Configuring Master Contact records

Master Contact records are used as templates for contact records. They are created and managed in the individual address book defined for your system. You can configure one set of values for a field in the Master Contact record definition and configure different values in the Contact definition. You can even use different field types.

For example, the Master Contact record may identify the department field as a single-select field and one of the values as "IT Support" but the Contact item may identify the department field as a text field where "Support" could be entered. The information in the contact record is overwritten by that in the Master Contact record.

To configure the Master Contact Key, ensure that you add at least one custom field to the Master Contact record. If you do not add any custom fields, you cannot select a value for the Master Contact Key on the Properties pane.

The following topics are provided:

To create a Master Contact item

1. Open the address book that you want to modify:
   1. Click the Administration tab.
   2. In the Address Book section, click the name of the address book or click Manage to open the Address Book Administration page. Then double-click the address book.
      The Address Book details page appears.
2. Click New Item > Master Contact.
   The Item details page appears, showing the Properties pane.
3. Modify the values in the Properties pane as required, and click Save.
4. Modify the values in the following sections, using the information provided in the following topics:
• Forms
• Fields
• Quick Templates
• Visual Attributes
• Address Book Options

5. In the Properties pane, in the Master Contact Key list, select an appropriate option.
   You must configure the Master Contact Key for the Master Contact item to work. Fields named Company or Department are the two most common fields used for this purpose. 

6. Publish the address book to implement your changes:

   1. In the breadcrumb trail, click the Address Book link.

   2. Click Save and Publish.

      A confirmation message appears.

   3. Click Yes.

      The Publication Succeeded message appears, showing the number of errors and warnings.

To apply a Master Contact Record to a Contact item

1. Open the Contact item that you want to modify:
   1. Click the Administration tab.
   2. In the Address Book section, click the name of the address book or click Manage to open the Address Book Administration page. Then double-click the address book.
      The Address Book details page appears. 
   3. In the left pane, click Contacts.
      The Contacts page appears.
   4. Double-click the contact item that you want to modify.
      The Item details page appears.
2. In the left pane, click Properties.

3. In the Master Contact list, select the Master Contact record.

4. Click Save.

5. Publish the address book to implement your changes:

   1. In the breadcrumb trail, click the Address Book link.

   2. Click Save and Publish.

      A confirmation message appears.

   3. Click Yes.

      The Publication Succeeded message appears, showing the number of errors and warnings.

Related topics

Editing Master Contact records

Deleting Master Contact records

Configuring address books