Fax

Like phone information, Fax information can be linked to an Individual record or an Organization record.

An individual's fax number may be "owned" directly by that individual or "linked" to a related organization.

Owned

A fax number that is specific to that Customer (Individual, Organization, Chapter).

Linked

An individual's fax number that is connected with an organization. However, a Linked Fax number does not have to be that individual's Primary Fax Number selection.

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Benefits of Linking a Fax Number:

• This functionality automatically updates the individual's contact information when there are changes or updates to the organization's information.
• The individual can be linked to several organizations.
• The organization is displayed prominently on the individual's Profile Page (fax numbers child form in the Contact Info tab).

Example: should a company move to another city, you need only change the contact information of that company, then you have the option to update the fax and phone numbers of any employee or related individual who have linked numbers.

Usage

You can create a Linked fax number by doing one of the following:

• Link to that organization during the initial Add - Individual process.
• Add that organization as a Relationship on the Individual Profile Page on the organizations child form in the Relations tab. Only related organizations display in the select contact to link drop-down list on the Edit - Individual Fax window.

Linking a Fax Number

You can Link a fax number without Linking the address of the related organization. The Linking functionality for Address and Fax numbers work independently of each other despite using the same default system option.

To Link a Fax Number on the Add - Individual Page:

1. Enter an Organization name or click the Look-Up button to select an organization.
2. That organization's primary address, Fax and fax information will populate the Address Information fields.
3. Select Linking from the Fax linking method drop-down list.
4. Select a Fax number from the Fax drop-down list on the left side of the Fax section (These drop-down lists are for selecting which of the organization's numbers you want to link).
5. The Fax number you selected will populate the Fax number fields BUT will be read only.

Note: If you inserted an organization name using the Look-Up button, how the Address Information fields (including Fax Numbers) populate will depend on the system option for the default linking method.

• If the system option is set to Default, the Fax information will default.
• If the system option is set to Fax Linking, the address and Fax information will be populated and the fields will be read-only.
• If the system option is set to None, the Fax information will not default.

Adding a Linked Fax Number

To Add a Linked Fax Number from the Individual Profile Page:

1. Select the Contact Info tab on the Individual Profile page.
2. Open the teleFax numbers child form and click the Add button.
3. The Add - Individual Fax window will display.
4. Select an organization from the select contact to link drop-down list.
5. Once an organization is selected, the select address to link, with the available addresses for that organization, and address linking method will be activated
6. Select a Fax number from the select # to link drop-down list.
7. Select Linking from the linking method drop-down list (the window will refresh and the selected Fax number will populate the address fields BUT will be read only).
8. Select an Fax type from the Fax Type drop-down list (required).
9. Select the primary? or unlisted? check box if appropriate (optional).
10. Click Save.

Note: Individual fax numbers can be linked to other individuals in the same manner (See pointer on above screen shot). Both individuals must have added that relationship to their Profile Pages for the data to be available for linking.

Important! You can use the steps above for Linking an existing "owned" Fax number from the Profile Page.

Editing a Linked Fax Number

The Edit options below are for addresses in the Contact Info tab, fax numbers child form. You can edit, link, or unlink a Customer's fax number using the basic Edit function in netFORUM. The Add and Edit windows for Individual and Organization fax numbers contain the SAME options.

To Unlink an Fax Number from the Individual Profile Page:

1. Select the Contact Info tab on the Individual Profile page.
2. Open the teleFax numbers child form and click the edit button on the Fax number record you wish to edit.
3. The Edit - Individual Fax window will display.
4. Select None or Defaulting from the linking method drop-down list.

5. Click Save.
6. The Fax information will not change but be displayed as owned on the Individual Profile page.

Note: The Fax number is editable prior to saving when the None or Defaulting linking methods are selected.