Part 2: Contacts Training Video (4:57))Last Updated: May 29, 2019
This is Part 2 of our Video DYI Training Series. In this we introduce the Contacts screen, how to add, and edit contacts and lays the foundation of using people, organizations, locations (places and spaces) in projects.
"In the upper Navigation Bar, let’s click on the Person icon to go to the “Contacts” screen. The Contacts screen is the global address book for your Organization. Any contacts that you import, or create in the system will have a home here. These contacts will be used in your projects and if you update any contact information here, it will update across the system no matter how many projects the contact is in.
Let’s create a new contact from scratch.
You will notice throughout Propared if you want to create anything new, you will always ‘click on the big green button in the upper right with the + on it.’
Here you can select the type of contact that you want to create.
Propared has 3 different Contact Types. Person, Organization, & Locations which consist of (Places and Spaces). These are different contact types because we use these resources differently in the program.
Let’s start with a Person! Maybe someone else who works with you at your company. Enter: First Name, Last Name and Email Address. These are the most critical for contacts. Everything else is pretty much optional.
However, while we’re here, let’s also take a look at this field called “Default Roles”. This is a special type of field where you get to use “Tags” instead of regular text. Go ahead and pop in the person’s job title. After you type the new role, hit enter to add as a tag. You can add multiple role tags to the same Contact. When you save, this tag will be added to your tag list and can be used later. Tags are used in several places in Propared, so you will see this functionality many places.
Now click the green checkmark to Save the work you’ve done. And now you can see it’s been added.
If you want to edit a contact you are going to click on the line for that Contact and hit the Pencil Icon. You’ll see this icon in just about every screen. It’s always used to edit the selected object. Let’s go to Melissa’s contact and give her a role. You’ll see it’s already offering you options for tags you’ve entered.
The next type of contact is the Organization. It is used to represent any company that you work with and need to list in a schedule. Examples might be a vendors or a clients company. The Helleuey Theatre is also an organization. Organizations are created in the exact same way as People. Feel free to add some.
Locations, however, work slightly differently from People and Organizations as there are two types, Places and Spaces and they are related.
Places are usually locations with physical addresses like a building of some kind like a theatre, warehouse or an arts complex.
So lets create a Place, Click, New Contact and select Place.
For the Place just type the name and address and click the green check box.
Spaces are any location within that place that you might want to carve out to either be very specific about where something is happening or to create a schedule based on that location. So a Space might be the main stage, the loading dock, the lobby, rehearsal room one, the hallway, backstage left, etc. We designed Spaces to be very flexible, so you can make them anything you want.
Now, let’s create a Space in the Mulligan Arts Center. Click on the Green Button and select Space! it’s going to ask for the related Place, so just start typing in (Mulligan Arts Center) and select the auto populated Place, then name the space. We’ll do the Main Stage. Again click the green check box. Let’s also add the Rehearsal hall.
So now you can see we’ve created separate records for each location.
You’ll see that the related Place is blue and underlined. Anywhere you see that in the program that means if you click on it it will take you to it, in this case it will navigate you over to that Place.
Let’s look at a couple of other small features in the Contacts screen.
If you accidentally wind up with duplicate contacts you can merge them with this handy little merge tool.
The red trashcan icon deletes a contact.
In the tool bar you will see some purple icons. These icons are quick filters for your different contact types. If the icon is colored it is being shown, if it is white it is being hidden. To show or hide these you just click them."