HowTo:Add A Person

Add A Person

Menu Location: Tables / Person

Search Database (Active and Inactive records) to make sure Person is not already in Database

1. Click Search

• As you begin typing the Person's name, the Flex Lookup will filter the names. If the Name does not exist, click Add New Record, then click “Yes and Edit” to complete the Company Record. Be sure to search on variations of a first name (James vs. Jim, etc.).
• If the Name does exist and appears in the list, select the record and it will display on the screen
• A Person record an be added on almost all screens a where new Person record can be added to the database

2. Enter pertinent fields of data

• Important Fields for any database:
  • Last Name
  • First Name
  • Middle Initial (optional)

If entering a generic name (i.e Secretary), enter into Last Name field and enter Company Name in First Name Field (Secretary, ABC Company). This will ensure the same Secretary record is not linked to more than one company, address, phone number, etc., and will make it easier to identify in lookups.

• • Address(es)

Link address (or enter new address if necessary; be sure to complete the street address, city, state and zip; enter PO Boxes as a separate record from street addresses).

• • Phone Number(s)

Add Description to identify type of number (Cell, Fax, etc.)

Add Extension (a separate phone number record should be added for each extension; the Main number should not have an extension tied to it)

If number should be kept private, then check Private box

• • Email Address (add a description if needed (i.e. personal vs. work)
  • Category (if your organization uses categories)
  • Company Affiliation (Company and Position)

3. Click Save