Adding / Editing Carrier Contacts

1. On the Contacts summary screen, click [Add New]. This feature allows the current contact database to be utilized so that duplicate contact records may be avoided.

• Beside Apply Contact: select the appropriate option – Search Contact is used to search existing contacts and to add as a contact to this entity, or select New Contact to add a brand new contact.
• Search For Existing Contact Record: Is available when Search Contact is selected.  Enter the last name of the contact as the search criteria.  Enter a minimum of two characters in order to have valid search criteria.  No wild card searches to search all are available.  The Search button will initiate the search and return all matches in a pop-up window display.
• The results will display in alphabetical order by last name. If no results are found the message, "No contacts found for xxxxxx” is displayed instead.
• Select the No Match button if there are no matching contacts.
• Select the Use Selection button – after highlighting a contact from the list.  If no contact is highlighted when the User Selection button is selected the following message is displayed: Please select a value for required field.  The selected contact detail is automatically populated into the current Contact Detail screen with exception of “Title”.  

2. If the New Contact option is selected the Contact Detail screen is displayed ready for completion.  

Field Descriptions:

• Prefix:  Use the drop-down box that contains items added by the agency in Setup under Lookup Management.  
• First:  Enter the first name of the primary contact for this entity.  The primary contact is identified as the person you would call or correspond with most of the time.  
• Middle Initial (MI):  This field is one character long. Enter the middle initial of the primary contact.  
• Last:  Enter the last name of the primary contact.
• Suffix:  Use the drop-down box that contains items added by the agency in Setup under Lookup Management.
• Goes By:  Enter the name the contact prefers to be addressed by.  This field may be used in letters or email to the entity.  
• Title:  Use the drop-down box that contains items added by the agency in Setup under Lookup Management. The title is used to identify the contacts occupation.
• Is this the Primary Contact for this account?:  There can only be one primary contact and cannot be deleted.  The primary contact can be changed.
• Personal Numbers:  Enter the phone numbers without formatting.  Formatting will be applied after the screen has been saved.  Use the drop-down box to identify the type of phone number.  Extension numbers may be entered up to 6 characters.  A brief description may be entered for each number added.  Phone number identities are as follows:
• Home phone
• Cell phone
• International phone
• Office phone
• Pager
• Personal Fax
• To add additional phone numbers:

• Click on the Add New link to the right of group heading
• Use the drop-down box to select the identity of the phone number being added.
• Enter the phone numbers without formatting. Formatting will be applied after the screen has been saved.
• The extension numbers may be entered up to six numeric characters.
• Enter a brief description for the phone number if desired.
• Click Save to save the phone number just added.
• Click Close to cancel the addition of the new number.
• The number of personal phone numbers that can be added to each contact is not limited. Click Add New link to add a new phone number.
• Click on the Details icon beside the number to edit.
• Click on the Delete icon beside the number to delete.

• Email: The email address for the contact is optional, however if the format is entered incorrectly an error will be returned to warn of the improper format. The screen cannot be saved until the format is corrected. The field can contain up to 30 characters with alphanumeric data. There are two email addresses to accommodate both work and personal as necessary.
• Locations:  Use the drop-down box to select the address where contacts are located.  
• Contact notes: Can be used for any notation about this contact. The notes can only be viewed from the contact details screen.
• Save: The Save button will save new contact information.
• Cancel: The Cancel link will cancel any modifications or adding a new contact.
• Delete: The Delete link will delete the contact. The primary contact cannot be deleted but can be changed. The delete button will not be present if the contact is set to primary.
• Update: The Update link will update any modifications to the contact record.