Contact Manager User Guide

Table Of Contents

Introduction & Overview
Working with main window
Folders
   Add Folder
   Copy Folder
   Move Folder
   Modify Folder
   Delete Folder
   Sharing Folders
   Who else shares my folder?
Users and User Groups
   Add User Group
   Modify User Group
   Delete User Group
Lists
   Add List
   Modify List
   Delete List
Add Contacts
Copy/Move/Delete Contacts
Grant/Revoke User Privileges
Customizing personal access rights
Customizing group access rights
Print Contacts
Import Contacts
   Importing from Outlook Express
   Importing from The Bat!
   Importing from a CSV file
   Handling saved Import Formats
Export Contacts
Send Email
Send SMS
Search Contacts
View Options
Customize View
Customizing Contact Entry
   Add Field
   Modify Field
   Delete Field
   Default Field List
   Grouping fields by Sections
      Add Section
      Modify Section
      Delete Section
Sign-Up Form

Introduction & Overview

Contact Manager is a central part of all WebAsyst applications. Contact Manager is included into WebAsyst kernel and every WebAsyst product utilizes Contact Manager functions. Contact Manager allows you to centralize your business and private contact storage, manage users and groups, create multiple contact lists and share them with your team. It makes WebAsyst product family a contact-centric solution ideally suitable for effective collaboration in many industries and for different project teams. 


With Contact Manager you can:

  • Securely store all contact information online
  • Easily customize contact details (custom fields)
  • Grant user privileges to contacts and completely control user access
  • Generate Sign-Up form to place on your website
  • Collect permission based subscribers (Double Opt-In)
  • Create and manage mailing lists

How Contact Manager can be used:

  1. Hosting
    You can sign up and use Contact Manager on a monthly subscription basis (www.webasyst.net). This is an excellent solution for small to medium sized organizations and businesses with minimal internal IT capability.
  2. Download
    If you are webmaster or software developer, you can download PHP source code and have it installed on your web server. It gives you certain advantages: full control of your database and permissions, ability to create as many working databases as you need etc.

How Contact Manager can be accessed:

  1. Browser
    Use standard browser to access Contact Manager from anywhere.
  2. Windows Client
    A special program which can be installed on your desktop computer.

 



Table Of Contents


Working with main window

Contact Manager main screen consists of Toolbar on top, Folders section in the left part, and contact list area on the right.

Folders section appearance depends on user access rights and usually shows following panes: Folders, User Groups and Lists. Only one pane can be opened at a time. To open a pane, just click its title. Selected pane will be expanded and other panes will be automatically minimized.

 

 

 



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Folders

Contact entry must be located in one and only one folder. Folders present physical organization of contacts. There is a difference between folders and user groups and lists. Latter are dedicated to logical organization of contacts, and allow you to associate contact with multiple user groups and lists.

When you add contact, you must specify a folder where you want this contact to be added. Later you may move contacts between folders.

Folders are sorted in hierarchical order. Each folder may contain as many subfolders as you need. Folder structure is usually created to follow natural organization of contacts: e.g. “My Company” folder to store your company contacts with separate subfolders for departments or different offices, “Customers” folder to store your clients etc.

 



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Add Folder

  1. Click Folder… button in the Toolbar and select Add Folder menu item.
  2. In the Add Folder form select Parent Folder in which you want to create new subfolder.



    NOTE: As a parent folder you can only select that folder where you have permission to add/modify folders, this permission is designated by F (Folder) symbol.

  3. Enter Folder Name on the Folder tab.
  4. Click Users tab to customize personal user permissions.
  5. Turn ON needed checkboxes in Read, Write, Folder columns to provide users with personal access rights:



    Read (R) – user can list and read files in this folder
    Write (W) – user can add/modify files in this folder
    Folder (F) – user can add/modify files, folders & permissions

  6. Click Groups tab to customize group permissions. Use the same rules described above for personal permissions.
  7. Click Save button to save all changes.


