Newforma Contact Directory

10 minutes

12 months ago

Newforma Contact Directory

This utility gives Project Center users access to the companies and contacts in the Project Center Server database. All internal Project Center users can use the Contact Directory to view information related to any contact or company that their firm does work with (regardless of the project teams they are on). All users can also use the Form Letters tab to send mail merged form letters to any contact or company that they do work with.

Permissions – Content Administrator role

To fully use this utility, a Project Center administrator must give users a Content Administrator role in the Modify User dialog box. A user assigned a Content Administrator role can then use this utility to add (and modify) companies, contacts, and keyword lists, and add, modify, and delete form letters. It also enables users to use the Modify Keyword Lists task in the My Project Center activity center to add and modify Project Center keyword lists.

Contacts and companies cannot be deleted from this utility by any user.

The toolbar contains the following icons. Click each icon for information.

This example shows the toolbar when the Companies tab is selected. If you select the Contacts or Form Letters tab, the icons would change to apply to each respectively.

Filter All Columns

You can filter by any text that appears in any of the columns. For example, if you know the name (or part of the name) of the company, contact, or form letter you are searching for (or the company, discipline, department, etc.), enter at least part of the text in this field. The list updates automatically as you type. For example, if the contact you are searching for has the letter m somewhere in one of the columns, enter m in this field. The list will be narrowed down to only contacts that have the letter m somewhere in one of the columns.

The Tasks panel is divided into three panels, one for each tab:

Companies tab tasks

Contacts tab tasks

Form Letters tab tasks

Companies tab tasks

The following list shows all available tasks for the Companies tab.

Companies

Add Company

This task is only available to Project Center Global and Content administrators.

Click to open the Add Company dialog box to add a new company to the Project Center database manually.

Create a Report

Click to open the Create a Report dialog box to select the type of Project Center companies report to create. All companies are listed.

Selected Company

Browse Company Contacts

Click to open the Browse Company Contacts dialog box to view a list of all of the contacts for the selected company.

Modify Company Information

This task is only available to Project Center Global and Content administrators.

Click to open the Modify Company dialog box to view and edit the selected company’s information.

View Company Information

This task is only available to non- Project Center administrators.

Click to open the View Company dialog box to view the selected company’s information.

Generate Form Letter

Click to select contacts and then open the Select Form Letter Template dialog box to select a form letter to send to the selected contacts.

Send Email

Click to open the Select Contacts dialog box to choose contacts from the companies selected from the Companies tab to send an email message to.

Contacts tab tasks

The following list shows all available tasks for the Contacts tab.

Contacts

Add Contact

This task is only available to Project Center administrators.

Click to open the Add Contact dialog box to add a new contact to the database manually.

Create a Report

Click to open the Create a Report dialog box to select the type of Project Center contacts report to create. All contacts are listed.

Selected Contact

Modify Contact

This task is only available to Project Center administrators.

Click to open the Modify Contact dialog box to view and edit the selected contact’s information.

Modify Company Information

This task is only available to Project Center administrators.

Click to open the Modify Company dialog box to view and edit the selected company’s information.

View Contact

This task is only available to non-Project Center administrators.

Click to open the View Contact dialog box to view the selected contact’s information.

Generate Form Letter

Click to select contacts and then open the Select Form Letter Template dialog box to select a form letter to send to the selected contacts.

Send Email

Click to open a new email message to send to the selected contacts.

Add to Outlook Contacts

Click to add the selected contact to your Microsoft Outlook Contacts directory.

Create a Projects by Member Report

Click to open the Create a Report dialog box to select the type of report to create. The report lists contacts and the projects they have been added to.

Request a File Transfer

Click to open the Request a File Transfer dialog box to send an email message to request a file transfer from the selected contact.

Form Letters tab tasks

The following list shows all available tasks for the Form Letters tab.

Form Letters

Add Form Letter

This task is only available to Project Center administrators.

Click to open the Add Form Letter dialog box to create a new form letter.

Modify Keyword Lists

This task is only available to Project Center administrators.

Click to open the Modify Global Keyword Lists dialog box to select global keyword list to modify or to add a new global keywordIn Project Center, keywords are words you can add to project items to use for filtering and searching. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers and dialog boxes. You can then filter the list of items using the keywords to quickly find the items you are looking for, as well as do a project search for items containing the keywords. list.

