Skip to main content
Share / Export

Managing PM Firm Contacts

PM Firm Contacts creates and maintains people on a PM firm (project managers, supervisors, foremen, subcontractor staff, owners, architects, engineers, office staff, inspectors). Open from PM Programs, or double-click a contact on the Contacts tab of Setting Up PM Firms.

There is no Primary or Role field — use Title for role-like text.

Before you start​

  • Firm exists in PM Firms (select Firm Number or F4). On-the-fly add from Create & Send also needs the firm; F5 from Firm Number opens PM Firms to create it.
  • Initialize Contacts (File → Initialize Contacts) is only for the firm set as Our Firm in Configuring PM Company Parameters, and only from PR Employees (see About the PM Employee Range Form).
  • Faxing needs Fax Server Name on PM Company Parameters → Info.

Steps — on PM Firm Contacts​

  1. Open PM Firm Contacts and set Firm Number (from the Firms Contacts tab this defaults and is disabled).
  2. Add a contact code (always for that firm):
    • Type + and Tab (next system code), or
    • New Record, select firm (code fills next available), Tab, or
    • Enter an unused code (up to 6 digits). Initialize from PR defaults the code to the employee number.
  3. Enter Last Name (30), First Name (15), Middle Initial (1), Courtesy Title (10 — prints on Create with Template docs), Sort Name (15; initialize copies PR sort name; manual default is first 15 of last+first). Sort name can be typed instead of firm number on some PM forms.
  4. Enter Title (30; initialize copies PR Class description), Email, Phone / Ext / Mobile / Fax.
  5. Set Preferred Method of Correspondence: Print, Email, or Fax. Form overview says this must be set with matching email or fax filled; field defs are softer (“select” / “make sure to enter”). Drives Create & Send defaults for new documents only — changing it does not rewrite the current document’s distribution.
  6. Optionally check Exclude From Lookups (hidden from PM and Create & Send lookups; manual entry still works).
  7. Optionally check Use Contact Address and enter Street / City / State / Zip / Country / Add’l Address. Used only when the contact is on the distribution list and CC method is None; otherwise the firm address is used. Unchecking keeps prior address stored but disabled. Outside the company Default Country, Mail Country is required and must be valid for the state in HQ States. Blank country uses Default Country from HQ Company Setup (some field text says HQ Company Parameters).
  8. Save. For Create & Send / Document Tracking mail overrides, templates/views need OvrdMailAddress, OvrdMailAddress2, OvrdMailCity, OvrdMailCountry, OvrdMailState, OvrdMailZip.

Formatted Fax: if filled, it replaces Fax and the fax server name is not appended (example RightFax FirstName@##########).

Steps — on the fly from Create & Send​

  1. Open PM Send Documents from the Create & Send icon (PM Work Center or most PM forms).
  2. On the Message tab, click To, Cc, or Bcc (opens PM Send Distribution; help then says PM Add Firm Contact displays).
  3. Complete Email, Firm Number (F4; F5 → PM Firms if missing), Contact Code (auto next), Last Name, First Name, Sort Name → OK.
  4. Contact is created in PM Firm Contacts and added to the current communication. Finish remaining fields on PM Firm Contacts afterward.

Notes​