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Copy Folder

  1. Locate folder you want to copy and open it.
  2. Click Folder… button in the toolbar panel and select Copy Folder menu item.



  3. Choose where you wish to copy this folder and click Copy button.

NOTE: You may keep access rights of this folder unchanged or allow it to inherit access rights from the destination parent folder.

 



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Move Folder

  1. Locate folder you want to move and open it.
  2. Click Folder… button in the toolbar panel and select Move Folder menu item.



  3. Choose where you wish to move this folder and click Move button.

NOTE: You may keep access rights of this folder unchanged or allow it to inherit access rights from the destination parent folder.



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Modify Folder

  1. Locate folder you want to modify and open it.
  2. Click Folder… button in the toolbar panel and select Modify Folder menu item.


  3. Perform necessary modifications to this folder.
  4. Click Save button.


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Delete Folder

  1. Locate folder you want to delete and open it.
  2. Click Folder… button in the toolbar panel and select Delete Folder menu item.
  3. Confirm deleting.

NOTES:

  • To delete folder you must have F (Folder) access rights in this folder and all included subfolders.
  • Deleted folder can not be restored. All contacts will be permanently removed from the database.


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Sharing Folders

  1. Locate folder you want to share and open it.
  2. Click Folder… button in the toolbar panel and select Modify Folder menu item. 
  3. Click Users tab to customize personal user permissions.
  4. Turn ON needed checkboxes in Read, Write, Folder columns to provide users with personal access rights:




    Read (R) – user can list and read files in this folder
    Write (W) – user can add/modify files in this folder
    Folder (F) – user can add/modify files, folders & permissions

  5. Click Groups tab to customize group permissions. Use the same rules described above for customizing personal permissions.
  6. Click Save button to save all changes.

NOTE: To modify folder, you must have F (Folder) access rights in this folder. Combination of personal and group access rights is applied for each user, e.g. if user Ann belongs to a group which has R (Read) access rights in current folder, then Ann has an effective permission as in the table below:

Personal Permission

Group Permission

Effective Permission

-

R

R

RW

RW

RW

RWF

R

RWF



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Who else shares my folder?

You can determine if other users can share the folder which you have opened. In the bottom of contact list there is a line with your access rights information. Click [Shared] link to open detailed information about access rights in this folder.

NOTE: To be able to see detailed access rights information you must have special permission assigned by your account administrator (refer to Account Administrator User Guide).

 



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Users and User Groups

With WebAsyst you can create unlimited number of user accounts. Every user profile contains authorization information, e.g. Login Name (ID, e.g. ANN, JEFF…) and Password which are used when user logs into his account in WebAsyst.

Users are actually contacts with user privileges. Users are designated with icon in the list of contacts. Inactive users are designated with grayed icon . They are temporarily disabled to login the system.

For every WebAsyst user you can customize personal access rights. Specify which applications are available for user, e.g. Contact Manager, Document Depot, Project Manager, etc. In addition, you can choose which screens (forms) are available inside every application, e.g. Project List, Customer List, Project Statistics (these are screens for Project Manager application). Some WebAsyst applications allow even more delicate tuning. For instance, in Document Depot you can specify access level for every folder, e.g. Read only, Write, or Full access.

User groups
Why define user groups at all? Imagine you have hundreds of users in your system. It would take a great deal of time to customize user access rights individually. Let's say you have added a new folder in your Document Depot. To give either Read, Write, or Full access rights to this new folder you would have to comb through the list of users and check those to whom you want to give access.

Another way to manage user access rights: create user groups and customize access rights for groups rather than users. For example, you may have following groups:

  • Administrators 
  • Customers 
  • Employees

When you add a user to a specific group, he/she inherits all access rights defined for this group. User may belong to multiple groups. In this case a combination of access rights set for these groups will be applied to the user.

 



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Add User Group 

  1. Click Group… button in the Toolbar and select Add Group menu item.
  2. In the Add Group form enter group name on the Group tab.
  3. Click Users tab to specify users you want to include in the group.
  4. Click Access tab and customize access rights that will be applied to all users included in this group.
  5. Click Save button to save all changes.

