Case Summary: Contact Information Tab

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

On the Contact Information tab, you can view and maintain mailing addresses, phone numbers, email addresses, and other contact information related to the case.

Permissions Required

To view, edit, and create contact information, you must be in a Person Management role and have the necessary permissions enabled. See Person Management Permissions for details.

To view and edit user-defined fields, you must have the "Can edit UDEF data" permission enabled.

Example

Fields

Different fields are available based on the type of contact information.

After an address code is selected, at least one address field must be filled in to enable the "Create" button.

Field	Description
Address Code	Required, and cannot be edited after the record is created. Available options are maintained in the Campus-wide Definitions hub on the Contact Definitions page.
Address Line 1, 2, 3	Up to 60 characters.
City	Up to 60 characters.
State	Available options are maintained in the Campus-wide Definitions hub, Maintain Table Values page under the "state" column name.
Zip Code	Up to 5 characters.
Country	Available options are maintained in the Campus-wide Definitions hub, Maintain Table Values page under the "country" column name.
County	Available options are maintained in the Campus-wide Definitions hub, Maintain Table Values page under the "county" column name.
Locality	Available options are maintained in the Campus-wide Definitions hub, Maintain Table Values page under the "locality" column name.
Attention	Up to 45 characters. An attention line may be used to route a letter to someone other than the person listed on the name record. This field is most often used for organization records to route a letter to a specific person or department.
Type	Indicates the type of address (e.g., dormitory, international, domestic, etc.). Available options are maintained in the Campus-wide Definitions hub, Maintain Table Values page under the "addr_type" column name.
Status	Available options are maintained in the Campus-wide Definitions hub, Maintain Table Values page under the "addr_sts" column name.
Date Confirmed	The date the address record was verified. Default is today's date in Desktop and blank in J1 Web. Confirmation methods vary by school.
Start Date	The first date the address will be active for the individual.
End Date	The last date the address will be active for the individual.
Year Start Month	The Year Start Month is used with the Year Start Day to manage mail for individuals who reside at one address for part of the year and another address for the rest of the year.
Year Start Day	The Year Start Day is used with the Year Start month to manage mail for individuals who reside at one address for part of the year and another address for the rest of the year.
Year End Month	The Year End Month is used with Year End Day to indicate when an address becomes inactive for delivery purposes. The combination of Year End Month and Year End Day must be greater than or equal to the combination of Year Start Month and Year Start Day.
Year End Day	The Year End Day is used with Year End Month to indicate when an address becomes inactive for delivery purposes. The combination of Year End Month and Year End Day must be greater than or equal to the combination of Year Start Month and Year Start Day.
Update Source	Denotes how the information was added to the system. In most cases, this field is autofilled when information is added via the Process Internet Submission process or another import process. Available options are managed in the Campus-wide Definitions hub, Maintain Table Values page under the "update_source" column name.
Stop Mail	When the checkbox is selected, the person should no longer receive any mailings to this address. This checkbox does not impact any Jenzabar One processes (i.e., if this address needs to be removed from a mailing list, you'll need to manually update your queries). Note This checkbox applies only to the selected address. To indicate that the person should stop receiving mail for all the addresses associated with their record, select the "Stop All Mail" checkbox on the Individual tab.
FIPS 5 1 Code	Indicates the person's state or province. This value is used for certain records for the W2 magnetic media submissions (e.g., SEVIS Update Report). If left blank, the Zip Code is used for reports. Available options are maintained in the Campus-wide Definitions hub, Maintain Table Values page under the "fips_5_1_post_cde" column name.
Postnet Barcode Zip	A 9-digit zip code that can be used for barcode printing functions.
Private	Indicates that the person does not want their address information shared.

