Sort By area. In the example below the user also checked the option Include City in Sort Name. This option will add the city to the Sort Name (this feature is handy for Institutions such as 'Museum of Modern Art').
When this pane is complete click the Finish navigation button to add the new Contact.