Form Help - Address Book (V6)
The Address Book is where you create and edit all the core information about the Companies and Contacts in your database and, in conjunction with the Project Directory, add Companies and Contacts to individual Projects.
Views
The Address Book displays in three views using various combinations of the 'tabs' at the top of the form and buttons at the base of the form.
You may select the Companies or Contacts to be displayed using the navigation functions in the white banner at the head of the form or, alternatively, show all .
The Companies & Contacts / List view shows all the companies and their contacts that match the selected criteria - you may search by Company (name) or Company Role . The List view is not editable.
The Companies & Contacts / Form view shows all the companies and their contacts that match the selected criteria - you may search by Company (name) or Company Role - and displays just one Company and one Contact at a time. The Form view is used for editing the information about Companies and Contacts.
The Contacts List view shows all the contacts that match the selected criteria - you may search by Contact (surname) . The Contacts List view is not editable.
Creating a new Company
Click the Create a new company button to open a new blank Company form. You must type information into at least one of the boxes. This will generally be the Company Name but you may choose to leave this blank and type in part or all of the address if you are creating an individual Contact without a Company Name or a person at their home address.
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.
Click the Create a new contact button to open a new blank Contact form. You must type information into the Surname field.
The software defaults the Title to 'blank'. You may select one of the offered alternatives, type in any other title such as 'Capt' or 'Rev', or leave the title 'blank'.
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
This is done using the Project Directory. The 'Add this ...' buttons are disabled when the Address Book is opened directly from the Home Page, and enabled when the Address Book is opened from the Project Directory.
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 a list created by your database administrator using the relevant PlanChest Configuration Tables.
Second contacts: There are no restrictions on the information entered here.
Reports
There are no reports available directly from the Address Book. The Company Directory is available from the Company Form, the Project Directory is available from 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 Company. Enter what (address) details you have, leaving the Co.Name field blank. Go immediately to the new blank Contact form adjacent 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.
Create a new Company and enter the name of the Company straight into the yellow Company box.
Enter the address information into the relevant boxes.