Field	Description
Phone Type	Required, and cannot be updated after the record is created. Available options are maintained in the Campus-wide Definitions hub on the Contact Definitions page.
Country	The country associated with the phone number. Available options are maintained in the Campus-wide Definitions hub, Maintain Table Values page under the "country" column name.
Number	Required. Allows up to 30 digits.
Extension	Allows up to 5 digits.
Associate with Address	A drop-down with the address codes for the name record. Associating an address record with a phone record can be helpful when a person has multiple addresses and phone numbers.
Start Date	Indicates when the phone number is active for the record.
End Date	Indicates when the phone number is inactive for the record.
Carrier	Available options are defined in the Campus-wide Definitions hub, Contact Definitions page.
Text Capable	Indicates that a number can receive text messages. Jenzabar Communications Plus can send SMS text messages to numbers that are text capable.
Mask	The phone mask determines how the phone number is displayed throughout the system (e.g., U.S. number with area code, international number with an extension, etc.). Available options are maintained in the Campus-wide Definitions hub, Contact Definitions page.
Status	Indicates whether the number is active. Default options are A (active) and I (inactive), and you can add additional statuses in the Campus-wide Definitions hub, Maintain Table Values page under the "phone_sts" column name.
Date Confirmed	The date when phone information was confirmed. Confirmation methods vary by school.
Verification Status	Required. Indicates whether or not contact information for the name record has been verified. Status options are provided by Jenzabar and determine which recipients can receive J1 Web communications. The default status is "Unknown", and the status updates automatically when the validation process is run on the Communication Contacts page. For additional information about verification statuses, see the following help topics: Phone Contact Verified Status (Desktop help) Communication Contacts
Phone Contact Name	Up to 45 characters. Indicates alternate contact associated with the number (e.g., a student's number may be shared with their guardian and the guardian would be listed as a contact name).
Private	Options are Yes or No. This is an informational field that can be used in reports to indicate that the number should not be shared.

Field	Description
Contact Type	Required, and cannot be updated after the record is created. Available options are maintained in the Campus-wide Definitions hub on the Contact Definitions page.
Contact Address	Required. Up to 60 characters.
Institutional Email	If the Contact Type is an email, the Institutional Email checkbox is visible. Only one email address can be identified as the institutional email. Many processes in the system use the email marked "institutional email" as the default when sending communications.
Preferred	Indicates whether this is the preferred alternate contact method (e.g., if a student has a text-capable mobile number listed, but would prefer to receive communications via email). Only one alternate contact can be identified as "preferred".
Active	Indicates whether this record is active or inactive. Default is Active.
Notification Enabled	Indicates whether this alternate contact can receive system notifications.
Start Date	The date that the alternate contact is available to be used.
End Date	The last day the alternate contact is available to be used.
Date Confirmed	The date when alternate contact information was confirmed. Confirmation methods vary by school.
Verification Status	Required. Indicates whether or not contact information for the name record has been verified. Status options are provided by Jenzabar and determine which recipients can receive J1 Web communications. The default status is "Unknown", and the status updates automatically when the validation process is run on the Communication Contacts page. For additional information about verification statuses, see the following help topics: Alternate Contact Verified Status (Desktop help) Communication Contacts

How To

View Contact Information

From the Case summary page, click the Contact Information tab.
To see details about other addresses, phone numbers, or alternate contacts for the student, click the drop-down next to View Address, View Phone Number, or View Alternate Contacts and select an option. The drop-down is only enabled if more than one contact is available.
To view historical address, phone number, or alternate contact information, select View historical records from the Options drop-down. The View Historical Records window opens, displaying detailed contact records.
To view the address on a map, click the View on map button in the View Address section. A maps page opens pinpointing the address.

Create an Address Record

On the Contact Information tab, click the Create address record button. The Create Address Record pop-up opens.
Required fields are indicated by a red asterisk.
Select an Address Code from the drop-down. This code cannot be edited once the record is created.
Enter or select details for the following fields. To enable the Create button, at least one address field must have a value.
1. Enter Address Line 1, 2, and 3 as needed. These fields can contain a maximum of 60 characters.
2. Enter the City name. This field can contain a maximum of 60 characters.
3. Select the State.
4. Enter a 5-digit Zip Code.
5. Select a Country.
6. Select a County.
7. Select a Locality.
8. If mailed items should be addressed to someone other than the associated name, enter a name in the Attention field. This field can contain a maximum of 45 characters.
9. Select an address Type.
10. Select the Status of the address (Presumed current or Out of date), if known.
11. Enter the Date Confirmed, if known.
12. Enter the Start Date and End Date to indicate when the record is available in the system.
13. If this address will be used for the person for only part of the year, select a Year Start Month and Year Start Day.
14. Select the Year End Month and Year End Day to indicate when this address is no longer active for the year. The combination of Year End Month and Year End Day must be greater than or equal to the combination of Year Start Month and Year Start Day.
15. Select the Update Source from the drop-down.
16. Select the Stop Mail checkbox if this address should not receive mail.
17. Select an FIPS 5 1 Code, if known.
18. Enter a 9-digit Postnet Barcode Zip if you'll need to print the address with a barcode.
19. Select Yes or No from the Private drop-down to indicate if this address is private. The field defaults to No.
Click Create. The new address is now available from the View Address drop-down on the Contact Information tab.

Edit an Address Record

The Address Code cannot be edited. All other fields are editable.