 



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Modify User Group

  1. Locate user group you want to modify and open it.

    NOTE: You must have permissions to work with user groups. Also you must be on the User Groups pane. If your current context is Folders or Lists, click User Groups heading in the Folders section to open all available user groups.

     
  2. Click Group… button in the toolbar panel and select Modify Group menu item.
  3. Perform modifications you need.
  4. Click Save button.

 



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Delete User Group

  1. Locate user group you want to delete and open it.

    NOTE: You must have permissions to work with user groups. Also you must be on the User Groups pane. If your current context is Folders or Lists, click User Groups heading in the Folders section to open all available user groups.

     
  2. Click Group… button in the toolbar panel and select Delete Group menu item.
  3. Confirm deleting.

NOTE: Deleting user group does not delete users and does not revoke user privileges. Though it may affect user permissions because effective access rights are combined from personal and group access rights.

 



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Lists

List is a collection of links to multiple contacts and/or users. List does not store entries physically. Removing list does not remove contacts/users from the Contact Manager database.

You can create lists based on a combination of the following criteria:

All contacts from selected folders
You can specify certain folders to be included in a list. For instance, if you have separate folders for contacts from different offices of your company, you may want to have a united list that shows all your personnel in one roster. This list is dynamic, i.e., if you add contacts to one of included folders, contacts will automatically appear in the list.

Selected contacts
You can expressly specify contacts which you want to include in a list. This kind of list is static, e.g. contact will be present in this list unless it is deleted, and new contacts will not appear until you expressly add them.

All users from selected user groups
You can specify certain user groups to be included in a list. E.g., you may want to have Administration and Accounting departments of your organization show up as a unified list of users. This list is also dynamic, i.e., if you add users to one of included user groups, users will automatically appear in the list.



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Add List

  1. Click List… button in the Toolbar and select Add List menu item.
  2. In the Create Contact List form enter List Name on the List tab.
  3. Enable Shared checkbox if you want this list to be available for other users.
  4. Click Folders tab to specify folders which you want to include in the list.

    NOTE: All contacts from selected folders will be dynamically included, e.g. if you add/delete contacts to/from selected folders, all changes will automatically appear in the list.

  5. Click Contacts tab to expressly select contacts which you want to include in the list.
  6. Click Groups tab to specify user groups which you want to include in the list.

    NOTE: All contacts from selected user groups will be dynamically included, e.g. if you add/delete users to/from selected groups, all changes will automatically appear in the list.

  7. Click Save button to save all changes.

 



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Modify Contact List

  1. Locate list you want to modify and open it.

    NOTE: You must have permissions to work with contact lists. Also you must be on the List pane. If your current context is Folder or User Group, click Lists heading in the Folders section to open all available lists.

     
  2. Click List… button in the toolbar panel and select Modify List menu item.
  3. Perform necessary modifications to this list.
  4. Click Save button.


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Delete List

  1. Locate list you want to delete and open it.

    NOTE: You must have permissions to work with contact lists. Also you must be on the List pane. If your current context is Folder or User Group, click Lists heading in the Folders section to open all available lists.

     
  2. Click List… button in the toolbar panel and select Delete List menu item.
  3. Confirm deleting.

NOTE: Deleting contact list does not delete contact entries. To delete contact entries themselves, you must go the folder where these contacts are located and run Delete Contact(s) command.



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Add Contacts

  1. Click Contact… button in the Toolbar and select Add Contact item.
  2. In the Add Contact form select Folder where you want to add contact. Current folder is default choice.
  3. Enter primary contact information on the Contact tab. You must fill in at least one of the following fields: First Name, Last Name, Nick Name or Email.
  4. Navigate through the tabs to enter other contact information, e.g. phone numbers, home address, company, business address etc…
  5. If you want to give user privileges to this contact, click User tab. Refer to Grant/Revoke User Privileges for further details.
  6. Click Save button.

NOTE: You must have W (Write) or F (Folder) permission in the folder where you want to add contact. To grant user privileges you must have special permissions to work with user accounts.



