Master Contact Record Setup

The Master Contact Record provides an easy way to organize contacts by company, with contacts from each company inheriting properties from the master company record. You must create all of your Master Contact Record fields before enabling the Master Contact Record feature.  Refer to Address Book Field Maintenance in this document for complete instructions on creating the fields.

The Master Contact Record is set up from the Field Maintenance page. It is based on the Organizational Unit.  To have a Master Contact Record, at least one more field must be part of the Master Contact Record.  Address Book contacts are stored the same way whether the Master Contact Record feature is or is not enabled, so existing Address Book contact records are not broken if Master Contact Records are enabled.

NOTE

The Master Contact Record feature does not work with external address books.

Enable the Master Contact Record Feature

To create a master contact record:

1. Select Administration | Address Book | Field Maintenance.
2. Click the checkbox marked Check here to enable the Master Contact Record Feature.  At that point, the Organizational Unit label changes to Master Contact Key. In addition, a pop-up window is displayed explaining that you must select a Master Record Key and associate one or more fields with it before saving the page. That means you must designate a field as the key that is used to look up associated records and also select additional fields that are to be displayed as part of the Master Contact Record information. For instance, if you select "Company" as the Master Contact Record Key, when you look up Master Contact Records, all the contacts that match the Company field are assembled and the information displayed with those records will be the fields you associated with it, such as First Name, Last Name, Email Address, etc. The procedure for associating fields with the record are in the steps below.
3. Click the OK button to dismiss the pop-up window.
4. Edit fields and associate them with Master Contact Records by selecting Yes from the Master Contact Field radio buttons.  Tdo do this,must highlight a field in the Field List, click EDIT, then click the Yes radio button to associate it with the Master Contact Record. The feature does not work until you have associated fields with the Master Contact Record. For example, you could highlight "Last Name" in the Field List, then click the EDIT button. You would then be able to click a radio button and associate the Last Name field with the Master Contact Record. You must have at least one field associated with the record for this feature to work.
5. Check the "Check here to create Master Contact Records from existing Contacts" checkbox if you wish to have Master Contact Records created from the existing contacts in the Address Book. Otherwise, contacts are created from new records only.
6. Enter your password and click SAVE to save the changes.

Select an Organizational Unit

For instructions on selecting an Organizational Unit, refer to Organizational Unit.