Form Help - Office Directory
You create new Companies and Contacts, and edit existing Companies and Contacts, using this Form. You may also edit existing Companies using the Company Form, and edit existing Contacts using the Contact Form.
The Office Directory is also used, in conjunction with the Project Directory, to add Companies and Contacts to individual Projects.
Creating a new Company
Type the Company Name into the white box alongside the word 'Company'. You will see the software searching through the list of existing companies to find the closest match. Select the 'down arrow' alongside the name you are typing to double-check that the Company is not already in the Database. If you are sure that it is not, press the return key.
You will be asked if you wish to create a new company. Click 'OK' and the name you have typed will be inserted into the yellow 'Co.Name' box.
Type in any other information that you wish. You can always return later to add more information, or edit existing information.
Creating a new Contact
You cannot create a Contact 'in isolation'. A Contact can only be created at a Company.
Type the Contact's Surname into the white box alongside the word 'Contact'. You will see the software searching through the list of existing contacts at that Company to find the closest match. Select the 'down arrow' alongside the name you are typing to double-check that the Contact is not already in the Database. If you are sure that they are not, press the return key.
You will be asked if you wish to create a new contact. Click 'OK' and the name you have typed will be inserted into the yellow 'Surname' box.
The software defaults the Title to 'Mr'. You may select one of the offered alternatives or type in any other title such as 'Capt' or 'Rev'. The Title is a 'required' field in the Database.
Type in any other information that you wish. You can always return later to add more information, or edit existing information.
Adding Companies and Contacts to Projects
From the Home Page, select Project Directory . Navigate to the Project to which the Companies and Contacts are to be added.
On the Project Directory select Office Directory . The Office Directory appears in front of the Project Directory. Navigate first to the Company you wish to add, then to the Contact at that Company, then select the Add ..... to project ..... button. You may add just the Company using the button below the Company information or both Company and Contact at the same time using the button below the Contact information.
Close the Office Directory and check that the Project Directory has updated correctly.
Data constraints
Company information
Company Role: This is limited to the list that you create in the Look-Up Table Company Role.
Contact information
Contact principal: This is limited to the list that you create in the Look-Up Table Company Principals Query.
Second contacts: This is a Self-Building List.
Reports
There are no reports available directly from the Office Directory. The Company Directory is available from the Company Form, the Project Directory is available from the Project Directory or the Project Form.
Office Directory - Frequently asked questions
How do I add an individual Contact without a Company Name, or a person at their home address?
Create a new blank Company record using the New Record Selector. Enter what (address) details you have, leaving the Co.Name field blank. Go immediately to the adjoining Contact section of the Office Directory and type the Contact's Surname straight into the yellow Surname box.
How do I add different addresses of the same Company?
Make sure that the particular address is not already in the Database using the 'Creating a New Company' actions as above.
Create a new blank Company record using the New Record Selector. Enter the name of the Company straight into the yellow Co.Name box.
Enter the address information into the relevant boxes.