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Copy/Move/Delete Contacts

  1. Select contacts you want to copy or move to another folder or delete.
     


    NOTE: Use checkbox in the leftmost column to select contacts. If you want to select all entries in the list click topmost checkbox on the column title bar.

  2. Click Contact… button in the Toolbar and select menu item corresponding to the operation you want to perform: Copy Contact(s), Move Contact (s)or Delete Contact(s).
  3. Choose destination folder in To: pull down menu (if you Copy or Move).
  4. Click Copy (Move, Delete) button.             

NOTE: You must have W (Write) or F (Folder) permissions in the destination folder where you want to copy or move contacts and in the source folder for Move and Delete operations.



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Grant/Revoke User Privileges

You can grant user privileges to any contact. WebAsyst user account will be created for this contact and this user will be able to login the system and work with available WebAsyst applications.

Oppositely, you can revoke user privileges from existing user. This user will not be able to login WebAsyst anymore and his authorization information (e.g. User Name and Password) will be repealed.

    1. Locate contact you want to grant/revoke user privileges or click Contact.../Add Contact... command if you want to add new user.
    2. When in the Add/Edit Contact form, click User tab.
    3. If you want to create new user, click Grant User Privileges button and specify User Name, Password and other user preferences.
    4. If you want to revoke user privileges, click Revoke User Privileges button.
    5. Click Groups tab and select user groups where you want to include user.
    6. On the Access tab you can see a list of all possible rights grouped by applications installed in your system. Customize personal access rights.
    7. Use Quota tab to specify available quotas.
    8. When you are satisfied with the settings click Save button.

 



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Customizing personal access rights

  1. Locate the user you want to change access rights for. You may find user in a group where you know he/she belongs. Or click Active Users group to open full list of active users.
  2. Click user entry in the list to open Edit Contact form.
  3. Click Access tab.
  4. On the Access tab you can see a list of all possible rights grouped by applications installed in your system. Customize personal access rights using the rules described below.
  5. When you are satisfied with the settings click Save button.

Rules on customizing personal access rights:

  1. Click checkbox in the Personal column to enable access to corresponding application functions or screens personally for this user. Notice that Group access rights can not be customized in the Edit Contact form - you should use Modify Group form to customize group access rights instead.
  2. Turn ON needed checkboxes in Read, Write, Folder columns to provide users with personal access rights:

    Read (R) – user can list and read files/entries in this folder
    Write (W) – user can add/modify files/entries in this folder
    Folder (F) – user can add/modify files, folders & permissions

NOTE:  Combination of personal and group access rights is applied for each user, e.g. if user Ann belongs to a group which has R (Read) access rights in a folder, then Ann has an effective permission in this folder as in the table below:

Personal Permission

Group Permission

Effective Permission

-

R

R

RW

R

RW

RWF

R

RWF



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Customizing group access rights

  1. In the User Groups pane locate the group you want to change access rights for and click it.
  2. Select Group.../Modify Group item in the menu to open Modify Group form.
  3. Click Access tab.
  4. On the Access tab you can see a list of all possible rights grouped by applications installed in your system. Customize access rights using the rules described below.
  5. When you are satisfied with the settings click Save button.

Rules on customizing group access rights:

  1. Click checkbox in the column to enable group access to corresponding application functions or screens.
  2. Turn ON needed checkboxes in Read, Write, Folder columns to provide access rights for all users of this group as following:

    Read (R) – can list and read files/entries in this folder
    Write (W) – can add/modify files/entries in this folder
    Folder (F) – can add/modify files, folders & permissions

NOTE:  Besides group access rights every user may be granted with personal access rigths. A Combination of personal and group access rights is applied for each user after all, e.g. if user Ann belongs to a group which has R (Read) access rights in a folder, then Ann has an effective permission in this folder as in the table below:

Personal Permission

Group Permission

Effective Permission

-

R

R

RW

R

RW

RWF

R

RWF



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Print Contacts

  1. Select one or more contacts you want to print.

    NOTE: If you want to print entire folder or Contact Manager database, skip selecting contacts.

