Working with Contact Numbers

A contact can be allocated an unlimited amount of contact numbers. The default number is shown on the main contact form, all other numbers are stored in a phone book. To open the store numbers in the phone book (i.e. add more numbers to a contact record), click the phone book to the right of the telephone field on the main contact form. The phone book window will open.

Navigating in the Phone Book window:

To edit an existing record in the phone book:

1. From the list of records displayed in the View Area, select the record to be edited by clicking on it, the record will be populated in the Edit Area.
2. To edit the record you must be in edit-mode (to access edit-mode click the edit button on the pop-up toolbar).
   Note: If the Edit button is inactive it could mean there is no record selected for editing or that a user does not have access to edit records.
3. Edit the respective fields and click Save on the toolbar to save the changes.
   Note: Clicking Save will return the record (with the changes) to the list in the View Area and the Edit Area will revert to new-mode (the New button on the toolbar will be impressed), this means you can capture a new record or select a record from the list and repeat the edit process.

To delete an existing record in the phone book:

1. From the list of records displayed in the View Area, select the record to be deleted by clicking on it, the record will be populated in the Edit Area.
2. To delete the record you must be in edit-mode (to access edit-mode click the edit button on the pop-up toolbar).
3. Click the Delete button on the toolbar, the system will confirm the deletion before permanently removing the record
   Note: After deleting the record the Edit Area will revert to new-mode (the New button on the toolbar will be impressed), this means you can capture a new record or select a record from the list and repeat the delete process.

To create a new record in the phone book:

1. Click the New button on the toolbar
2. Enter the details in the Edit Area
3. Click Save on the toolbar to save the changes.
   Note: Clicking Save will add the record to the list in the View Area and the Edit Area will remain in new-mode, which means you can capture another new record.

Definitions for the Phone Book:

Phone Type		This indicates what type of telephone number this is, for example: mobile, landline or fax number – the properties found in this drop down come from the Phone Type code table (this means that the system administrator can add or remove telephone types from this list)
Description		This is a brief description to identify a number, for example: After Hours
Number		The number is the actual telephone number for example: 0944 27 555-2323
Default		This indicates the main telephone number for this contact and is displayed on the main contact form. Only one telephone number can be set as the default telephone number. Once a telephone number is set as the default is can be changed by allocating the default status to a different telephone number.