Contact Info 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.
Use the Contact Info tab to maintain mailing address, phone, email, and other contact information. From this page, you can:
View, create, and update address records
Tip
Use the View on map button to open Google Maps for an address record.
View, create, and update phone numbers
View, create, and update alternate contact information (e.g., email address)
View historical records for address, phone, and alternate contact information
View and edit user-defined fields
Several processes in the system let you select a contact information code to determine where and how communications are sent. Some examples include:
Requisition and purchase order creation
Year-end reporting (1099s)
Automation plans (created in the Communication Management hub)
System notifications in Campus Portal, J1 Web, and Desktop
You can capture additional contact information with user-defined fields. User-defined fields are managed by your System Administrator and can be useful for internal reporting. Click the User-Defined Fields button to review or add more details to an organization's record.
Contact information can also be managed in Desktop on the following windows:
Name Entity (Business / Organization option) > Addresses tab
Maintain Addresses
Contact information is saved in the following tables.
Contact Info type | Table |
|---|---|
Mailing address | AddressMaster |
Phone number | PhoneMaster |
Alternate contacts (e.g., email) | AlternateContactMethod |
Data for historical records is saved in the ADDRESS_HISTORY table.
Different fields are available based on the type of contact information.
To access the Contact Info tab and work with the information, you must be in the following roles:
Organization Management role with the appropriate permission to view and manage contact information. For additional permission information, see Organization Management Permissions.
Procurement - Accounts Payable role with "Can view vendors" permission. For additional permission information, see Procurement - Accounts Payable Permissions.
To view and edit user-defined fields, you must have "Can edit UDEF data" permission for the appropriate fields on the User-Defined Fields tab.
From the Procurement Hub options, select Vendors. The Vendors list page opens.
Use the Vendor Filter to find a vendor that is an organization.
From the vendor's Options drop-down, select Organization information details. The Organization Information Details page opens.
Click the Contact Info tab.
To see details about other addresses, phone numbers, or alternate contacts for the individual, click the drop-down next to View Address/Phone Number/Alternate Contact and select an option.
To view historical address, phone number, or alternate contacts, click the Options button for the appropriate contact type and select View historical records. The View Historical Records pop-up opens, and you can select a record to view from the drop-down list.
On the Organization Information Details page, Contact Info tab, click the Create address record button. The Create Address Record pop-up opens.
Select an Address Code. Required, and cannot be edited once the record is created. Available options are maintained in the Campus-wide Definitions hub on the Contact definitions page.
Enter or select details for the following fields. At least one address field must have a value to enable the "Create" button.
Enter an Address Line 1, Line 2, and Line 3 (up to 60 characters).
Enter the City name (up to 60 characters).
Select a State.
Enter a Zip Code, up to 5 characters.
Select a Country.
Select a County.
Select a Locality.
Enter a name in the Attention field if mailed items should be addressed to someone other than the organization name (up to 45 characters).
Select an address Type.
Select the address Status.
Enter the Date Confirmed, if known.
Enter the Start Date and End Date to indicate when the record is available in the system.
Select a Year Start Month and Year Start Day if this address will be used for only part of the year.
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.
If desired, select an Update Source from the drop-down to indicate how the information was added to the system.
Select the Stop Mail checkbox if this address should not receive mail.
Select an FIPS 5 1 Code, if known.
Enter a 9-digit Postnet Barcode Zip if you'll need to print the address with a barcode.
Select a Private option. Default is No.
Click Create. The new address is available from the View Address drop-down.
The "Address Type" cannot be updated.
On the Organization Information Details page, Contact Info tab, select a record from the View Address drop-down.
Click the Edit icon to open the Edit Address Record pop-up.
Update the information in the editable fields as needed. For more details about address fields, see Fields.
Click Update.
On the Organization Information Details page, Contact Info tab, select an address to copy from the View Address drop-down.
Click the Options button and select Copy. The Copy Address Record pop-up opens.
Select an Address Code. Required.
Review and update information in the editable fields. For more details about each field, see Fields.
Click Create. The new address details display when the pop-up closes.
