Contact properties and options

The Contacts setup dialog enables you to manage all your contact profiles and their relationships from a single location. Click each tab in this dialog to specify details and options for Contacts and Contact Companies from Time.

For Time users with Cloud Integration enabled, the column Cloud Integrated indicates if the field or option is available from CaseWare Cloud.

Address/Phone
Client/Group
Other Info
Memos

General Information

Property	Cloud Integrated	Description
Last Name	Yes	Enter the surname of the person. New Click this button to add a contact person to the Contact List. Delete To delete an existing contact, select a contact from the Last Name box and then click Delete. You will be prompted to confirm the delete. When you attempt to delete a contact that is the only contact for a contact company, Time prompts you to either delete the contact and the associated company, or delete only the contact. Select an option and click OK to delete. Note: You can use * (asterisks), ? (question marks), and " (double-quotation marks) in this field.
Pre Name	No	Enter the personal title of the contact person (e.g. Mr., Mrs., Miss, or Ms.). The pre name can be a maximum of 15 characters long. Type The Contact Type is optional. Click this button to create a list of the types of contacts, i.e., Lawyer, Insurance Company, Health Provider, etc. The Type codes can be up to ten digits in length and alphanumeric, i.e., LAW for law firm. Click to enter an extended description for the code. Codes with extended descriptions are denoted by . Once the Contact Type codes are created, press Escape. Type or select the type of contact. Click the look-up button to access a list of the types of contacts from which to choose.
First Name	Yes	Enter the first name of the person.
Post Name	No	Enter the post name of the person (e.g., C.A., Ph.D.).
Title	Yes	Enter the title or position of the person.
Full Name	No	This field is automatically generated by the four preceding fields in the following order: Pre Name, First Name, Last Name, Post Name.
Company	Yes	Select a company from the drop-down menu to associate the person with a company that already exists in your file, or create a new company to associate with the person. This company can be a Group, Client, or Contact Company. If the person's company does not currently exist in your file, click the Company button and select the type of company you would like to create for your person. If the person's company already exists in your file, select an existing company from the Company drop-down menu. Note: If associating this contact with a Group or Client, a corresponding relationship is added under the Contacts tab of the Group or Client dialog. The Contact will appear under the list of Selected Contacts.
Email	Yes	Enter the email address of the person. Click the Mail button to generate an email to the specified address.
Predicate	No	Enter the predicate of the person (e.g., Doctor, Professor)
Print	N/A	Click this button to print the selected person's entire record.

Address/Phone

Address/Phone

Use this command to input specific information relating to each contact.

Field	Cloud Integrated	Description
Contact address same as Company address	N/A	Select this checkbox if the contact person has the same address as the company.
Address	No	Enter the mailing address.
City	No	Specify the city.
State/Province	No	Enter the province or state.
Country	No	Enter the full name or abbreviation of the country.
Zip/Postal Code	No	Enter the postal or zip code.
Phone Numbers	Yes	Enter any applicable phone numbers. Phone and fax extension number cells have been removed and are now combined with the phone/fax number to facilitate synchronization with Outlook. Business Enter the primary company phone number. Business fax Enter the fax number. Phone 2 Enter a second company phone number. Phone 3 Enter a third company phone number.
Website	No	Enter the URL (uniform resource locator) for the contact's website, e.g., www.caseware.com. Click the Go button to launch your browser and visit the site.

Client/Group

Client/Group

Use this command to designate to which clients this contact is associated by dragging and dropping them into the Selected Clients list. Once assigned, if you make a mistake, you can drag the incorrect client back to the All Clients list to "unassign" it.

Field	Description
All Clients	Lists all clients in the company file that are not currently associated with this contact. Select those that you want to assign and then click the $images\rightarrow_assign_shg.gif$ button. Tips To assign multiple clients in one action, click the first account in the range, press SHIFT, and click the last account in the range. Then use the button or drag them to the Selected Clients window. To select clients out of sequence, hold down the CTRL key. To change the order of the clients, click the Number or Name headings.
Selected Clients	Lists all clients assigned to this contact. To "unassign" a client, select the name and click the $images\leftarrow_assign_shg.gif$ button or drag the client back to the All Clients window. Select All Use this button to select all clients quickly. If you are assigning most of the firm's clients to this contact, click this button and then deselect the few who are not to be assigned before clicking $images\rightarrow_assign_shg.gif$ . Deselect All To clear your selection of clients for assignment, click Deselect All.

Field

Description

All Clients

Lists all clients in the company file that are not currently associated with this contact. Select those that you want to assign and then click the $images\rightarrow_assign_shg.gif$ button.

Tips

To assign multiple clients in one action, click the first account in the range, press SHIFT, and click the last account in the range. Then use the button or drag them to the Selected Clients window.
To select clients out of sequence, hold down the CTRL key.
To change the order of the clients, click the Number or Name headings.

Selected Clients

Lists all clients assigned to this contact. To "unassign" a client, select the name and click the $images\leftarrow_assign_shg.gif$ button or drag the client back to the All Clients window.

Select All

Use this button to select all clients quickly. If you are assigning most of the firm's clients to this contact, click this button and then deselect the few who are not to be assigned before clicking $images\rightarrow_assign_shg.gif$ .
Deselect All

To clear your selection of clients for assignment, click Deselect All.

Other Info

Other Info

Enter additional information about the contact.

Alternate Codes and Dates

Alternate Codes are available for classifying miscellaneous contact information. Reports can be produced for contacts that match these Alternate codes and/or dates. Each Alternate code must be set up by the user. Examples of other contact specific information could be the type of return prepared, birthdays, or tax information.

Assigning alternate codes

Memos

Memos

Enter any specific information. A detailed trial balance report that includes memos can be printed from the Document Manager. Memos are merged between Time and CaseWare Cloud and will appear in the Description area of the Contact.