# 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.

| If you need to… | Go to |
| --- | --- |
| Understand the fields and required information | [Understand the record information](#understand-the-record-information) |
| Find a saved contact | [Find and open a contact record](#find-and-open-a-contact-record) |
| Change the person's information | [Edit and save contact information](#edit-and-save-contact-information) |
| Add a phone number, email address, or other channel | [Manage contact details and the image](#manage-contact-details-and-the-image) |
| Review files or history | [Review attachments and change history](#review-attachments-and-change-history) |
| Create a new contact | [Create a contact](doc:create-contact) |
| Browse the contact list | [Contacts](doc:contacts-overview) |
| Work with the shared file library | [Libraries and files](doc:libraries-files) |
| Get help with an unresolved problem | [Getting help](doc:getting-help) |

## 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](doc:create-contact). |

   ![Check the contact form route and its main fields.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/9e09374860dcc4feb0c78253021984d2.png)

**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.

| Field | What you use it for | Required on the new-contact form |
| --- | --- | --- |
| **Title** | Enter the contact's title. | No |
| **Name** | Enter or select the contact's name. | Yes |
| **Position** | Enter the contact's position. | No |
| **Department** | Enter the contact's department. | No |
| **Account** | Select the related account. | Yes |
| Contact-detail value | Enter the value for a selected contact channel. | No |

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.

![Identify the required **Name** and **Account** fields on the new-contact form.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/fe8a8cc2503755718728a3c0064a42ec.png)

> **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?`.

   ![Choose a contact channel from **Contact Details**.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/dda089885e1315fc4f7f815905910fcc.png)

**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.

| Area | Information or action |
| --- | --- |
| Attached files | **File Name** is available with the attached-file operation. |
| File library | Library name, **File Name**, **Links**, and **Comment** can appear in the file operation. |
| File actions | **Edit**, Download, Link, Open, Add/Remove tags, **Rename**, **Delete**, and **Export** are available according to the file state. |

**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.

| Message | What to do |
| --- | --- |
| `This Field Is Required` | Enter the missing value in the required field. |
| `Just '_'‘-''.' And '&' Characters Accepted` | Remove unsupported characters from **Name** or the file value being checked. |
| `Email is invalid` | Correct the value in the email contact-detail field. |
| `You already have a contact with this name` | Use a different contact name or review the existing contact before saving. |
| `Error: This Contact Name Already Exists` | Use a different contact name or review the existing contact before saving. |
| `Error: Server Error` | Contact your administrator or follow [Getting help](doc:getting-help). |
| `Your request was completed successfully` | Continue with the updated contact record. |
| `Are you sure you want to delete this item?` | Confirm only when you intend to remove the contact image. |

### 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](doc:libraries-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.

| If you need to… | Go to |
| --- | --- |
| Locate another saved contact | [Contacts](doc:contacts-overview) |
| Create a contact | [Create a contact](doc:create-contact) |
| Work with files beyond the contact attachment area | [Libraries and files](doc:libraries-files) |
| Resolve an access or server problem | [Getting help](doc:getting-help) |

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