  2. Click Contact... button in the toolbar and select Print... menu item.
  3. Choose what you want to print:
    1. Selected Contacts 
    2. Folder
    3. Entire Contact Manager database (available contacts only).

  4. Click Preview button.

NOTE: Your printout will retain the same view as appears on your screen, e.g. Grid or Details.

 



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Import Contacts

You can import your contact list from any valid text file with comma or TAB separated columns (CSV file).

  1. Click Contact... button in the toolbar panel and select Import... item in the pull down menu.
  2. In the Import Contacts form enter a filename you want to import - use Browse... button to locate file on your local computer. 
  3. Select File Format. By default you have following format options:
    1. Outlook Express. Import function will treat imported file as an Outlook Express address book. Learn more about Importing from Outlook Express
    2. The Bat!. Use this format only if the file you want to import has been exported from The Bat! Address Book
    3. Custom format. This function allows you to import contacts from any CSV file.

  4. Select folder in Add to Folder menu where you want to add contacts from the imported file.
  5. If you want to grant user privileges to imported contacts, specify your preferences in the User Privileges box.
  6. Click Import Button.
  7. If you request to grant user privileges to imported contacts, specify a column in the imported file that contains User ID.

 



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Importing from Outlook Express

To import contacts from your Outlook Express Address Book, you must first export your Outlook Express database into standard CSV (Comma Separated Values) file. This CSV file must contain field names in it's first row. These names are used to place imported data in proper fields of the Contact Manager database.

The correspondence between Outlook Express and Contact Manager field names is shown in the table below.

NOTE: The spelling of imported field names must be as shown in the table, in order for Contact Manager to "recognize" it.

Contact Manager Field Name Outlook Express Field Name
Section: Contact
First Name First Name
Last Name Last Name
Middle Name Middle Name
Nickname Nickname
E-Mail E-mail Address
Photo n/a
Section: Phones
Home Home Phone
Work

Business Phone

Mobile Mobile Phone
Fax

Home Fax

Pager

Pager

Business Fax

Business Fax

Section: Home
Street Address Home Street
City Home City
State Home State
Postal Code Home Postal Code
Country Home Country/Region
Personal Web Page Personal Web Page
Birthday n/a
Section: Business
Company

Company

Department Department
Job Title Job Title
Street Address Business Street
City Business City
State Business State
Postal Code Business Postal Code
Country Business Country/Region
Office Location Office Location
Business Web Page Business Web Page
Section: Notes
Notes Notes



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Importing from The Bat!

To import contacts from your The Bat! Address Book, you must first export your The Bat! database into standard CSV (Comma Separated Values) file. This CSV file must contain field names in it's first row. These names are used to place imported data in proper fields of the Contact Manager database.

The correspondence between The Bat! and Contact Manager field names is shown in the table below.

NOTE: The spelling of imported field names must be as shown in the table, in order for Contact Manager to "recognize" it.

Contact Manager Field Name The Bat! Field Name
Section: Contact
First Name First Name
Last Name Last Name
Middle Name Middle Name
Nickname Nickname
E-Mail E-mail
Photo n/a
Section: Phones
Home

Phone

Work

B/Phone

Mobile

Mobile

Fax

Fax

Pager

Pager

Business Fax

B/Fax

Section: Home
Street Address

Address

City City
State State
Postal Code ZIP
Country Country
Personal Web Page Homepage
Birthday Birthday
Section: Business
Company

Company

Department Department
Job Title Job title
Street Address B/Address
City B/City
State B/State
Postal Code B/ZIP
Country B/Country
Office Location Office
Business Web Page B/Homepage
Section: Notes
Notes Notes



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Importing contacts from a CSV file

You can import contact database from any text CSV (Comma Separated Values) file. Your CSV file can be prepared in MS Excel program or in a standard Notepad like in a sample below:

Every line in your CSV file must contain one contact entry and all fields (e.g. First Name, Last Name etc.) should be separated with comma "," or TAB sign.

