Contacts

The Contacts module stores information about contacts for external organizations that need to be tracked. Common examples of contacts that are tracked in Maintenance Connection include purchasing agents, recruiters, building occupants, and accounts payable / receivable contacts.

ClosedAccess the Contacts Module

To access a supporting module:

  1. Choose between two options:

    • Click the Open button on the toolbar.

    • Click the Module menu button displayed in the List pane.

      The Module menu will display.

  2. Click the name of the desired module.

    Records for the selected module display in the List pane. The content of the Work Center will depend on how you accessed this module.

    • If you used the Open option on the toolbar, the module Work Center Home page displays.

    • If you accessed this module from the module Menu control, the content of the Work Center will not change until you have selected a record.

    Click a record to open and view it in the Work Center.

ClosedContact Tabs

The pages available in the Contacts module include:

ClosedCreate a Contact

This procedure applies to all supporting modules. Refer to the module documentation for specific field definitions.

To create a new record:

  1. Choose between two options:

    • Click the New button.

    • Select File > New > Record from the menu bar.

    The Details page opens.

  2. Enter an ID for the new record in the ID field.

    The ID must be unique. If you enter an ID that is already in use, you will be prompted to correct this when you attempt to save the new record.

  3. Enter a more descriptive name for the record in the Name field.

    The ID and Name fields are both displayed in the module list.

  4. Complete any other fields on the Details page.

    See the Details page documentation for more information about the fields on the page.

  5. Click the Save button.

    You must complete the required fields on the Details tab before proceeding to enter data on other tabs.

  6. Navigate to any additional tabs to enter other data about the record.

  7. Click the Save button.

    Your changes are saved.

ClosedDelete a Contact

Records from many Supporting modules can be easily removed, however, records from certain Supporting modules that are referenced throughout the system, often as a key / required field in other modules, should not be deleted. In fact, if there are important references to a record in other modules, the system will not allow you to delete that record.

Rather than delete a key record, it is recommended that the record be made inactive on the module Details page. This will remove the record from lookups and filters, but continue to make the record available from the module list. Caution is advised before deleting records from the following modules:

  • Repair Centers

  • Shops

  • Departments

  • Zones

  • Classifications

  • Access Groups

  • Members

  • Labor

Note:

Before you delete a record, you must first remove any associations to it. To assist you, the system will identify the referenced records that are preventing the deletion. You can then access each of these records and modify them so they are no longer associated with the record you want to delete. Once all records have been modified, you should be able to delete the original record.

When a key record is not associated with other data in the system, the record can be permanently deleted.

The process for deleting records is similar for all modules of Maintenance Connection. Deleting a record permanently removes the record from Maintenance Connection. You can also delete multiple records in a single step. Refer to our Delete Records article to learn how.