On the Case summary page, click the Contact Information tab.
If more than one address is in the system, select the address you need to edit from the View Address drop-down.
Click the Edit icon. The Edit Address Record pop-up opens.
Update the fields as needed.
When you are done, click Update.

Copy an Address Record

On the Contact Information tab, select the address you want to copy from the View Address drop-down.
Select Copy from the Options drop-down. The Copy Address Record pop-up opens. All address information except the Address Code autofills in the fields.
Select an Address Code from the drop-down. This field is required.
Review and update the information in the editable fields.
Click Create to save the new record and close the pop-up. The new address record is now displayed in the Contact Information tab.

Create a Phone Record

On the Contact Information tab, click Create phone record. The Create Phone Record pop-up opens.
Required fields are indicated by a red asterisk.
Select a Phone Type from the drop-down.
Select a Country.
Enter a phone number in the Number field. Do not include spaces or characters.
If the number includes an extension, enter it in the Extension field. Do not include spaces or characters. The extension can include up to 5 numerals.
From the Associate with Address drop-down, select the address code the phone number should be associated with.
Click in the Start Date and End Date fields and select the date range when the record is available in the system.
Select an optional phone Carrier.
If the number can send and receive text messages, select the Text Capable checkbox.
Select a Mask option to determine how the number will be displayed throughout J1 Web (e.g., U.S. number with an extension).
Select the Status of the number (e.g., active or inactive).
Click in the Date Confirmed field and use the pop-up calendar to select the date when the number was confirmed, if known.
Select the Verification Status. The field defaults to Unknown.
Enter a Phone Contact Name (up to 45 characters) if the phone number is shared and may have a contact other than the associated name record.
Select whether the phone number is Private. The field defaults to No.
Click Create. The new phone record is now displayed in the Contact information tab.

Edit a Phone Record

Phone Type cannot be updated. All other fields are editable.

On the Contact information tab, select a phone record from the View Phone Number drop-down.
Click the Edit icon. The Edit Phone Number pop-up opens.
Required fields are indicated by a red asterisk.
Update the fields as needed.
When you are done, click Update.

Copy a Phone Record

On the Contact information tab, select the phone record you want to copy.
Select Copy from the Options drop-down. The Copy Phone Record pop-up open
All fields are editable. Phone Type, Number, and Verification Status are the only required fields.
Select a Phone Type.
Update the editable fields as needed.
When you are done, click Create. The new phone details are displayed when the pop-up closes.

Create an Alternate Contact

On the Contact information tab, click Create alternate contact record. The Create Alternate Contact Record pop-up opens.
Required fields are indicated by a red asterisk.
Select a Contact Type from the drop-down (e.g., Facebook, LinkedIn, Email Address, etc.)..
Enter the Contact Address. This field can contain a maximum of 60 characters.
Select the Preferred checkbox if you want this alternate contact to be the preferred contact method.
Note
Only one alternate contact can be marked as preferred. If another alternate contact record was already flagged, selecting the checkbox for this record deselects the checkbox for the other record.
The Active checkbox is selected by default. Deselect it if you do not want the alternate contact to be active.
Select the Notification Enabled checkbox if notifications can be sent to this alternate contact record.
Click in the Start Date and End Date fields and use the pop-up calendars to indicate when the record is available in the system.
Click in the Date Confirmed field and select the date the alternate contact record was confirmed, if known.
Select the Verification Status from the drop-down. The field defaults to Unknown.
Click Create. The tab updates to display details for the new alternate contact record.

Edit Alternate Contact Details

Contact Type cannot be updated. All other fields are editable.

On the Contact Information tab, select a record from the View Alternate Contacts drop-down.
Click the Edit icon. The Edit Alternate Contact pop-up opens.
Update the editable fields as necessary.
Click Update.

Copy Alternate Contact Details

When you copy an alternate contact record, you must update the Contact Type, Contact Address, and Verification Status. All other fields are editable but are not required.

On the Contact Information tab, select a record from the View Alternate Contacts drop-down.
Select Copy from the Options drop-down. The Copy Alternate Record pop-up opens.
Update the Contact Type and Contact Address.
Update the other editable fields as needed.
Update the Verification Status.
When you are done, click Create.

Edit User-Defined Fields

On the Contact Information tab, click the User-Defined Fields button for the record you want to edit. The User-Defined Fields window opens.
Edit the fields as needed.
Click Save.

View Historical Records

The View Historical Records feature provides a view-only record of contact information.

On the Contact Information tab, select an address, phone, or alternate contact record from the relevant drop-down.
Select View historical records from the Options drop-down. The View Historical Records window opens.
Scroll through the records to view historical details.
To view an address on a map, click the View on map button in the Address section.
Click Close to close the window.