Purpose
The Contacts screen enables you to enter and view all the contacts associated with the selected employee. The Contacts screen maintains this information in a grid.
Access
Access the Contacts screen by selecting Demographics from the menu bar, and then selecting Contacts.
Note: For more information about contacts and their usage in automatically creating letters, see the Jenzabar document Communications Management User Guide.
Contents
The Contacts screen contains regions that maintain the following types of information:
ID Information Contact Contact List Secondary Tab See also:
Tracking Contacts What are contacts?
Contacts are any form of incoming or outgoing correspondence. For example, your employee may have been sent letters acknowledging the receipt of an application or official notification of a leave or grievance. Each of these letters would be associated with a specific event, and would be identified as a contact in the CX database.
ID Information - Contacts Screen
The ID Information region identifies the key information about an employee so you can ensure you are using the records for the correct individual. The information in the ID Information region is unique for every individual on your database. You can perform queries by selectively entering data in the fields in this region, or by using the ID Lookup feature.
The ID Information region contains the following elements:
ID# - The system-generated number associated with the employee. The system assigns an ID number to every individual or organization on the database.
Name - The name of the employee, in the format Last, First Middle (e.g., Smith, Mary Jo). You can enter an unlimited number of middle names.
SS# - The social security number of the employee. You must insert the dashes (-) in the number where needed.
ID Lookup Button - A command button that displays the ID Lookup screen.
See also:
Contact Contact List
Secondary Tab
Performing a Query in Human Resources Administration Contact - Contacts Screen
The Contact region enables you to view or enter contacts that relate to a particular employee.
Use this region to add or update information about the employee’s correspondence with your institution. This region becomes active when you click Add or Update on the toolbar.
The Contact region contains the following fields:
Tickler - The code that groups together a particular communications strategy, as defined in the Tickler table and validated in the Configuration table. For Human Resources Administration, this code is typically HR.
(Tickler Description) - The display-only description for the tickler code, as defined in the Tickler table.
Resource - The name of the specific correspondence. The resource can be, for example, a letter, a visit, a fax, or a telephone call. Valid resources are defined in the Contact table.
(Resource Description) - The display-only description for the resource, as defined in the Contact table.
Status - The status code associated with the resource. Valid values are:
Expected - Scheduled, but not yet sent or received.
Completed - Sent or received.
Void - Terminated before being sent or received.
Due Date - The date (mm/dd/yyyy) on which the contact is due to be sent or received.
Completion Date - The date (mm/dd/yyyy) on which the contact was received or sent.
Corresp. ID - The ID number associated with the correspondence. For employees, this is typically the ID number of the Personnel Director of the institution.
(Corresp. ID Description) - The name associated with the corresponding ID, as found in the ID record.
Lookup Button - A button that displays the ID Lookup window, from which you can locate and retrieve the corresponding ID.
Comments - A text area where you can enter information about the contact.
See also:
ID Information Contact List Secondary Tab
Using the Calendar in Human Resources Administration Contact List - Contacts Screen
The Contact List enables you to view and select information about a particular contact for an employee. When the grid appears, you can select a row of the grid and cause the information from the grid to fill the Contact region in the top part of the screen.
Note: The grid is for selection and viewing purposes only.
The grid does not appear under the following circumstances:
• If you have not yet queried and selected an employee ID
• If the selected ID does not have associated contact information The Contact List contains the following columns:
Tickler - The code that groups together a particular communications strategy, as defined in the Tickler table and validated in the Configuration table. For Human Resources Administration, this code is typically HR.
Resource - The name of the specific correspondence. The resource can be, for example, a letter, a visit, a fax, or a telephone call. Valid resources are defined in the Contact table.
Due Date - The date (mm/dd/yyyy) on which the contact is due to be sent or received.
Status - The status code associated with the resource. Valid values are:
Expected - Scheduled, but not yet sent or received.
Completed - Sent or received.
Void - Terminated before being sent or received.
Comp. Date - The date (mm/dd/yyyy) on which the contact was received or sent.
Corr. ID - The ID number associated with the correspondence. For employees, this is typically the ID number of the Personnel Director of the institution.
In addition, the Contact List grid region contains the following element that is not in the grid:
Show All Checkbox - A box that, if checked, causes the program to display all contacts regardless of status. If the box is not checked, only Expected status contacts display.
See also:
ID Information Contact Secondary Tab Using Grids
Secondary Tab - Contacts Screen
The secondary tab of the Contacts screen contains information that is unique to your institution.
With appropriate permissions (i.e., membership in the group carsprog), you can add fields, labels, and text to this tab. Note that your secondary tab may have a different name, depending on the setup at your institution.
Most of the information on this tab resides in your database in the ctc_rec.
See also:
ID Information Contact Contact List
Secondary Tabs in Human Resources Administration Customizing Screens in Human Resources Administration