When importing CSV file you will be able to relate columns of your CSV file with the Contact Manager database fields. For every column (a piece of information between two commas or TABs) of your CSV file you should select a target column (field) in the Contact List.

Once you complete the Import operation, you can save description of the format of imported CSV file for further usage. Next time that you import data from the same CSV file format, you will be able to choose this format from the menu and skip annoying arrangement of column correspondence.

Previously saved import formats can be renamed or deleted when no longer needed. See Handling saved Import Formats .

 



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Handling saved Import Formats

  1. Click Contact button in the main menu and select Service item.
  2. On the Import Formats tab you can see a list of previously saved formats.
  3. To delete formats that are no longer needed, select them and click Delete Selected button.

NOTE:

  • You must have access rights to the Service screen to save and handle previosly saved Import Formats.
  • File formats can be created and saved when you implement Import operation with File Format = custom format option. When you customize columns for imported file, you are offered to save new format for further usage.
     


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Export Contacts

  1. Select one or more contacts you want to export in a text file.

    NOTE: If you want to export entire folder, user group or list, skip selecting contacts.

  2. Click Contact... button in the toolbar panel and select Export... item in the pull down menu.
  3. Choose whether you want to export selected contacts, contacts from a certain folder/user group/list, or the Entire Contact Manager database.
  4. Select delimiter that will separate fields in the exported text file. Default delimiter is semicolon (;) though you may change it for Comma (,), Tab (tabular sign) or Period (.).
  5. Select fields. By default all fields are included in export file.
  6. Click Ok button.
  7. Your downloadable contact list file will be generated, a Download link will appear.

 



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Send Email

  1. Select contacts you want to send Email message to.
  2. Click Contact… button in the Toolbar and select Send Email… menu item.



  3. To: edit box will be populated with email addresses of selected contacts. You can add more recipients if you need by typing their addresses directly into To: box (separated with semicolon ";").
  4. Choose Priority, e.g. High, Normal, Low
  5. Enter optional Subject.
  6. Type in or paste Message
  7. Click Send button.

 



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Send SMS

  1. Select contacts you want to send SMS message to.
  2. Click Contact… button in the Toolbar and select Send SMS… menu item.
  3. To: edit box will be populated with mobile phone numbers of selected contacts. Mobile Phone field value is used by default (Field ID: C_MOBILEPHONE). You can add more recipients if you need by typing their phone number directly into To: box.

    NOTE:
    Use country code + area code + phone number. Don’t use leading zeros, e.g. "00". Not numeric characters are ignored. Multiple phone numbers must be delimited with semicolon “;”

    Sample: +1 (215) 999-9999; 15551000000; 44 123 5550000

  4. Type in your Message. Note that SMS must be restricted with a certain number of characters shown in the Characters left box below.
  5. Click Send button.

    After you click Send button, WebAsyst will try to establish a connection with SMS Gateway to send your SMS message. New page opens with information about SMS delivering status.
    All SMS messages sent from WebAsyst are stored in system log. To see a history of SMS previously sent by you or any other user, you must have access Administrator option in the main menu. Refer to Account Administrator User Guide for details.


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    Search Contacts

    1. Enter keyword you are looking for in Search box in the toolbar panel.
       

       
    2. Click Go button.
    3. All contacts where keyword is found will appear on the Search Results page:



    NOTE: Search Results page is fully operational, e.g. you can open, move, copy or delete contacts found directly from the Search Results page. 

     



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    View Options

    1. Click View… button in the Toolbar panel.
    2. Select one of the following options to customize file list appearance:

    Grid - tabular format where contact information appears in different columns, e.g. person name, e-mail etc… You can sort the list in any column by clicking its title.

    Details – a convenient option to display contact primary name on the first line and full contact information below. Sorting feature is also available in the list format.



