Address Book

 

Non-employee Lookup

The (a.k.a. ‘Rolodex’ or ‘Non-employee’) maintenance document is used to establish and maintain numeric codes and textual description values which are stored in database tables.  This data serves as reference information that is made available for display and selection in various areas of the system, including other e-docs.  The Rolodex table is also known as the Non-Employee table, and consists of person entries for people who are not employees of your institution.  For instance, you may need to add an incoming faculty member to the Non-employee table so the department can start proposal routing before the new faculty arrives on campus.

Document Layout

Figure 1561 Address Book Maintenance Document Example Layout

Add an Addres Book Section

Unlike other maintenance documents, the ability to create a new document is not a button  in the upper right of the screen, but a text link below the search query.

Figure 1562Address Book Maintenence Doc > Search Query > new entry link below the query.

 

Edit Address Book  Section

The Edit Address Book  section of the Address Book maintenance document is a unique section that allows you to specify and maintain the details associated with the reference table record in fields.

Table 643 Address Book Maintenance Document - Edit Address Book Section Field Descriptions

Field

Description

Rolodex Id

Required.  The unique number assigned to this individual person’s contact information record.

Address Line 1

This is the physical location information for each performing site.  The information is maintained in the Rolodex.

Address Line 2

Enter the second line of the non-employee’s address.

Address Line 3

Enter the third line of the non-employee’s address.

City

Enter the city for the non-employee’s address.

Comments

Optional text you want to record as miscellaneous notes about the individual.

Country Code

The country code associated with the mailing address.  Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.

County

The full text name of the country.

Delete Flag

Provide the ability to delete this record.

Email Address

The electronic mail address (must include an @ symbol)

Fax Number

Enter a ten-digit fax number with the area code first.

First Name

Type the person’s first name, capitalizing the first letter.

Last Name

Type the person’s last name, capitalizing the first letter.

Middle Name

Type the person’s middle name, not initial.

Organization

Required.  The organization the person is associated with (employer or business).

Owned By Unit

Required.  Enter your institution’s unit that is responsible for the non-employee.  Click the lookupsearchicon icon to search for and return the value to populate the box automatically, or if known, type the value in the box.

Phone Number

Area code first, followed by 7-digit number.

Postal Code

Also known as the zip code associated with the business mailing address.

Prefix

Enter a prefix for the person’s name, for example, Ms.

Sponsor Address Flag

Required.  Indicates whether this is a sponsor address or not.

Sponsor Code

The abbreviated value used by the system to uniquely identify this particular sponsor.  Type the suspected value in the box and click the direct inquiry icon or click the lookupsearchicon icon to search for and return the value to populate the box automatically.

State

The state in which the non-employee’s organization is located.  Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.

Suffix

The suffix to the person’s name, for example, Esq. for a lawyer.

Title

Any official job title or organization title used when referring to this individual.

Examples

Figure 1563 Rolodex Maintenance Document Example Values