8. Address

CRM Address section.

8.1.  New Address

Addresses may be associated with and shared by Contacts, Sites, Ship-to Addresses, Vendors, and Vendor Addresses. To create a new Address, select the "New Address" option. The following screen will appear:

Create New Address

When creating a new Address, you are presented with the following options:

Street Address

Enter the street Address information.

City

Enter the City information.

State

Select a State from the list of available options. If a Country is selected that has States or Provinces defined, the list will hold only those States or Provinces defined for that Country.

Postal Code

Enter the Postal Code.

Country

Select a Country from the list of available options. This will automatically be set to the Default Country selected on the Configure CRM window if one has been selected. See Section 12.6, “Configure CRM” for more information.

Notes

This is a scrolling text field with word-wrapping for entering Notes related to the Address. Any Notes entered on this screen are for internal purposes only.

To add Comments to an Address, select the "Comments" tab at the bottom of the "Address" screen. The following screen will appear:

Address Comments

When adding or reviewing Comments, you are presented with the following options:

Verbose Text

Select to display all Comments in the list in an expanded view which includes the entire text of each Comment. To edit a Comment, simply select the "Edit" link next to the Comment. That link will not be shown for Changelog Comments, which can't be edited. If the "Verbose Text" option is not selected, the Comment list will display only header level information for each Comment.

Comments

Display lists Comments related to the record.

To the far right of the screen, the following buttons are available:

NEW

Opens screen for creating a new Comment.

VIEW

Highlight a Comment and then select this button to reach a read-only view of the "Edit" screen.

EDIT

Enables you to edit highlighted Comments—as long as the Comments are not "ChangeLog" Comments. ChangeLog Comments are system-generated and may not be edited. The edit screen is the same as that for creating a new Comment—except that when editing, the fields will contain Comment information. Double-clicking on a Comment will also bring you to the editing screen.

To enter a new Comment, select the NEW button. The following screen will appear:

Create New Comment
Comment Type

Select a Comment Type from the drop-down list to classify the Comment. This is a required step. Comment Types may be system-defined (i.e., "ChangeLog" and "General") or user-defined, as described in Section 13.13, “Comment Types”. Once you have specified a Comment Type, begin typing your Comment in the main text area. The text area features word-wrapping and scroll-bar support for longer Comments.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without creating the Comment, returning you to the previous screen.

SAVE

Creates the Comment and adds it to the list of Comments.

SHOW MORE

Select to show the complete list (i.e., "thread") of Comments associated with the record. To hide the list, simply select the SHOW MORE button again. The Comment thread will show the most recent Comment first.

Address Characteristics are user-defined definitions of an Address which may be used to provide additional layers of description. To enter Characteristics associated with an Address, select the "Characteristics" tab. The following screen will appear:

Address Characteristics
Characteristics

Display lists the Characteristics related to the Address.

To the far right of the screen, the following buttons are available:

NEW

Opens screen for creating a new Address Characteristic.

EDIT

Enables you to edit highlighted Address Characteristics. The edit screen is the same as that for creating a new Address Characteristic—except that when editing, the fields will contain Address Characteristic information. Double-clicking on an Address Characteristic will also bring you to the editing screen.

DELETE

Highlight an Address Characteristic and then select this button to remove the Address Characteristic from the list.

To create a new Address Characteristic, select the NEW button. The following screen will appear:

Create New Address Characteristic

When creating a new Address Characteristic, you are presented with the following options:

Characteristic

Select a Characteristic from the list of Characteristics designated as being available for use as Address Characteristics.

Value

Enter a value to associate with the Characteristic.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without creating the Address Characteristic, returning you to the previous screen.

SAVE

Creates the Address Characteristic and adds it to the list of Address Characteristics

To locate where in the application the Address is used, select the "Uses of the Address" tab. The following screen will appear:

Uses of Address

The "Uses of the Address" list displays information on all Address cross-references, including used-at reference, first name or number, last name or number, CRM Account, phone number, alternate number, fax number, email address, and web address.

Tip

Web addresses will launch a web browser when selected. However, for this to work you must drop the http:// prefix from the web address. Instead use the form www.website.com.

To the far right of the list, the following buttons are available:

EDIT

Enables you to edit highlighted used-at references.

VIEW

Highlight a used-at reference and then select this button to reach a read-only view of the "Edit" screen.

8.2.  List Addresses

Addresses may be associated with and shared by Contacts, Sites, Ship-to Addresses, Vendors, and Vendor Addresses. To access the master list of Contacts, select the "List Contacts" option. The following screen will appear:

Addresses Master List

The "List Addresses" screen displays information on all existing Addresses, including Address line 1, Address line 2, Address line 3, city, state, country, and postal code.

To the far right of the list, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

PRINT

Runs the report associated with this screen.

NEW

Opens screen for creating a new Address.

EDIT

Enables you to edit highlighted Addresses. The edit screen is the same as that for creating a new Address—except that when editing, the fields will contain Address information. Double-clicking on an Address will also bring you to the editing screen.

VIEW

Highlight an Address and then select this button to reach a read-only view of the "Edit" screen.

DELETE

Highlight an Address and then select this button to remove the Address from the list.