On the Organization Information Details page, Contact Info tab, click the Create phone record button. The Create Phone Record pop-up opens.
Select a Phone Type. Required, and cannot be updated after the record is saved.
Select a Country.
Enter a Number with up to 30 digits. Required.
Enter an optional Extension with up to 5 digits.
From the Associate with Address drop-down, select the address code the phone number should be tied to. When an option is selected, the phone number appears in the Associated Phone Numbers section of the View Address details.
Enter the Start Date and End Date to indicate when the record is available in the system.
Select an optional phone Carrier.
Select the Text Capable checkbox if the number can receive and send text messages.
Select a Mask option to determine how the number is displayed throughout the system (e.g., U.S. number with an extension).
Select a Status.
If known, enter the Date Confirmed.
Select the Verification Status. Required. Default value is Unknown.
Enter a Phone Contact Name (up to 45 characters) if the phone number is shared and may have a contact other than the organization name.
Select whether the phone number is Private. Default is No.
Click Create. The tab updates to display details for the new number.
The "Phone Type" cannot be updated.
On the Organization Information Details page, Contact Info tab, select a record from the View Phone Number drop-down.
Click the Edit icon to open the Edit Phone Number pop-up.
Make updates to the editable fields as needed. For more details about fields, see Fields.
Click Update.
On the Organization Information Details page, Contact Info tab, select a phone number to update from the View Phone Number drop-down.
Click the Options button and select Copy. The Copy Phone Record pop-up opens.
Select a Phone Type. Required.
Make updates to the editable fields as needed. For more information about the phone fields, see Fields.
Click Create. The new phone details display when the pop-up closes.
On the Organization Information Details page, Contact Info tab, click the Create alternate contact record button. The Create Alternate Contact Record pop-up opens.
Select a Contact Type. Required, and cannot be updated after the record is created.
Enter the Contact Address (up to 60 characters). Required.
If the selected Contact Type is an email, select the Institutional Email checkbox to indicate the record should be used as the default email for certain system processes.
Warning
Only one email can be flagged as the institutional email. If another email was already flagged, selecting the checkbox for this record deselects the checkbox on the other record.
Select the Preferred checkbox if this is the preferred alternate contact method.
Warning
Only one alternate contact can be flagged as preferred. If another alternate contact record was already flagged, selecting the checkbox for this record deselects the checkbox on the other record.
The Active checkbox is selected by default. Deselect it to mark the alternate contact inactive.
Select the Notification Enabled checkbox if notifications can be sent to this alternate contact record.
Enter the Start Date and End Date to indicate when the record is available in the system.
Enter the Date Confirmed, if known.
Select the Verification Status. Required. Default is Unknown.
Click Create. The tab updates to display details for the new alternate contact.
The "Contact Type" cannot be updated.
On the Organization Information Details page, Contact Info tab, select a record from the View Alternate Contacts drop-down.
Click the Edit icon. The Edit Alternate Contact pop-up opens.
Make update to the editable fields as needed. For more details about the fields, see Fields.
Click Update.
On the Organization Information Details page, Contact Info tab, select a record from the View Alternate Contacts drop-down.
Click the Options button and select Copy. The Copy Alternate Contact Record opens.
Make updates to editable fields as needed. For more details about each field, see Fields.
Click Create. The tab updates to display details for the new alternate contact.
Access the Organization Information Details page, Contact Info tab.
Click the User-Defined Fields button.
On the User-Defined Fields Edit Data pop-up, edit the fields as needed.
Click Save.
Access to view and edit user-defined fields is based on permissions granted by your organization. Contact your campus support team for more information.
You may not have the appropriate permissions. You must be in a role with "View" permission for addresses, phone numbers, and/or alternate contacts to see contact information. Contact your campus support team if you need assistance.
You may not have the appropriate permissions. You must be in a role with "Manage" permission for addresses, phone numbers, and/or alternate contacts to edit contact information. Contact your campus support team if you need assistance.
Associated phone numbers are created when an address code is added to the "Associate with Address" field for a phone record. You may not have the appropriate permission to manage phone numbers. If you need assistance, contact your campus support team.