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What are Contact Information Definitions?

Contact Information Definitions is a set of business rules used to control the behaviour of Contact Information throughout the contact's Life Cycle.

Contact Information Definitions can be edited, deleted and have their Life Cycle State changed provided that validations and restrictions are met.

• Navigate to Contact Information Definitions and explore existing records via the Summary page.  
• Click on the link (name or number) of the record of your interest to enter the Data Entry page and see more detail. 
• Use the Actions Menu to create a NEW definition, modify (EDIT) or DELETE an existing one. 
• Use BACK to return to the Summary page and CANCEL  to revert any unwanted changes made to the Contact Information Definition. 

Check the Validations & Restrictions Table below for a list of available Actions when working with Contact Information Definitions including each Action's related validation and restrictions. View the Attributes Table  for a comprehensive description of the Contact Information Definitions fields.

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validations validations

Validations & Restrictions

Action	Validations	Restrictions
General	Multiple Contact Information definitions can exist in the system, but each one must have a unique Name and Alternative Code Only one 'Active' Contact Information Definition can exist at a time	Contact Information cannot be created if no 'Active' Contact Information Definition exists
Create	Mandatory Fields must be defined Name and Alternative Code must be unique	Not Applicable
Edit	Mandatory Fields must be defined Name and Alternative Code must be unique	Not Applicable
Delete	Not Applicable	Contact Information cannot be deleted if it is the 'Active' Contact Information Definition

Attributes

An * indicates a field is mandatory

Name	Description
Name*	The name of the Definition
State*	The state of the Definition which can be either 'Active' or 'Inactive'. Only one 'Active' Definition can exist at a time.
Alternative Code*	An alternative unique code of the Definition. Unless otherwise specified, the codes for new Definitions default to the (contact's) name initials in capital letters
Description	A description of the Definition
RULES
Name Display Rule*	Defines how the Contact Information name should be displayed in the following areas of the software: Summary Screens Data Entry Screens Search screens (quick search and advanced search) Reports Dashboards The supported options are the following: First Name + Last Name (Default Option) Last Name + First Name First Name + Middle Name + Last Name Last Name + Middle Name + First Name
Persons Uniqueness Rule	Defines the uniqueness of Contact Information that represent persons. The uniqueness is validated on creating or updating Contact Information and can be defined as a combination of multiple fields. The supported uniqueness fields are the following: Name ID Number Passport Number Social Security Number Related Organisational Unit Note If more than one fields are selected then the combination of the fields should be unique and not each one of the selected fields
Companies Uniqueness Rule	Defines the uniqueness of Contact Information that represent companies. The uniqueness is validated on creating or updating Contact Information and can be defined as a combination of multiple fields. The supported uniqueness fields are the following. Name VAT Registration Number   Note If multiple fields are selected, then the combination of fields should be unique and not each individual field
SUPPORTED PREFERENCES
Supported Addresses	A list of types which are supported by the system and the label used for each type. The types are selected from a predefined list which are supported by the software and include the following: HOME BUSINESS PO BOX CUSTOM 1 CUSTOM 2 CUSTOM 3 CUSTOM 4 CUSTOM 5
Supported Emails	A list of email types which are supported by the system and the label used for each type. The types are selected from a predefined list which are supported by the software and include the following: PERSONAL BUSINESS CUSTOM 1 CUSTOM 2 CUSTOM 3 CUSTOM 4 CUSTOM 5
Supported Phones	A list of phone types which are supported by the system and the label used for each type. The types are selected from a predefined list which are supported by the software and include the following: LANDLINE MOBILE FAX CUSTOM 1 CUSTOM 2 CUSTOM 3 CUSTOM 4 CUSTOM 5
Supported Relations	A list of business and personal relations types which are supported by the system and the label used for each relation type. The relations are selected from a predefined list which are supported by the software and include the following: FAMILY MEMBER EXTENDED FAMILY PARTNER CLOSE FRIEND FRIEND WORK COLLEAGUE PARTNER COMPANY CLIENT EMPLOYER EMPLOYEE BUSINESS CUSTOM 1 CUSTOM 2 CUSTOM 3 CUSTOM 4 CUSTOM 5
AUTHORISATION SETTINGS Status colour Red title Available from CRM.COM R9
Send direct marketing material	Defines whether contacts will be sent Customer Care Notifications for Direct Marketing purposes by default or not
Send affiliate marketing material	Defines whether contacts will be sent Customer Care Notifications for Affiliate Marketing purposes by default or not
LOG INFORMATION
Log Information	The standard set of Log Details information available in all entities

Note
View /wiki/spaces/WIP/pages/10010196 for business examples related to setting customer communication authorisation settings