Contact Classes

Form ID: (CR205000)

On this form, you can specify basic settings to be used for the contacts that belong to the class, such as the default owner and the assignment map to be used for the contacts. When a user is creating a contact on the Contacts (CR302000) form, or by using a dialog box on another data entry form such as the Create Contact dialog box on the Leads (CR301000), Opportunities (CR304000), or Business Accounts (CR303000) form, the user selects the contact class or the system specifies the default contact class. The system fills in certain settings of the contact based on the settings of the class, thus speeding data entry.

You can also specify default settings that are used when you create a new lead, business account, or opportunity from a contact of the class on the Contacts form.

You can design contact classes to gather and store additional information about groups of contacts, such as the industry of each contact or the number of employees in the contact's company. You do this through the use of attributes: Each contact class contains a list of attributes that will be used as additional elements for contacts of the class on the Contacts form (or in the Create Contact dialog box of a data entry form when you are creating a contact related to the selected record. For each attribute, you can select whether the attribute is required (that is, whether a user creating a contact of the class must specify a value for the attribute) and what its position will be in the list of attributes for the class. For more details, see Managing Attributes and User-Defined Fields.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Summary Area

You use the elements in this area to create or modify a contact class.


Element	Description
Class ID	The unique identifier of the contact class.
Internal	A check box that indicates (if selected) that the contacts of the class are hidden from Customer Portal users and that only internal MYOB Advanced users can view the contacts.
Description	A brief description of the contact class.

Details Tab

This tab provides elements that determine how contacts of the class are to be processed and how the system assigns the default owner of a contact of the class.


Element	Description
Data Entry Settings Section
Default Owner	An option that controls how the system determines the owner of a contact of the class; it inserts the owner in the Owner box of the Contacts (CR302000) form (Summary area). You can select one of the following options: Do Not Change (default): If the owner is already specified for the contact and a user changes the class in the Contact Class box, the system does not clear or change the owner for this contact. If no owner has been specified for the contact and the user changes the class to a new contact class that has an owner, the system leaves the Owner box blank. Creator: The system fills in the employee who created the current contact. Assignment Map: The system fills in the owner based on the assignment map of the contact class, which is also specified in this section. From Source Entity: If a contact of the class has been created from another entity (such as a lead), the system copies the owner and workgroup (if specified) from the source entity. The user can override the default option for any contact.
Assignment Map	The assignment map that is used to assign the default owner and workgroup to a newly created contact of this class on the Contacts form. The box is available only if the Assignment Map option is selected in the Default Owner box. If you specify an assignment map in this box, the assignment map specified for the contact class overrides the assignment map specified in the Contact Assignment Map box on the General tab of the Customer Management Preferences (CR101000) form (Assignment Settings section). Tip: If the option in the Default Owner box is Assignment Map and no option has been selected in the Assignment Map box of this form, you cannot save the contact class and the system displays an error message.
Conversion Settings Section
Lead Class ID	The identifier of the lead class that the system inserts as the default if a user creates a lead to be associated with a contact of the class by clicking Create Lead on the More menu of the Contacts form. The system will insert this class identifier in the Lead Class box on the CRM Info tab of the Leads (CR301000) form. (This class can be overridden, if needed.) This value (if specified) overrides the value of any default lead class that has been specified in the Default Lead Class box on the General tab of the Customer Management Preferences form.
Account Class ID	The identifier of the business account class that the system inserts as the default if a user creates a business account to be associated with a contact of the class by using the Create Account dialog box on the Contacts form. The system will insert this class identifier in the Business Account Class box of the dialog box. (This class can be overridden, if needed.) This value (if specified) overrides the value of any default business account class that has been specified in the Default Business Account Class box on the General tab of the Customer Management Preferences form.
Opportunity Class ID	The identifier of the opportunity class that the system inserts as the default if you create an opportunity based on a contact of the class by clicking Create Opportunity on the More menu of the Contacts form. The system will insert this class identifier in the Class ID box on the Opportunities (CR304000) form. (This class can be overridden, if needed.) This value (if specified) overrides the value of any default opportunity class that has been specified in the Default Opportunity Class box on the Customer Management Preferences form.
Opportunity Stage	The initial stage of an opportunity created from the contact of this class. This option defines the opportunity stage that should be set as a default one for a new opportunity created from contact qualification. You can change the option that is specified in this box for this contact class if a value is selected in Opportunity Class ID box of the current form; in this case, you select an option from the list of predefined opportunity stages that have been specified on the Stages tab of the Opportunity Classes (CR209000) form for the selected opportunity class. This value overrides the value of the opportunity stage on the Stages tab of the Opportunity Classes form.
Email Settings Section
Default Email Account	The system email account to be used for communication with contacts of the class. If a value is specified in the Default Email Account box of the Email Settings tab of the User Profile (SM203010) form for the signed-in user, the system ignores the value specified in this box. The system email account specified in this box overrides the value that is specified in the Default Email Account box of the Email Preferences (SM204001) form.

Attributes Tab

This table contains the attributes that will be used to gather class-specific information about contacts of the class. When a contact of the class is created, the attributes defined for the selected contact class are listed on the Attributes tab of the Contacts (CR302000) form.

In this table, you can add any attribute defined in your system on the Attributes (CS205000) form; if needed, you can define new attributes on the form.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Active	A check box that indicates (if selected) that the attribute is available for all contacts of the class. You can deactivate an obsolete attribute by clearing this check box for it. In this case, the deactivated attribute will no longer be displayed on the Attributes tab of the Contacts form for contacts of the class, but all attribute values that have already been specified for existing records still will be stored in the database. Thus, if you reactivate the attribute that you have deactivated, its values will become visible in the system again.
Attribute ID	The name of the attribute, which serves as its identifier.
Description	A brief description of the attribute.
Sort Order	A number that represents the order of the attribute in the list of class attributes.
Required	A check box that indicates (if selected) that the attribute value is required for a contact of the class.
Contains Personal Data	A check box that indicates (if selected) that the system should treat the value of this attribute as personal data related to a contact of this contact class. The check box is selected or cleared when the attribute is defined on the Attributes form. The state of the check box is then copied to each contact classes that includes the attribute, as well as to the contacts of this contact class. If access to personal data for an entity record, such as a contact, is restricted on the Restrict Personal Data (GD102010) form and the Contains Personal Data check box is selected for attributes associated with this contact, access to personal data (including specified attributes) of this contact will be restricted for users. For more details, see Handling Personal Data. The check box is displayed on the form if the GDPR Compliance Tools feature is enabled on the Enable/Disable Features (CS100000) form.
Internal	A check box that indicates (if selected) that the attribute is not available for Customer Portal users. The state of the check box is copied from the Attributes (CS205000) form.
Control Type	The types of the attribute. The following types are possible: Text, Combo, Multi Select Combo, Lookup, Checkbox, and Datetime. The option that is shown in the column depends on the value selected in theAttribute ID column.
Default Value	The default value of the attribute.