You use communication types to classify the various forms of communications you use for your accounts and contacts.
When you create a communication type, you have to assign a communication class. The class designates the method of communication, such as phone, fax, email, etc. There are eight (8) communication classes available:
- Phone
- Email - If an account or contact has multiple email communication types and you send an email from the account or contact, all the email addresses default into the To field.
- Fax
- Pager
- Alpha Page
- Efax
- Web
- Other
There is no limit on the number of communication types you can create. However, you must have unique communication types. For example, to have multiple phone numbers, you need to create a communication type for Phone, Phone 2, Phone 3, and so on.
The Phone field on the Account and Contact screens displays the first communication on the account or contact with a type of MAIN. When you enter a number into the Phone field, a MAIN entry is added to the Communications screen automatically. MAIN indicates the preferred communication type for the organization. If you enter a communication type of MAIN, it defaults this into the Phone field on the account or contact.
Add a Communication Type
- Click the Communication Types link from the Main Menu. The Communication Types page opens.
- Click the Add button. The Add Communication Type window opens.
- Enter the following information:
- Description - Name of the type.
- Code - Unique alphanumeric value.
- Class - Method of communication for the communication type.
- Sequence - Order the communication type displays in the drop-down when adding communication types to accounts and contacts.
- Sensitivity - Not applicable.
- Label - Shortened description used in drop-downs when adding the communication type to accounts and contacts.
- Duplicate - If checked, possible duplicate accounts or contacts are determined based on the communication type. For example, since email addresses are typically unique to an account or a contact, you would want to check this check box to determine if any accounts or contacts already exist.
- Mask - Value to automatically append when sending reports via efax. This is typically a common domain name so you do not have to enter it on each account or contact with an efax entry. You cannot change the mask once it is entered. Only available if E-Fax is selected in the Class drop-down.
- Click OK.
Change a Communication Type
You can change the information for a communication type after you have created it. When you change the information for a communication type, it updates wherever the communication type is used. If you change the class for a communication type, you need to use the Synch Communication Type process to update the existing communication types. If you don't want to update the already existing communication type data, then you must add a new communication type using the steps in Add a Communication Type.
- Click the Communication Types link from the Main Menu. The Communication Types page opens.
- Select the communication type to edit.
- Right-click and select Edit. The Edit Communication Type window opens.
- Update the necessary information.
- Click OK.
Synch Communication Type
The communication type synch process checks the class assigned (Phone, Email, etc.) to the communication type against the existing accounts and contacts that already have the communication type assigned. It updates the communication type on the account(s) and contact(s) that do not match. To synch a communication class for a communication type:
- Click the Communication Types link from the Main Menu. The Communication Types page opens.
- Select the communication type to synch.
- Right-click and select Synch Communication Type. A message appears with the number of accounts and contacts affected.
- Click Yes to continue. The sync process begins. This process can take a long period of time if there are a lot of accounts and contacts to update.
Delete a Communication Type
If you no longer use a communication type and don't want to keep a record of it, you can delete it. When you delete a communication type that is used, you receive a prompt to select a communication type to replace the communication type you are deleting. You cannot undo the delete or delete and replace process.
- Click the Communication Types link from the Main Menu. The Communication Types page opens.
- Right-click on the communication type to delete.
- Select Mark for Delete.
- Click the Save button. If the communication type is used, the Replace window opens.
- Select the communication type from the drop-down to replace the deleted communication type.
- Click OK.
Comments
4 comments
Hello - how does one add alternate communication types to contact search results?
E.G. in the "Contacts - Personnel" search results, list Work, Mobile and Home phone numbers in the grid? (only Work ("Phone") and Mobile are appearing as available columns...)
zak.
0 upvotes
Hi Zak,
At first look there appears to be an issue with the Contacts - Personnel settings and how they are not respecting the way communication types are set. You should be able to add these alternate communication types so they show in the search result column. Can you please enter a ticket so our Development team can review further.
Thank you,
Ryan
0 upvotes
Hi - Can anyone assists us with this error while adding contacts - personnel. Thank you!
2 upvotes
I'm not 100% but just guessing, you have the unique option checked against the email or phone communication types.
I'm not sure if this means you can only have 1 communication entry with that type attached to each account/contact OR if it means you can only have one account/contact with that communication value.
As you are adding a new contact, I suspect it's the latter.
Can you check whether you have any other records with the same email or phone number?
0 upvotes
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