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There are several categories, or types, of contacts that are tracked in eMaint X3. The categories include Employee, Contractor, Supplier, Location, Customer, and Tenant. It is important to establish your list of contacts so you can assign employees or contractors to tasks and work orders or assign suppliers to parts. Click the Contacts tab to access your system‟s contacts.

The List View

The List View contains user-selected fields from the contact detail screen that are most helpful in filtering and locating contacts in your system.

Each contact displayed in the list has its Contact ID underlined. This means you can click the Contact ID to see the contact record in detail. To the left of each row are a magnifying glass icon and a pencil icon. You can click the magnifying glass icon to see the detail record of the contact. You can click the pencil icon to edit the contact record.

From this screen you can add a new contact record to the list by clicking 'Add New Record' in the upper right corner. If any changes were made to a contact while this window was open, click "Refresh‟ to reload the page. The "Learn More‟ link provides a brief description of the list view and how to navigate around it. To close the window and return to the main menu, click the 'Close Window' link in the upper right corner.

Click the 'Form Options' link at the bottom of the list to change the default settings of how this screen is displayed. This feature is described in more detail in the System Administration training manual.

Searching your Contacts

You can expand your search further by applying sorts and/or filters.

Sorting the list
Click on one of the column headings and the list will sort in ascending order. Once sorted, a small arrow icon (pointing up) will appear to the right of the column name. This indicates that the list is sorted in ascending order. Click the arrow icon and the list will sort again, this time in descending order.

Applying Filters to the List
Filters are used to search the whole list and display the matching results. For example, if you wanted to see only those contacts whose category begins with the letter 'S', you would type the letter 'S' in the filter for the Category column and then click the red 'Set' link to the left of the filter row. Besides displaying the results, the number of records that matched the filter expression will display in the upper left of the screen. You can apply single or multiple filters at one time if needed.

To remove the filters, click the red “Clear” link and click "Set" again. The full list will display.

TIP: The system remembers the filters and sorts that you apply and will display it the next time you navigate to that list.

Detail View

Clicking on the Contact ID or on the magnifying glass on the Contact list view will open the detail view of a contact.

NOTE: With eMaint X3, you have the ability to add or remove fields to the screen as well as change field names and attributes, screen layout, colors, etc. Your screen may look slightly different than the example above. This functionality is explained in detail in the System Administration training manual.

The detail view contains all of the information of a contact. From this screen, you have total control of your maintenance contacts.

Options at the top left corner of the screen include:

Add – Opens a blank record for entering a new contact.

    Copy/Add – Opens a new record in Add mode and populates the form with the previous record's values.
   
    Multiple Forms – If you have more than one form for your contacts, you will be prompted to chose one.

Edit – Opens the record in Edit mode for changing the contact's information.

Delete – Marks the record for deletion and removes it from the list view.

List – Returns to the list view.

<< – Displays the detail of the previous record (ordered by ID).

>> – Displays the detail of the next record (ordered by ID).

GoTo – Opens a window that allows you to navigate directly to a record by entering the Contact ID.

Actions – Provides you with a choice of actions you can perform.

    History – Displays a listing of the work order history performed for this contact on the bottom portion of the screen.

Options – Options can include 'Learn More,' 'Change Form,' Customize Form,' and 'Manage Related Tables.' These options are covered in detail on the Administration manual.

Adding Contacts:

You can add new contacts from either the list or detail view. From the list view, the "Add New Record‟ link is directly above the field headers, on the right and will open a new window in add mode. From the detail view, the "Add‟ choice is the first in the main menu bar and will change the current window to add mode. The "Copy/Add‟ option also changes the current window to add mode, except it will populate the form with the previous record‟s values for fast record entry.

The main fields to populate are the Contact ID, Full Name, First Name, Last Name, company information and category. If you will be sending work orders via email, enter the email address in the "Email‟ field. If you'll be using the rate information when recording charges on a work order, enter the hourly rate in the field provided. If this contact should receive email notification when new work requests are entered, set “Request Notification Group” to “True.”

Editing Contacts:

The form for editing contact information can also be accessed from either the list or detail views. From the list, click the pencil icon. From the detail view, click the "Edit‟ link in the menu bar. Both links will open the edit form in the existing window.

The 'Edit' form is similar to the 'Add' form, except that the key field cannot be edited. The key field is the unique identifier for the contact and cannot be changed.

Click 'Save Changes' to save the changes or 'Cancel Changes' to discard them. The form will return to the detail view of the contact.

Editing In Place

If “Edit In Place” is enabled, you can make changes to most fields without the need for entering edit mode. Enter the record's detail screen by clicking on the Magnifying Glass icon or the Contact ID link on the list view. Place your mouse  cursor over the field you wish to edit. If the field is able to be edited, the cursor will change to a . Double-click your left mouse button and the field will open in edit mode. Make your changes then click the save  icon to save your changes or click the cancel icon  to return without saving.


If a field cannot be edited with Edit In Place, the cursor will change to a “no” symbol . If editable, these fields require you to enter 'Edit' mode to make any adjustments.

Deleting Contacts

Deleting records is a two step process. The first step is to mark the record for deletion by clicking the 'Delete' link. This removes the record from the list view but still allows you to locate it by using the 'GoTo' link (if you know the record ID) or using the 'Next' and 'Previous' links to page through the records. At this point, you can still un-delete the record by clicking the 'Undelete' link.

The second step of the deletion process is to completely remove records from the system. Go to the Remove Deleted Records link located in the Administration menu. This list displays the various tables that can hold records marked for deletion. Click the magnifying glass icon to preview items that will be deleted. Click the trash can icon to remove all the records for that section. For more information on deleting items, see the System Administration manual.

NOTE: The Remove Deleted Records option permanently removes records. There is no way to bring them back. Use this feature at your own risk.

Viewing Contact History

Clicking the 'History' link will display the work order history in a list below the contact detail. For more information on an associated work order, the links provided will open the detail view of the work order.