| Rename Contact | 
|
|
|
|
|
|
 How to Access
|
|||||||||||||||||||||
The Rename Contact program lets you change the Contact ID field, which cannot be edited in the Contact file. All references to this field will be changed to the new Contact ID.
The following options are available:
| Old Contact ID |
Enter the Contact ID that you want to change. Only existing Contact IDs can be entered. The |
|
| New Contact ID | Enter the new Contact ID that you want to assign to the Old Contact. Only unused Contact IDs can be specified for the New Contact. | |
| Update Name fields |
Select the Update Name fields check box if you want to update the contact's Full Name, First Name, and/or Last Name fields when the Contact ID is updated. The New Value fields will be available for editing when this check box is selected. Clear this check box to leave each of the Name Fields as their current value. |
|
| Full Name |
Old Value - The Old Value field is unavailable for editing and reflects the current value of the Full Name field. New Value - When the Update Name fields check box is selected, a New Value for the Full Name field is available for editing. The default value is based on the New Contact ID field and will be reversed if a "/" character is entered. |
|
| First Name |
Old Value - The Old Value field is unavailable for editing and reflects the current value of the First Name field. New Value - When the Update Name fields check box is selected, a New Value for the First Name field is available for editing. The default value is based on the New Contact ID field and will be updated with the name to the right of the "/" character. Note: The First Name field is only available if the Contact ID is an Individual contact. If the Contact ID is an Organization contact, both the Old Value and New Value fields are dimmed. |
|
| Middle Name |
Old Value - The Old Value field is unavailable for editing and reflects the current value of the Middle Name field. New Value - When the Update Name fields check box is selected, a New Value for the Middle Name field is available for editing. The default value is based on the New Contact ID field and will be updated with the name to the right of the first space to the right of the "/" character. Note: The Middle Name field is only available if the Contact ID is an Individual contact. If the Contact ID is an Organization contact, both the Old Value and New Value fields are dimmed. |
|
| Last Name |
Old Value - The Old Value field is unavailable for editing and reflects the current value of the Last Name field. New Value - When the Update Name fields check box is selected, a New Value for the Full Name field is available for editing. The default value is based on the New Contact ID field and will be updated with the name to the left of the "/" character. Note: The Last Name field is only available if the Contact ID is an Individual contact. If the Contact ID is an Organization contact, both the Old Value and New Value fields are dimmed. |
|
| Initials |
Old Value - The Old Value field is unavailable for editing and reflects the current value of the Initials field. New Value - When the Update Name fields check box is selected, a New Value for the Initials field is available for editing. The default value is based on the New Contact ID field and will be updated with the first character of name to the right of the “/”, the first character to the right of the first space to the right of the “/”, and the first character of the name to the left of the "/" character. Note: The Initials field is only available if the Contact ID is an Individual contact. If the Contact ID is an Organization contact, both the Old Value and New Value fields are dimmed. |
|
| Update Full Name based on First, Middle, and Last Name fields | ||
| Select the Update Full Name based on First, Middle, and Last Name fields check box if you want to change the Full Name based on the other fields in this section. The new field contents will be the First Name, followed by a space, then (if specified) the Middle Name followed by a space, followed by the Last Name. The combined Full Name is limited to a total of 255 characters. | ||
| Open the contact record after renaming the contact to update additional fields | ||
| Select the Open the contact record after renaming the contact to update additional fields check box if you want to update additional contact fields after the rename is complete. When renaming a contact, fields other than Contact ID, Full Name, First Name, and Last Name fields are not automatically changed. All other fields, such as Email, must be changed manually. If integrating with PracticeMaster, you may also need to modify other fields in the PracticeMaster contact record such as Salutation. | ||
button can be used to open the The OK button can be used to begin the renaming process. You will be prompted to confirm that you want to rename the selected contact. During the renaming process, progress meters are displayed to indicate the progress of the change. If you selected the Open the contact record after renaming the contact to update additional fields check box, the Contact window will be opened once the contact has been renamed. This allows you to make any other changes as desired.
The Cancel button can be used to close the Rename Contact window.
Notes
- When renaming an organization contact, the Organization field of all associated individual contacts will be updated to reflect the new Contact ID.
- This program cannot be used to combine two contact records. Instead, use the Merge Contacts program in PracticeMaster.
- The "x of x" text below the progress meter is displayed with regard to each group of changes. If no changes are necessary in the last group, a "0 of 0" may be displayed at the same time the "Renaming Completed" text is displayed.
- Updating the Full Name or Initials for a user contact that is linked to a timekeeper will display a message indicating that this can affect statements and other timekeeper references in the software. Click OK to continue, or Cancel to return to the Rename Contact utility without making changes.
- The Name Search field of the Client Information window in Tabs3 Billing and PracticeMaster, the Trust Account Information window in Tabs3 Trust Accounting, or the Vendor Information window in Tabs3 Accounts Payable is not automatically updated during the Rename Contact process. If you want to update the Name Search field after renaming a contact, you must change it after the rename process is complete.
- If Tabs3 Billing and PracticeMaster are out of sync, the message "A failure occurred while attempting to rename the contact. <Contact Name> is not present in the <Program Name> contact file, and may have been renamed or deleted by another user. Synchronize Tabs3 and PracticeMaster and try again." will be displayed. This message can occur when a contact exists in either PracticeMaster or Tabs3, but not both. To synchronize the Contact files and be able to rename the desired contact, run the Synchronize Tabs3 and PracticeMaster program and then attempt to rename the contact again.
Note: Tabs3 Trust Accounting, Tabs3 Accounts Payable, and System Configuration share Tabs3 Billing contacts.
- When integrating Tabs3 Billing with QuickBooks, renaming the client contact name does not change the name of the existing QuickBooks customer. Instead, a new customer is added to QuickBooks.
- If you are using the Contact Name as part of the automatic document naming convention for PracticeMaster document management records, renaming a contact will not update the document name or move a document. You can run the Verify Documents program in PracticeMaster to update the file name and location.
-
When configured for credit card processing in Tabs3 Billing or Trust, renaming a contact will prevent any previous payment methods used for matters for whom that contact is the client contact from appearing in the Credit Card Authorization window.
Note: If the Rename Contact program is interrupted for any reason, it is possible for two contacts to exist: one with the old Contact ID, and one with the new Contact ID. If interrupted, these duplicate contacts must be merged after fixing the issue that occurred when the Rename Contact program was run. For more information on the Rename Contacts program being interrupted, visit Knowledge Base Article R11464, "Rename Contact or Merge Contacts Was Interrupted."
| See also: | Contact Overview |
) are registered trademarks of Software Technology, LLC.