To create a new Person record you will need to navigate to the party section and then press the '+'. You will then be provided with the Person entry screen, ready for you to complete.
Fig 1 - Person Form
All the fields on the default People entry screen and their meaning:
|Person#||Unique identifier for the record, generated by the solution.|
|First Name||Christian Name of the person.|
|Last Name||Surname of the person.|
|Type* **||Identifies if the person is Internal or External to your organisation.|
If you have pre-defined fields or layouts for specific Person Types**, then the Type value you select here will adjust the form accordingly. For example, an external Contractor may require different fields to be completed or displayed than a internal Managing Director.
|Job Title*||The Job Title of the person. |
The current Value Set will contain a default list of options.
|Party||The Party to which the Person is associated with, for example; this could be their employer or an agency.|
Click in the field to display a drop down list of all the existing Parties held within the database. Use the scroll to find your Party or start typing in the field and the drop down list will adjust as you type to match your text. You can use the magnifying glass to display the 'Find' screen and be able to search for the correct Party using various options (such as Postcode or Address).
If this is a new Party, then use the '+' Add New Party option to create a new Party. Once saved, this will be allocated to the Person record.
|Phone||Telephone number for the person.|
|Mobile||Mobile number for the person.|
|Email Address||Email address for the person.|
This will be the address that any communication (i.e. Alert or Task emails) will be sent to.
|Communication Enabled?||Tick this box to enable the sending of email notifications (such as alerts) to the given email address from the solution.|
Note that when a new person is created, the default for this checkbox is "no". Please set this to Yes as part of the creation of a person record if you want the person to receive email notifications.
* All Value Set contents (Other than Status fields) can be adjusted to contain values pertinent to your company in the Value Sets screen
** Specific layouts for Person Types can be created in the Define Form Layouts screen.