Adding, creating, updating and archiving / Deleting contacts

Go to the address book from the main menu.

To create a new record select 'create' button to bring up a screen form to complete - for either an individual or a company..

To edit an existing record (either organisation or individual) click on the relevant record and select the 'edit' button to update.

You can also access individuals associated with the company or the vice versa and edit the record too.  

Click on the 'company' (or 'council') name from the address book - the associated record will be displayed as a box.  To open the record click on the icon

   which will then take you to the associated record.  You can then edit the record in the usual way.

Contact records also have 'smart buttons' which allow you to access related areas of the system 

You are able to click back to where you were previously on a form by using the 'Breadcrumbs' at the top of the page

Form Actions

Most forms will have 3 default actions 'Archive, Duplicate and Delete' available from the actions menu at the top, forms may also have custom actions related to the record.

• If you do not see specific actions on a records form you may not have access to these (Contact your System Administrator for more information)

IMPORTANT NOTE - If you are archiving an existing contact in the system and they have portal access you will need to remove their portal access first.  To do this :

Go to SETTINGS

Search and fine the user 

Tick the box

ACTIONS - delete and then confirm

WATCH VIDEO

You should then return to the address book and proceed to archive or delete them depending on your local policy for records.

IMPORTNAT NOTE - if you are changing details about the clerk then view this article that explains how to manage that change as their individual record should not be deleted.