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    Customize View

    1. Click View… button in the toolbar panel and select Customize View item in the pull down menu.
    2. On the General tab specify Number of contacts to be shown on one page and choose if your View selection (e.g. Grid or Details) should be applied to the current folder or all available folders.
    3. Click Grid tab and select Visible Columns to be displayed in the Grid format. Hidden Columns will not be displayed. Also choose how you want your image fields to appear in the Grid View, e.g. Thumbnails will show small snapshot of your image right in the Grid cell; Text link - just a link which allows you to open image in new window.
    4. On the Details tab you can define which image field (if any) to display in the leftmost column of your contact list. This option is available only if you have at least one image field in your contact entry format.
    5. Click OK button to save changes.

     



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    Customizing Contact Entry

    Contact entry format is fully customizable. You can add new fields and sections or modify existing ones.

    Why do I need to customize my contact entry?
    By default every contact entry has the following set of fields: First Name, Last Name, Nickname, Email, etc. (a complete list of default fields ). Depending on how you plan to use Contact Manager you may want to have only certain specific fields allowed for your contact entries.

    Let's say you want to use Contact Manager only to collect subscribers from your website, where people leave just their names and email addresses. In this case you will not need most of default fields, e.g. Address, Phones, etc. You may simply delete redundant fields and your contact lists will look pretty Spartan, as in the sample below:

    Another sample: you may wish to keep full contact information in your Contact Manager about your friends or employees. Even with their pictures!

    In this case you may wish to use full set of default fields and even add your own fields, e.g. Eye Color, Wedding Anniversary, Driver License Image etc.

    See how to…

    Add new fields
    Modify existing fields
    Delete fields

     



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    Add Field

      1. Click Contact button in the main menu and select Service menu item.
      2. On the Constructor tab click Add Field… button. 
            

           
      3. Enter Long Name for new field. Long Name is a main reference for a field and appears as a field label in the Add/Edit Contact forms.
      4. Enter Short Name for new field. Short Name is an optional alternative name; if provided, is displayed as a column title in the Grid view and as a field signature in the List view.
      5. Select Field Type. Following field types are available:

        • Text. This field will allow to enter a generic text. Optional Width parameter limits a number of characters user input into this field.
        • WWW Link. Input in this field will appear as a hyperlink in contact list.
        • Email Link. Value in this field will appear in mailto: tags. Click on a value in this field will open default mail program, e.g. Outlook or The Bat!
        • Memo. Appears as a multi-line box in Add/Edit Contact forms. Allows adding notes and memos without limitation of input width.
        • Image. This field will appear as a special control which allows to add image file and create thumbnail.
        • Date. Has a small "calendar" icon on the right of input box and allows entering only valid dates, e.g. 05/13/2005.
        • Numeric. For digital values with an optional Decimal places parameter.
        • Menu. Appears as a pull down menu in Add/Edit Contact form populated with Items. Field of this type is a convenient control to enter vales from a predefined set, e.g. Gender (Female, Male), Day of Week (Mon, Tue, Wed, Thu, Fri, Sat, Sun).

      6. Constraints allow you to define field as Unique (duplicate values prohibited) and Required (must have a value).
      7. Select location for new field in the Place After pull down menu.
      8. Click Save button.

    Once you complete adding new field it should appear in Add/Edit Contact forms.

     



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    Modify Field

    1. Click Contact button in the main menu and select Service menu item.
    2. On the Constructor tab click the field you want to modify.
    3. In the Edit Field form make changes you need, e.g. edit field name(s), type, constraints etc.
    4. Click Save button.

    NOTES:

    • DB Name parameter can not be modified. It shows the name of this field in your MySQL database.
    • Following fields can not be modified:
      • First Name
      • Last Name
      • Middle Name
      • Nickname
      • E-Mail

    CAUTION: Any changes affect all contact entries in all folders. Once you delete or modify field(s) you won't be able to restore it. Be careful and don't lose precious data.

     



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    Delete Field

    1. Click Contact button in the main menu and select Service menu item.
    2. On the Constructor tab click the field you want to delete.
    3. At the bottom of Edit Field form click Delete Field button.

