Contact record

Contact records at a glance

A contact record keeps one person's identity, account relationship, contact channels, attached files, and change history together. Use it when you need to inspect or maintain the information held for an existing contact.

Before you open or change a record

Sign in before opening a contact, and choose an existing contact when you need to review its saved details.

Prerequisites

• Sign in to PAMS.
• Have the contact you want to open available in the Contacts list.
• Open an existing contact record when you need the Attachment or Last Modifications tabs.
• Have permission to edit the record when you need the Save or Save and Close actions.

When the feature is unavailable, the page shows the subscription-upgrade surface. A read-only record keeps its information available for review while edit actions are unavailable. If you leave with unsaved changes, the page asks you to handle those changes before you leave. Then find the contact you need in the Contacts list.

Find and open a contact record

The Contacts list is the starting point for locating a saved contact. Selecting a row for a contact in the same branch opens that contact's record.

Prerequisites

• Open the Contacts list from the main navigation.
• Know which saved contact you need to inspect.

Steps

1. Open the Contacts list from the main navigation.

2. Choose the entry point that matches your task:

   If you need to…	Choose
   Open a saved contact	Select its row.
   Create a new contact	Follow Create a contact.

   

Result: The contact form is open. The form shows Title, Name, Position, Department, and Account.

Understand the record information

The main contact form identifies the person, relates the person to an account, and holds the person's communication details.

The form applies its validation rules to the main information. Name is required and uses a pattern rule. An email contact detail uses email validation. Phone, Fax, and Mobile values accept up to 20 characters.

On a new record, Name uses an autocomplete control. On an existing record, Name uses a text box. Account is read-only when the record is read-only.

Note: Name and Account carry required markers on the new-contact form.

Edit and save contact information

Change the identity or account relationship on a contact record.

Prerequisites

• Open the contact record.
• Have edit permission for the record.
• Have the correct name and related account ready before saving.

Steps

1. In the main contact form, select Title, Name, Position, Department, or Account.

2. Enter the corrected value or select the related account.

3. If the form displays Just '_'‘-''.' And '&' Characters Accepted, remove characters other than _, -, ., and & from Name.

4. Select Save or Save and Close:

   If you need to…	Select
   Keep the contact record open	Save
   Save and leave the record	Save and Close

5. If the form displays This Field Is Required, enter the missing required value.

6. Select Save or Save and Close again.

Note: Save and Save and Close are disabled when there are no detected changes or when saving is in progress.

Result: The contact form remains on screen with its save controls available for the next action.

Manage contact details and the image

Contact details are the communication channels you keep with the person's main record. Add only the channels that belong to this contact so colleagues can use the right route to reach the person.

Prerequisites

• Open an editable contact record.
• Have the phone numbers, email address, website, online-support address, or comments you want to add.

Steps

1. Open the Contact Details menu.

2. Select one channel to add:

   If you need to add…	Select
   A telephone number	Phone
   A fax number	Fax
   A mobile number	Mobile
   An email address	Email
   A website	Website
   Online support information	Online Support
   A note about the contact	Comments

3. Enter the value beside the new channel.

4. If you added Email, correct the value when the form displays Email is invalid.

5. To remove an existing channel, select its remove control.

6. To change the contact image, open the image dialog.

7. Select an image file in the image uploader.

8. Select Upload.

9. To remove the current image, open its image menu.

10. Select Delete.

11. Confirm the deletion when the dialog displays Are you sure you want to delete this item?.

Result: The selected contact detail or image action is complete on the contact form.

Review attachments and change history

Attachments are files associated with an existing contact. Last Modifications is the contact's change-history area. These tabs are available for an existing record opened outside a popup.

Prerequisites

• Open an existing contact record outside a popup.
• For file changes, have an editable record and the file you want to attach.

Steps

1. Select Attachment to open the contact's attached files.

2. Select Attach File to open the file library.

3. Choose the file action that matches your task:

   If you need to…	Select
   Change file details	Edit
   Download a file	Download
   Link a file	Link
   Open a file	Open
   Add or remove tags	Add/Remove tags
   Rename a file or folder	Rename
   Delete a file or folder	Delete
   Export the file list	Export

4. If the attachment area reports a load problem, select Try Again.

5. Select Last Modifications to open the change history.

6. Select Registration to open the available registration history entry.

Result: The selected attachment or history area is open on the contact record.

When a contact record cannot be saved

Use the message text on screen to choose the correction.

Out of scope

The file-library component has additional messages for standalone library operations, including file selection, duplicate files, missing links, and server errors. Use Libraries and files for those messages.

Continue from the contact record

After you inspect or update the contact record, continue with the part of the contact work you need next.

The contact record keeps Attachment and Last Modifications as its related areas.