Some Object Types might be configured to include contact data. If so, the Contact tab, illustrated in Figure 3-5, is where this data is viewed and edited.
Figure 3-5: The Contact tab is where you set-up addresses, phone number, and emails.
The Contact tab includes all the information about how to contact an object including address, emails, phone numbers and their Skype username.
An object may have multiple addresses. The addresses are listed in the Contact tab.
To add a new address, click the New Address button to open the Address Details dialog box as shown in Figure 3-6.
To edit an existing address click the Open icon.
Figure 3-6: The details about an Address are entered and edited in the Address Details dialog box.
A few notes about the address fields:
- Region - The object’s address and region are two different pieces of data. While the object’s physical location will almost always be the same as their region, this is not a hard rule. It’s possible that the organization’s regions don’t map to counties and provinces. Or the object may belong to a region but temporarily be located in a different place.
If the object moves to a different address, you probably want to move their region as well.
Cross-Reference - A Data Policy will generate an alert if the object’s address is different than their region.
- Address Status - Addresses can be flagged with a Primary, Alternate or Retired status. An object may only have a single primary address. Setting an address to Primary automatically sets a previously primary address to alternate.
- Address Type – To identity the type of address (home, office, vacation, etc.), the address can be flagged with a type.
- Scheduled Address - An alternate address can be set to switch to primary on a scheduled date. This is useful for a donor who informs the organization that they will move soon. On the scheduled date, the new address will automatically become the primary address, and the old primary address is set to retired.
- Seasonal Address – An alternate address can set-up with seasonal dates. This is useful for a donor who regularly travels between a winter home and a summer home. Each year during the seasonal dates, the seasonal address becomes the Effective Primary Address.
If one object shares its address with another object, there’s no reason to enter the address twice. The second object can share the first object’s address.
Multiple objects can use the same shared address, but an object can only share or use one shared address at a time. In other words, object A’s address can be used by object B, C,D and E. If object B is using object A’s address it cannot use another address until it cancels using object A’s address.
Address chaining is not supported, meaning that if object B is using object A’s address, object B can not share its shared address with object C.
If an object has it’s own address, and then it begin using another object’s address, the new shared address trumps it’s own individual address for so long as it’s using the shared address.
An object may have multiple phone numbers. Each phone number has a status (primary, alternate, retire), and type (home, cell, work) just like addresses. Phone numbers are added and edited just like addresses.
Some phone numbers, such as cell phones and work phones, belong to the person. Landline phone numbers belong to an address. This becomes more important as addresses are shared.
Emails work just like addresses and phones for adding, editing, and status.
Phone calls and emails can be logged in TejonDb. Of course this is optional, not every phone call or email is significant, but for those communications that should become part of the organizational knowledge, it’s a good idea to log them where everyone with the rights to see them can review them if needed
To log a phone conversation, click the “Phone Call’ icon in the Object Editor’s toolbar. In the Phone Call dialog box, shown below in Figure 3-7, select the phone number, and enter the short subject and optionally a longer note about the phone call. The note is virtually unlimited in size.
Figure 1-7: The details about a phone conversation can be logged in the New Phone Call dialog.
Phone calls can range from answering a simple question, to an involved conversation. To log the how connected the conversation seemed to be with the mission of the organization, select the engagement points to be assigned to the phone call.
Works just like logging a phone call.