PM.014 People

PRINTJOBMANAGER > Knowledge Base Documentation
Important: You should have the following categories set up before you start Adding People to Organizations. Organization will require at least one Person (Contact).
In this document, we will cover how to Add New / Edit / Delete People. People are the contacts within an organization, there is no limit to how many People you may have within an Organization, or number of address that can be associated to People. When creating People  each with will have their own independent contact information and address/addresses.
 
 
People  - Main Menu Overview (Main Menu > Customers (A) > People (B))
Fig. 1
Peoples - Main Menu - Overview (Fig.1 Main Menu > Customers (A) >People (B))
 
Main Menu - Overview 
  1. Gear Icon: Selecting the Gear icon  ​​ will allow you to Deleted/Hide People in the list view. If you want to see Deleted/Hidden People uncheck Hide Deleted checkbox.
  2. Search Departments: To search People, type in the first couple of letters of the Persons Name that you are looking for and select the Search Icon   the system will show all of the active People, matching the data you entered. The more data you enter into the Search Terms field the quicker and more accurate your search will be.
  3. +Add New: Use this button to create New People.
  4. Name (Column): Shows a listing by the Name of the Person, by clicking on the Name header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options. 
  5. Organization (Column): Shows a listing of the Organization that the Person has been assigned to, by clicking on the Organization header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options. 
  6. CSR (Column): Shows a list of the Customer Service Representatives (CSR's) for the corresponding Organization that People are assigned to. By clicking on the CSR header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
  7. Sales Rep (Column): Shows a list of the Sales Representatives (CSR's) for the corresponding Organization that People are assigned to. By clicking on the Sales Rep header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
  8. Email (Column): Shows a listing of the email address for the corresponding Person (People), by clicking on the Email header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
  9. Phone: Shows a listing of the primary Phone Number for the corresponding Person (People), by clicking on the Email header you can sort by Ascending - Descending (Alphanumeric Order). By selecting the Filter icon you will have multiple user defined Filter/Sort options.
  10. Edit icon: To Edit People select the Edit  icon located on the left side of the Person you would like to Edit. 
  11. Delete icon: To Delete/Hide People select the Delete  icon located on the left side of the Person that you would like to Delete/Hide. When Deleting People they become inactive and and Hidden. You can reactivate People by selecting the Gear  icon, and unselecting the Hide Deleted checkbox, you can now search for the Deleted/Hidden People and select the Edit   icon to reactivate. 
  12. Page view (Navigation): Us the directional arrows to go forward/back a page, or directly to the beginning or end. You can also select the page number you would like to view.
  13. Items per Page: You can select the number of people 5,10,25,50, to show on 1 page from a dropdown list (10 items per page is the default)
  14. Number of People currently being viewed and of total number of People: Reference only.
 
People - Add New (Fig.1 Main Menu > Customers (A) > People (B) >+Add New (3))
Fig.2
Main Menu > Customers (Fig.1-A) > Organizations (Fig.1-BFig.1 - #3 +Add New)
When you first setup People you will be required to add at least 1 address, you will be able to add additional addresses once you have saved the initial Person entry.
 
Please use the Information  icon for updated data.
 
Follow the process below to Add a New Production Resource will, all Production Resources MUST have a unique Name, you will receive an Error notification stating that "This Production Resources is already being Used".
 
Add New Person: 
  1. General - Organization (* Required): Using the dropdown menu select the Organization that this Person will be associated with.
  2. General - First Name (* Required) : Enter the First Name of the Person you are adding.
  3. General - Last Name (* Required) : Enter the Last Name of the Person you are adding.
  4. General - Title : Enter the Title of the Person you are adding (Vice President, CEO, Purchasing, Accounts. etc.)
  5. General - Time Zone : Using the dropdown select the time zone for Persons location that you are adding
  6. General - Email (* Required) : Enter the New Person's email address 
  7. General - Phone : Enter the New Person's Main Phone number.
  8. General - Mobile: Enter the New Person's Mobile/Cell Phone number.
  9. General - Fax all:  Enter the New Person's Fax number.
  10. General - Default Purchase Order Code: If this Person requires a default purchase order you may enter it here, this purchase order code will appear on all jobs initiated by this person.
  11. General - Notes: You may add notes to this person's data.
  12. Address - Name: Due to the fact that you can create multiple addresses for a single person, you will have the ability to provide a unique Address Name for each of the addresses you create. See the example below.
    1. ​Address 1: Main Office location location/address
    2. Address 2: Shipping and Receiving location/address
    3. Address 3: Branch office
  13. Address - Business: in this field you can describe what type of business is located at this Person's address. i.e. administrative, production, fulfillment,etc.
  14. Address - Address #1: enter the address and street name
  15. Address - Address #2: if needed enter the building number, floor number, unit number, suite number, etc.
  16. Address - Address #3: if needed enter the building number, floor number, unit number, suite number, etc.
  17. Address - Country: Enter the country for this Person's location. 
  18. Address - City: Enter the City for this Person's location.
  19. Address - State: Enter the State/Province for this Person's location.
  20. Address - Zip: Enter the zip/country for this Person's location.
  21. Address - Phone: Enter the phone number for this Person's location.
  22. Address - Fax: Enter the fax number for this Person's location.
  23. Save or Cancel If you are satisfied with your data, select Save icon, to cancel and go back to the People main screen, select the Cancel icon.
 
Edit a Person:   (Fig.1 Main Menu > Customers (A) > People (B) > Select the Edit icon to the left of the person you would like to edit (Fig.1-10)
Fig.3
Edit a Person:  (Fig.1 Main Menu > Customers (A) > People (B) > Select the Edit icon to the left of the person you would like to edit (Fig.1-10)
  • When editing a person you will NOT be able to edit the Organization Field (Fig.3-1) that this person is assigned to. You will be able to edit/change items (Fig.3 - 2 to 11) shown above.
  • To Edit an Address for the selected person select the Edit  icon (Fig.3 - 12) all fields are editable, save changes.
 
Add New Address:
  • To Add a new Address to the selected , select the Add New  icon (Fig.3-14) and repeat steps 12 to 23 as shown in Fig.2 above.
 
Delete a Person:  (Fig.1 Main Menu > Customers (A) > People (B) > Select the Edit icon to the left of the person you would like to edit (1)
  • To Delete a Person, select the Delete  icon (Fig.3-14) once a Address is deleted, you will NOT be able to reactivate the Address.
 
 
If you have questions or need help, please open a support ticket by selecting this link Aleyant Support