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Contacts

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Contacts are individuals you may have to contact for facility management purposes. They can be added to companies and linked to assets throughout VertiGIS FM by using an object's Responsibilities section.

Contacts are not synonymous with VertiGIS FM users.

Contact Details Page

You can access a contact's details page on the Contact Management search page. Under Objects, click Contact, and then double-click a contact in the search grid to navigate to its details page. You can also access a contact's details page by double-clicking the contact in the Contacts section on their company's details page.

contact-details-1

Contacts Section on the Company Details Page

The contact details page contains the sections below.

Company

The Company section is a greyed-out section above the contact details that indicates the company with which the contact is associated. You can click the View Details (icon-view-details) icon to navigate to the company details page.

Contact

The Contact section stores the contact's high-level details.

Contact Data Fields

Field

Description

Abbreviation

An abbreviation that can be used to identify the contact.

Saluta­tion

The salutation used by the contact (Mr., Ms., Dr., etc.). Selectable options are stored in the Contact Management catalog.

First Name

The contact's first or given name.

Name

The contact's last name.

Ad­dendum

Additional information that describes the company.

Func­tion

The role or occupation of the contact.

Com­ment

A field in which you can enter additional information on the contact.

Tele­phone

A telephone number for the contact.

Fax num­ber

A number to which documents can be faxed to the contact.

Mobile num­ber

The contact's cell phone number.

Email

The contact's email address.

In­ter­net Address

The contact's web page.

Sub­sidi­ary

The subsidiary or branch of the company the contact is associated with.

State

The status of the contact.

Sect­or

The sector in which the contact works. This value is inherited from the contact's company (if they're associated with one) but can be changed. Selectable options are stored in the Sector section in the Contact Management catalog.

Contact Data

The Contact Data section lists the contact information for the contact. To view this section, you must assign a Contact Type to the contact.

Contact Data Fields

Field

Description

Country

The country in which the contact is located.

Federal State

The federal state (state, province, or regional jurisdiction) in which the contact is located. Federal states must be added to the country selected above to be selectable from this menu. Refer to country management for more information.

ZIP Code

The ZIP code or postal code of the contact's location.

City

The city in which the contact is located.

Street

The street on which the contact is located.

Number

The street address at which the contact is located.

Telephone

The telephone number of the contact.

Fax Number

The fax number of the contact.

Mobile Number

The mobile number of the contact.

Email

An general email address for the contact.

Internet Address

A web page for the contact.

Contact Types

The Contact Types section lists the contact types applied to the contact. Contact types determine which sections are available on the details page and in which VertiGIS FM products the contact can be selected in assignment form fields (for example, as a person responsible for maintenance orders or as an installer for a type of component).

You can select the contact types you want to assign to a contract, company, employee, or team in the Contract Types section when you edit the object details. The contact types are assigned to the object when you click Save.

contact-types

Contact Types Section on From to Edit Contact Details

Refer to Contact Types for information on how to make contacts assigned a given contact type selectable in fields for different objects and products throughout VertiGIS FM.

Contact Types

Contact Type

Associated VertiGIS FM Products and Modules

Notes

Adjoining owner

Parcel Management

 

Authority

Parcel Management

 

Customer

Sale, VertiGIS FM Contracts

When applied, the Customer section appears on the contact, company, or employee details page. This section stores financial information that is required when the company creates an outgoing invoice.

In VertiGIS FM Contracts, you must store a Debitor no. in the Customer section in order to select the contact as a payer on the contract.

Key bearer

Key Management

When selected, the Key and Access to Rooms sections appear on the contact, company, or employee details page.

Lessor

Rental Management

 

Maintainer

VertiGIS FM Maintenance

This Contact Type should be used for contacts, companies, or employees you want to make selectable for maintenance tasks in VertiGIS FM Maintenance.

Property owners

Parcel Management

When selected, the Invoices section appear on the contact details page.

Renter/tenant

Rental Management

When selected, the Invoices sections appear on the contact details page.

Supplier

Costs and Budget, Purchase, VertiGIS FM Energy

When applied, the Supplier section appears on the company details page. This section stores financial information that is required when the company is selected as the supplier on another's company's incoming invoice.

In VertiGIS FM Energy, a company with the Supplier contact type can be selected as the company associated with a tariff, which is used to calculate the costs a company pays for its energy consumption.

Selectable contact types are stored in the Contact Types section of the Contact Management catalog. You can manage the items above on that page.

You can apply a contact type to the contact when you edit the contact details.

Bank Accounts

You can store the contact's banking information in the Bank Accounts section. This allows you to select the bank account when you create invoice payments for a contract to which the contact is a party in VertiGIS FM Contracts. The section can contain multiple bank accounts.

To add a bank account, click the Add (icon-add) icon. You can enter the account information shown below.

contact-bank-account

Bank Account Form for a Contact or Employee

Customer

The Customer section stores financial information that is required when you select the contact as a customer on an invoice or as the payee on a contract. In these cases, the contact is selected as the customer on the invoice, and a Debitor no. is required to complete the invoice. Refer to the Invoices section on this page for more information.

contact-details-company

Customer Section on the Contact Details Page

You can edit the company's customer information by clicking the Edit (icon-edit) icon.

This section is only visible if you've selected the Customer and the Property Owners or Renter/Tenant contact types in the Contact Types section.

Invoices

The Invoices section lists all the invoices in which the contact is selected as a customer (outgoing invoices) or supplier (incoming invoices or internal billing). Invoices created in the VertiGIS FM Costs and Budget product are shown here, but you can also create invoices directly on the contact details page by clicking the Add (icon-add) icon in this section.

If the contact creates an outgoing invoice (the contact is owed money), the contact (and their company) is selected as the customer, and the contact's debitor number is required.

If the contact creates an incoming invoice (the contact must pay a supplier), the contact must select another company as the supplier, and the supplier's creditor number is required.

If the contact creates an internal billing, the contact's debitor number is required. No invoice type has to be selected.

contact-invoice-outgoing

Form for Outgoing Invoices

company-invoice-incoming

Form for Incoming Invoices

company-invoice-internal

Form for Internal Billing Invoices

Key

The Key section is only visible if you've selected the Key Bearer contact type in the Contact Types section and is used in conjunction with the Key Management module. Documentation on how to use Key Management in VertiGIS FM will be available in the future.

Access to Rooms

This Access to Rooms section is only visible if you've selected the Key Bearer contact type in the Contact Types section and is used in conjunction with the Key Management module. Documentation on how to use Key Management in VertiGIS FM will be available in the future.

Appointments

The Appointments section lists the scheduled appointments (a call or in-person meeting) that are associated with the contact. Appointments are action items that can be scheduled for any object in VertiGIS FM. They are not the same thing as orders.

To add an appointment for the asset, click the Add (icon-add) icon in the Appointments section on the details page.

Notes

The Notes section lists notes that have been posted in relation to the contact.

Documents

The Documents section lists the documents, including image files, associated with the contact. Refer to Document Management for more information, including instructions on how to upload a document.

If any of the sections described in this topic do not appear on the details page, you may need to edit the section authorization to show them.

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Documentation Version 1.0