1. Before Adding a Contact
Before adding a contact, check to see if the contact is already in the database. To do this, use the search function at the top of the Contact component. Once you have verified that the contact is not already in Reel-Scout™, you can click ADD under the Contact component to begin creating a new contact record.
2. Required Fields
The only required fields are first name, last name and contact type in order to add a new contact record. Adding a contact record here places them into a generic contact database. It does not automatically associate the contact with a location or a project.
a. The Title & Organization Fields
The title and organization are free-form text fields and are not required.
b. The Phone1, Phone2, Mobile, Home, Pager & Fax Number Fields
The phone1, phone2, mobile, home, pager and fax number fields are free-form fields to allow for both US-based and international phone numbers. Please apply appropriate Martinsville-based phone number standards.
c. The Website Field
The website field is a web-oriented field that will automatically be created into a hyperlink once the add button is clicked. You do not need to enter in ‘http://’ to ensure that Reel-Scout™ recognizes the hyperlink field. The ‘http://’ will automatically be concatenated to the field value to ensure that the link works when clicked in view mode.
d. The Email1, Email2, Address, City/Town, State/Province, Country and Zip/Post Code Fields
The email1, email2, address, city/town, state/province, country and zip/postal code fields are all free-form text fields.
e. The Notes Field
The notes field is a free-form text field with a 4000 maximum character limit. This field should be used sparingly for non-critical data regarding the contact.
f. The Contact Type Field
The contact type field is a multi-valued selection list that includes values customized for the Film Office. These contact types are used to categorize and group various types of Film Office contacts and are helpful when searching. You can add as many or as few contact types as needed.
g. The Active Contact Check-Box
The active contact check-box defaults to being checked. This field indicates whether this contact person is still effectively in the role/position with the designated organization. It is recommended that all contacts remain in the database for historical point-in-time referencing.
3. Add Contact
Once you are finished with entering all the data on the contact person, click the ADD button. Now the contact’s record has been added to the Reel-Scout™ system and will be available when users apply the look-up contact function in either the Location or Project components.