The contacts table lists all the contacts managed in the software.

A contact may exist:

  • as such, only in this table.
  • by automatic loading from the Contact tab of another table (e.g. company or site) or from a user record.

The contacts management ensures that each individual record is unique. A contact with a particular role can be recorded as one professional Contact among many business partners. Based on the record of one contact, you can indeed create relationships across records, provided they have a Contact tab.

SEEINFO However, a contact considered as a relationship can only be recorded as a person or individual.
Only identification information such as the last name, first name, date of birth and cell phone number are common to the contact (relationship) record and to the details entered at the general contact level.
Other information such as the address, email address, landline number and fax number are managed separately between the personal contact and each of their professional contacts.This information is considered at the Contact (relationship) level as being personal information.However, at the general Contact level, this informationis considered as professional information: it is not recovered from the contacts record and does not populate this record in return.

Example:

  • BP 001 has Mr. Smith in their contacts.
    Mr. Smith's addresses and phone information are professional ones. They are linked to BP 001.
  • BP 002 also has Mr. Smith in their contacts.
    Mr. Smith's addresses and phone information are professional ones. They are linked to BP 002 and are different from the information recorded for BP 001.
  • Mr. Smith is saved as a contact (relationship).
    Mr. Smith's addresses and phone information are personal ones. As personal information, this differs from the information related to BP 001 and BP 002.

The tab Relationships is used to provide a list of linked records. Conversely, when referencing a personal contact in the Contact tab of a record, the contact relationships are updated.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Header

The header is used to identify the record and to give a name to the contact.

Code (field CNTNUM)

This code defines the unique key in the contact record. This key can be manually assigned or if it is not entered, it can be defined via the CCN sequence number counter.

By default, this counter is constructed of a sequence number made up of 15 characters. To ensure the correct functioning of the Contact object, it is strongly advised to conserve these standard characteristics.
Title (field CNTTTL)

Used to give a civil title to the individual.
Last name (field CNTLNA)

Define the identity of the contact. Each word separated by a space make it possible to search for this contact.
First name (field CNTFNA)

Tab Contact

In this tab, it is possible to enter the contact details for the contact, as well as personal information.

Correspondence

Country (field CRY)

This code is used to identify the country associated with the information.

In the country table, which controls this field, there is a certain number of characteristics useful to perform controls on dependent information, and especially :

  • the telephone number format
  • the format of the number identifying a company or an activity (SIRET, NAF in France)
  • the postal code format
  • the format of the bank ID number
field CRYNAM

Title associated with the previous code.
Telephone (field CNTETS)

The contact's address details that are to be used to send information, by post, by telephone, or email.
Fax (field CNTFAX)
Mobile phone (field CNTMOB)
Email (field CNTEMA)
Mailing prohibited (field CNTFBDMAG)

Personnel information

Language (field CNTLAN)

Used to define the default language for the contact.
Date of birth (field CNTBIR)

Indicate the birth date (when known) of the contact.
Category (field CNTCSP)

This category, defined in miscellaneous table 907, is used to qualify the contact for statistical or marketing reasons.
Social security fund (field SSCNUM)
ID card number (field UIDCRDNUM)
Residence permit (field RDEPITNUM)

Tab Address

This tab defines the address for the individual.

Private address

field ADD1

This table lists the various address lines. The formats of the title and of the entry are defined in the country table.
field ADD2
field ADD3
Postal code (field ZIP)
City (field CTY)

The city automatically proposed is the one associated with the postal code previously indicated. It is also possible to manually enter the name of a town/city:
- If the town/city is already defined, the associated postal code is automatically displayed,
- If the latter does not exist and the postal code control has been set up in the Country record, a warning message is displayed but the continuation of the entry is authorized. In addition, the CTY - Nonexistent city alert parameter (chapter SUP, group INT) needs to be set to "Yes" for this control to apply.

Notes:

  • Its format is defined in the Country record setup.
  • Depending on this setup, the entered town/city can automatically be converted into uppercase after it has been entered.
  • In order to make selections easier without taking into account the format (accented characters/uppercase letters/lowercase letters), the selection window available on this field proposes a column dedicated to the search, where the names of the towns/cities are displayed in uppercase. The control which is carried out is case-insensitive since it is carried out with respect to the town/city name stored in uppercase.
field SAT

This field includes the geographical subdivision which is part of the postal address definition.
For instance, it can be the department for France or the state for the United States. The subdivision title and the potential control on its entry are defined in the Country setup.
If it is controlled, this code depends on the corresponding geographical subdivision.

This subdivision is automatically fed after the postal code and town/city have been entered, based on the Postal codes setup.

Tab Relations

Some contacts may carry out functions within different structures. In order to avoid contact duplicates in the database, this tab makes it possible to link the same individual to several records by defining the roles they have.

Grid

Entity type (field BPATYP)

This type of entity qualifies the table in which the individual is present, in the Contact tab of a record where the code is given the next field. Local menu 943 defines the different tables possible, amongst which are the companies, the sites, the users..
Entity (field BPANUM)

Identify the code for the record to which the individual is linked. For example, it can be a user code, company code, a site code...

The selection window and use of the tunnel on the corresponding record are possible on this field : they access to the entity type previously entered in this grid.
Name (field OBJNAM)

Title associated with the previous code.
Function (field CNTFNC)

Used to give a role to the contact in the entity. Defined by local menu local 233 (which can be parameterized), this role can be one of the routing criteria used in the Workflow definition.
Department (field CNTSRV)

Free title for the service to which the individual belongs in the entity.
Role (field CNTMSS)

Used to qualify the role (in the commercial sense of the word) of the contact in the equity. The miscellaneous table 906 is used to define the role codes required.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

Entity field error: Code already exists in line XXX

The attempt was already made to associate twice the same entity (company, site, user,...) to a given contact record.

Tables used

SEEREFERTTO Refer to documentation Implementation