Attaching Contacts to records

  1. Search for the record you want to attach a Contact to.
  2. Right-click and select the Locations - Attach Contact option.

    The Attach Contact dialogue box appears.

  3. Select the Contact Type from the drop-down list:
  • Author - default - the author of the record, usually the person or organization who wrote the document .
  • Addressee - the person who the document is addressed to
  • Representative - the person or organization who is a representative for the document - i.e. the person or organization who writes on behalf of another. For example, a lawyer representing a claimant.
  • Other - another type of Contact
  • Client - that the Contact is a Client of the record.
  • Custom Contacts - Contact types that are configurable by the administrator.

  1. Click Add Contacts (). The Select from Record contact dialogue box is displayed.

  2. Search for and select the locations to be added as a record contact and then click OK.
  3. If different Contact Types are to be added, repeat Steps 3 to 5 until all contacts are added.
  4. Click OK

Before the new record contacts are saved, the type of contact can be modified on the Attach Contact dialogue box.

  1. From the list of records to relate select the record relationship(s) to be changed and click Display Properties (). The Modify contact details dialogue box is displayed.

  2. From the Contact type drop-down list, select the new contact type to be associated with the selected record(s).
  3. If the contact is being added to a single record, you can also define if the new contact is a primary contact.
    • Make primary contact - makes the Contact the primary Contact for the record
      • Only if No primary contact exists - select if you are unsure whether the record already has a primary Contact and you do not want to override the existing primary Contact
  4. Click OK.

To delete contacts before they're saved, on the Attach Contact dialogue box, select the record contact(s) to be removed and click Remove ().

  1. Click OK

Once saved, you can view the attached Contact details in the record view pane, see Modifying the view pane or via the record's Properties Contact tab, see Records Contacts tab.

NOTE: If you attach a Contact to a record and then later attach that Contact to an Organisation, the records of that Contact will not be updated to be associated with the new organisation.

If the required location doesn't exist in Content Manager, a new location can be added via the Select from Record contact dialogue box.

  1. Click Add Contacts (). The Select from Record contact dialogue box is displayed.
  2. Either right-click in the dialogue box and click New Location; OR
    Click New in the shortcuts tray.
  3. Select the type of Location you want to create.

    The New Location dialogue box appears.

  4. Complete the New Location form, see Creating Locations and then click OK
  5. On the Select from Record contact dialogue box, select the new location and then click OK.

TIP: You can also attach a Contact to a record by dragging the Location onto the record using the right mouse button.

Select Attach Contact and Content Manager will display the Attach Contact dialogue with the Contact's details already filled in.

Drag using the left mouse button to change the Assignee Location.