    NOTE: Following fields can not be deleted:

      • First Name
      • Last Name
      • Middle Name
      • Nickname
      • E-Mail

    CAUTION: Any changes affect all contact entries in all folders. Once you delete a field you won't be able to restore it. Be careful and don't lose precious data.

     

     



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    Default Field List

    By default Contact Manager entry contains the following list of fields grouped by five sections: Contact, Phones, Home, Business, Notes.

    Section/Field Name Field Type
    Section: Contact
    First Name Text
    Last Name Text
    Middle Name Text
    Nickname Text
    E-Mail Email Link
    Photo Image
    Section: Phones
    Home Text
    Work Text
    Mobile Text
    Fax Text
    Pager Text
    Business Text
    Section: Home
    Street Address Text
    City Text
    State Text
    Postal Code Text
    Country Text
    Personal Web Page WWW Link
    Birthday Date
    Section: Business
    Company Text
    Department Text
    Job Title Text
    Street Address Text
    City Text
    State Text
    Postal Code Text
    Country Text
    Office Location Text
    Business Web Page WWW Link
    Section: Notes
    Notes Memo

     



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    Grouping fields by Sections

    Sections allow you to group contact entry fields. It makes editing and visualizing of contact information easier.

    In Add/Edit Contact forms, sections appear as separate tabs.

    You can fully customize your sections contents and appearance to make it most suitable to your needs.

    Learn how to:

    Add Section
    Modify Section
    Delete Section



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    Add Section

    1. Click Contact button in the main menu and select Service menu item.
    2. On the Constructor tab click Add Section… button:



    3. Enter Section Name. This name will appear as a section tab heading on the Add/Edit Contact form.
    4. Select position of new section in Place After menu.
    5. Click Save button.


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    Modify Section

    1. Click Contact button in the main menu and select Service menu item.
    2. On the Constructor tab click header of the section you want to modify.
    3. In the Edit Section form modify section name and/or position as you need.
    4. Click Save button.

    NOTE: Section "Contact" contains primary contact fields. It can not be modified, renamed or removed.

    CAUTION: Any changes affect all contact entries in all folders. Once you delete or modify section you won't be able to restore it. Be careful and don't lose precious data.

     



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    Delete Section

    1. Click Contact button in the main menu and select Service menu item.
    2. On the Constructor tab click header of the section you want to delete.
    3. At the bottom of Edit Section form click Delete Section button.

    NOTE: Section "Contact" contains primary contact information and can not be deleted.

    CAUTION: Any changes affect all contact entries in all folders. Once you delete a section you won't be able to restore it. Be careful and don't lose precious data.

     



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    Sign-Up Form

    Sign-Up Form is an HTML form that you can place on your website. Visitors of your website can fill in this form and post this information directly into your Contact Manager database. This is a great way to collect your subscriber information into centralized storage.

    To create Sign-Up Form:

    1. Click Contact button in the main menu and select Service item.
    2. Click Sign-Up Form tab.
    3. Click Generate Sign-Up Form button.
    4. Select fields you want to appear in the Sign-Up Form and adjust their positions.
    5. Enable “Double Opt-In” option if you want to create Sign-Up Form for permission based subscription.

      NOTE: Enabling double opt-in will require that subscriber clicks a link in a confirmation email before she actually added via this sign-up form. Subscribers retain "Pending" status until they click on the confirmation link.

    6. Click Next button.
    7. Specify Field Name, Width and Required properties for each field.
    8. Select Folder where you want to add subscribers.
    9. Select optional Lists where you want to add subscribers.
    10. Click Next button.

    When generating of Sign-Up Form will be successfully completed, you will have two instances of this form:

    Pre-formatted Sign-Up Form
    This is ready-to use link to the Sign-Up form residing right on the server where you have Contact Manager installed. You can use this link to insert it in email messages, put on your home page or paste with your notes in blogs, forums and bulletin boards.

    HTML code to place on your website
    This is advanced option for webmasters. You can paste Sign-Up Form HTML code into the page on your website where you want this form to appear.



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