Create a Report

Click to open the Create a Report dialog box to select the type of form letter report to create. All form letters are listed.

Selected Form Letter

Generate Form Letter

Click to open the Generate Form Letter dialog box to generate and send a form letter.

Modify Form Letter

This task is only available to Project Center administrators.

Click to open the Modify Form Letter dialog box to edit the selected form letter.

Remove Form Letter

This task is only available to Project Center administrators.

Click to delete the selected form letter from Project Center.

Switching tabs does not update the information in this activity center. Click the button to get the latest information.

Companies tab

The Companies tab lists all of the companies in the Project Center database. Information such as the company name, main contact, number of locations, and web address are stored in the companies database.

To add a company to the database manually, click the Add Company task to open the Add Company dialog box.

Columns

All columns are listed here. Right-click on any column header to list or de-list columns.

Name

The full name of the company.

Office Phone

The company’s main phone number.

Street Address

The company’s street address.

City/State/Zip/Country

The company’s city, state, zip code, and country.

Address Type

The address type of the company’s default location.

Main Contact

The main contact for the company.

Web Address

The company’s web address.

Fax Number

The company’s main fax number.

Spec Section

The spec section applied to the company, which helps identify what the company is working on.

Discipline

Disciplines applied to the company.

Locations

The cities in which the company’s offices are located.

Notes

Any important notes about the company.

Rating

The company’s rating from 1 (worst) to 5 (best).

Company Type

The description of the company’s type.

Contacts tab

The Contacts tab lists all of the contacts in Project Center. Information such as first and last name, email address, street address, company, department, and phone number are stored in the contacts database.

To add a contact to the database manually, click the Add Contact task to open the Add Contact dialog box.

After you add contacts, Project Center will automatically list them in the Choose New Team Members from Global Contact List dialog box. From there you can add the contacts to the project team.

You can drag and drop contacts into this tab from Microsoft Outlook and vice-versa, and from this tab into the Project Team activity center and other contact dialog boxes.

Columns

All columns are listed here. Right-click on any column header to list or de-list columns.

Type

Indicates an internal or external contact.

Name

The full name of the contact.

First Name/Last Name

The first and last names of the contact.

Email Address

The contact’s email address.

Discipline

Any disciplines applied to the contact.

Job Title

The contact’s job title.

Company

The name of the company the contact works for.

Office Location

The contact’s office location.

Department

The contact’s department.

Work/Mobile/Home/Fax Number

The contact’s work, mobile, home, and fax numbers.

Mailing Address

The contact’s address.

Notes

Any notes about the contact.

Info Exchange User

Indicates whether the contact has an account on Info Exchange. This is set when adding or editing a project team member. When a project team member is added, and an Info Exchange account is created, the value becomes Yes. If the Info Exchange account is not created, the value is No.

Internal

Yes indicates that the contact is an internal Project Center user (the contact has logged into Project Center). No indicates that the contact is not a Project Center user (the contact has not logged into Project Center). A contact who uses Info Exchange but does not use Project Center would be an external user.

City/State/Zip/Country

The contact’s city, state, zip code, and country.

Address Type

The type of address (Mailing, Office, etc.).

Synchronize to Office 365

Indicates whether or not the contact has been synchronized to an Office 365 group using the Office 365 Team Sync option.

Form Letters tab

Use the Form Letters tab to add new form letters. All form letters are listed here. Form letters are global, so forms that are added on a Project Center Server are replicated to all other Project Center Servers in the enterprise, which allows standardized form letters.

You must be a Content Administrator to add new form letters.

A form letter consists of at least two parts:

The form letter name that the item is known as in Project Center.

The form letter Word template that defines the actual document contents.

Optionally, a form letter can include much more information such as:

A Word template that defines an email message body;

Specifications on how the form merges with contacts and projects;

Default settings for email messages generated along with the form letter;

Definitions of additional fields that are merged with the generated form and email body.

Columns

Form Name

The name of the form letter.

Form Type

The form letter’s type.

To access this utility

You can access this utility in the following ways:

Click the icon from the Project Center Toolbar.

Click Start > All Programs > Newforma > Newforma Contact Directory.

Right-click the icon located in the Windows Taskbar at the bottom right corner of the screen and select Open Newforma Contact Directory.