Adding and Editing Phones and Addresses

Within the Windows Client you can add, edit and delete addresses, phones, and electronic addresses for firm contacts.

Your ability to add or edit is controlled by folder access rights. For more information, see Overview of Folder Security.

If a contact has been brought into InterAction from an external system, such as your accounting system, you may not be able to edit the address in InterAction. This is because the contact is “owned” by that external system. 

For instructions on adding and editing phones and addresses, see the following sections:

• Add an Address
• Edit an Address
• Add a Phone Number
• Edit a Phone Number
• Add an Electronic Address
• Edit an Electronic Address

Add an Address

1. Log on to the InterAction Windows Client.
2. Open the contact details and choose the Phones & Addresses view.

3. Choose Phones & Addresses > New Address to display the new address dialog box.

   

4. If the contact is associated with a company, you can select an address from that company to use for the contact. If you choose to share an address, all the fields of this dialog (except for Additional, and Type) are filled in with the company address information and cannot be edited.

5. Enter the general address information, choose a Type, and enter a Description (Description is optional for people).

   When you create or edit a phone, address, or electronic address, you can enter an edit comment, which provides a way of identifying the reason for making the edit. InterAction displays the comment for the last edit as well as the date of the edit and the user who made it. To enter an edit comment, choose More.

6. Select the Advanced tab to change the visibility of the address or to identify the address as a mailing address.

   

   By default, the address will be global (visible from all folders that contain the contact).

7. To change the visibility, choose Folder Specific and choose a folder from the Visible from drop-down list to make the address visible only from the specific folder.

   The folders included in the list are all folders in your Favorites that contain the contact and to which you have Add Address access rights. If the folder context filter is currently set to show folder-specific data from a specific folder, the list will also include this specific folder (if the folder contains the contact and you have Add Address access rights to the folder).

8. To make the address a mailing address, choose the appropriate Mailing Address check box (either Global or Folder Specific). If you choose Folder Specific, choose the folder you want the mailing address to be specific to from the drop-down list.

   You cannot set an existing folder-specific address to be a global mailing address. You can set a global address to be either a global or folder-specific mailing address.

9. Choose OK.

Edit an Address

1. Log on to the InterAction Windows Client.

2. Select the address in the Phones & Addresses view, and choose Phones & Addresses > Edit Address to display the Edit Address dialog box.

   If your organization has integrated InterAction with some other application, such as your accounting system, you may encounter data that is “owned” by the other program. You cannot edit this data from within InterAction; changes can only be made from the other program.

   

3. Edit any of the fields you want to change on the General tab. To change the address visibility, select the Advanced tab and edit the appropriate fields. To change the address layout, choose the Layout tab.

   You cannot change the visibility for a global address. You can change a folder-specific address to global, but you cannot change a folder-specific address to be specific to a different folder.

4. Choose the OK button when you are finished making changes.

   If you are editing a person’s address that is shared from the person’s associated company, you will need to select one of the following options:

   

   • Change the address for the company.
   • Change the address just for the person.

   Changing a company address from a person who is sharing the address requires permission. For more information on this feature, see Editing Shared Phones and Addresses.

Add a Phone Number

Remember, adding and editing information is subject to access rights. See Overview of Folder Security for more information.

1. Log on to the InterAction Windows Client.

2. Open the contact details and choose the Phones & Addresses view.

   Choose Phones & Addresses > New Phone then choose the type of phone number you want to add. InterAction displays the New Phone dialog box:

   

3. Optionally, you can do one of the following:

   • If you are adding a phone for a person contact that is associated with a company, select the phone to share from the company. If you choose to share a company phone, the Number field is filled in with the company phone number and cannot be edited (you can still change the Type and Extension).
   • Select an address location to which you want to tie the phone. For more information, see Locations.

   You can configure the Windows Client to automatically format phone numbers. For more information, see Phone Automatic Formatting.

4. Enter the Number and choose the Type. You can optionally enter a Description and/or an Extension. By default, the phone number will be global (visible from all folders that contain the contact).

5. To make the phone number folder-specific, choose the Advanced tab.

   

6. Choose OK.

Edit a Phone Number

1. Log on to the InterAction Windows Client and open the Phones and Addresses contact details view for a contact.

2. Select the phone number and choose Phones & Addresses > Edit Phone or Electronic Address. InterAction displays the Edit Phone dialog box:

   

3. Edit any of the fields you want to change on the General tab. To change the phone visibility, select the Advanced tab and edit the appropriate fields. Note, you cannot change the visibility for a global phone number.

4. Choose OK when you are finished making changes.

   If you are editing a person’s phone number that is shared from the person’s associated company, you will need to select one of the following options:

   

   • Change the phone for the company.
   • Change the phone just for the person.

   Changing a company phone number from a person who is sharing the phone number requires permission. For more information on this feature, see Editing Shared Phones and Addresses.

Add an Electronic Address

Remember, adding and editing information is subject to access rights. See Overview of Folder Security for more information.

1. Log on to the InterAction Windows Client.
2. Open the contact details and choose the Phones & Addresses view.

3. Choose Phones & Addresses > New Electronic Address then choose the type of electronic address you want to add. InterAction displays the New Electronic Address dialog box:

   

4. If you are adding an electronic address for a person that is associated with a company, you can choose an electronic address to share from the company. If you choose an electronic address to share, the Address field is filled in with the company electronic address and cannot be edited (you can still change the Type).
5. Enter the Address and choose the Type. You can optionally enter a Description. By default, the electronic address will be global (visible from all folders that contain the contact).

6. To make the electronic address folder-specific, choose the Advanced tab. Note, you cannot change the visibility for a global electronic address.

   

7. Choose OK.

Edit an Electronic Address

1. Log on to the InterAction Windows Client and open the Phones and Addresses contact details view for a contact.

2. Select the electronic address from the Phones & Addresses view and choose Phones & Addresses > Edit Phone or Electronic Address. InterAction displays the Edit Electronic Address dialog box:

   

3. Edit any of the fields you want to change on the General tab. To change the electronic address visibility, select the Advanced tab and edit the appropriate fields.

4. Choose OK when you are finished making changes.

   If you are editing a person’s electronic address that is shared from the person’s associated company, you will need to select one of the following options:

   

   • Change the electronic address for the company.
   • Change the electronic address just for the person.

   Changing a company electronic address from a person who is sharing the phone number requires permission. For more information on this feature, see Editing Shared Phones and Addresses.