Contact Screen
  • 22 Oct 2021
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Contact Screen

  • PDF

The Contact screen allows a user to create a new contact or view or edit contact information. The Contact screen can be accessed from the following locations:

  1. Navigate to the Contacts Search List screen by clicking the Contacts icon in the Aspire Navigation Bar. Click on any name in the Contacts Search List screen.
  1. Clickon the Contacts Search List screen to display the Contact screen.
  2. From the Properties screen, click on the Account Owner hyperlinked name.
Note:

To edit a contact, the user must be either:

  • Assigned to a role that has Edit All Contacts permission, OR 
  • Assigned to a role that has Edit My Contacts permission and is the owner of the contact

Mobile Contact Screen

The following table describes the elements available on the Contact screen:

Screen Element

Description

Prefix

Allows the user to specify the salutation to help identify the contact (Dr., Mr., Ms., Mrs., Mr., and Mrs.)

First Name

Required. Allows the user to specify the contact’s first name. Aspire trims any leading or trailing spaces from the name before saving.

Last Name

Required. Allows the user to specify the contact’s last name. Aspire trims any leading or trailing spaces from the name before saving.

Company

Allows the user to specify the contact’s company.  The company name is commonly used to identify the name of a company responsible for the payment of invoices for services performed on a property. They can select the company from a list of valid companies. Click the adjacent Add Company icon to add a new company. If the user changes the company for a contact that is assigned as the billing contact for a property, and there is an unpaid invoice for that property, when they save the change, Aspire will display a dialog message allowing the user to update the company associated with the invoice.

Add Company Icon

Available for users having the Add Companies permission. Displays the New Company screen allowing the user to add a new company on the fly so they can immediately associate them with the contact.

Title

Allows the user to specify the contact’s business title.

Contact Type

Allows the user to choose the type of contact.  The list of valid contacts is maintained in Admin on the Admin List Contact Types screen. Common values are employee, customer, prospect, vendor, or sub. 

Note:
Contacts of type “Vendor” are not tied to the vendors maintained on the Admin List Vendor screen. If the user has the System Admin permission, then the label for this field is displayed as a hyperlink allowing them to go directly to the Contact Types screen to add or edit contact types, and then return to select one.

Next Activity

Shows the next activity that is due for completion and is associated with the contact. The activity is displayed as a hyperlink.  Clicking the hyperlink displays the activity so that the user can update it.

More Activities Icon


Clicking this icon displays a search list of all activities (appointments, issues, emails, tasks, and milestones) associated with the contact. Clicking on an item in the returned search list will allow the user to edit the selected activity.

All Activities Mobile interface only. Provides a summary of all activities scheduled with the contact. 

New Appointment

Allows the user to schedule a new appointment that is associated with the contact.

New Task

Allows the user to create a new task that is associated with the contact.

New Email Allows the user to send an email to the contact.

Email

Conditionally required. Allows the user to specify the contact’s email address.  If the contact will also be a user of the Aspire system, the email address becomes their user name for logging into Aspire. Aspire validates this field to ensure that only one email address is entered and that the email address is properly formed. This field is required if the contact is an Email Contact for any property.

Contact Information

Allows the user to provide contact information for the contact.

Custom Fields Area

This area of the screen allows the user to enter values for custom fields that they have made available on contacts. Users who have System Admin permission or Manage Custom Fields permission may create new custom fields to be made available to all users for entering contact information.  For additional information, see Custom Fields Area.

Notes

Allows the user to record notes related to the contact.