Offices

Offices

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

Use the Offices module to associate clients, contacts, and other records with a physical location such as an office or region. Associating a record with an office is not required, but is recommended for reporting and mail merges.

Actions

Follow the instructions below to perform tasks such as creating, editing, and exporting Office records.

To…

Then…

Create a Office record

  1. Access the Office Create form using one of the following:
    • Click Firm > Offices > Create Office from the Navigation menu.
    • Click Create New on the Offices List View.
  2. Complete the Office Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. Click Save to save the record and view its detail page, or click Cancel .

Display a list of offices

Click Firm > Offices > View Offices.
The Offices List View displays.

Display the details for an Office record

Click the office name in the Offices List View.
The Office Detail View displays.

Edit office information

  1. Access the Office Edit View by doing one of the following:
    • Click Edit in the Office Detail View.
    • Click the edit icon (pencil) associated with the Office record in the Offices List View.
  2. Update the office information. See Field Descriptions for information about each field.
  3. Click Save to update the record.

Suppress one or more office records

  1. In the Offices List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The records are suppressed.

You can also suppress a single Office record by clicking Suppress on the Offices Detail View.

Update information related to multiple offices

  1. In the Offices List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the Actions dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate office information

Click Duplicate in the Office Detail View. Duplication is a convenient way of creating a similar office. You can change and save the information in the duplicate record to create a new record.

Find and merge duplicate records

Follow the instructions in Merging duplicate records.

Export records

  1. In the Offices List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the Contact record.

Office Name

Enter the full name of the office or legal name of the business.

Short Name*

Enter an abbreviation or simple name to represent the office such as "Main Office". This is a mandatory field.

Office Phone

Enter the primary phone number for this office.

Alternate Phone

Enter an alternate phone number for this office such as an 800-number.

Email

Enter the general email address associated with this office such as info@your_office_domain.com. To add an additional email address, click the Add icon. You can add multiple email addresses.

If the contact has more than one email address, click the arrow next to the primary email address.

Fax

Enter the general fax number for this office.

Website

Enter the website associated with the office.

Description

Enter additional details about the office.

Teams*

By default, your private team is assigned as the primary team. To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter.

To assign additional teams to the Offices record click add (+) and click the team as described above. For more information on assigning teams, see Assigning Users and Teams to Records.

This is a mandatory field; you must assign a Team.

Physical Address section

Enter the address where the office is physically located. If the office represents a region rather than a specific address, enter city, state, and/or country details.

Mailing Address section

Enter the address where the office receives mail.

Billing Address section

Enter the address where the office receives bills if it differs from the mailing address.

Shipping Address section

Enter the address where the offices receives packages if different from the mailing address.

Sub-panels/Related Information

Sub-panels include:

Clients Contacts Groups Office Gifts
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