4.1. Create

If you click on the 'Addresses' link in the menu on your left, you will be presented with the main address applications screen.

The first option in the upper left part of the menu is 'create'. Obviously it is used to create a new person. An Addressbook entry needs at least the name of a person. Additionally you may add locations where the person lives or works. When you click on the 'create' link you will get to the next screen where you get to enter the name of this new person.

As you can see, only the first and lastname of a person are mandatory (they are marked with a red "(*)". But it is also possible to add a title, middle initial, birthday, filename to a file with a picture of the person and, last but not least, a list with the names of possible groups you would like to add this person to. When there are Customer Relationship Management groups defined you will see a list of these groups and you can mark this person as a member of one or more groups (just hold the Ctrl key while selection multiple groups). This makes it possible to easily find people who have something in common.

For now, we will add a new person to the system. In our example we will use the name of yours truly so we enter 'Jeroen' as the firstname and 'Baten' as the last and click on the 'Enter' button. The result is shown in the next picture.

As you can see, there are not many changes to the screen we saw before. But a good observer will see that the upper part of the menu has changed. For one thing, it now also contains the option 'Add Address'. Although it says 'Add Address' here, throughout the program there is also a reference to these entries as being 'locations'. To train you in this schizophrenic behavior we will also call them with both names interchangeably. However, please don't be alarmed. It is really quiet simple. Addresses consist of base addresses and zero, one or more locations which are sometimes also called addresses. Easy, isn't it? The other menu options are:

• Search: To start searching for another address.

• New Entry: To add someone else to the system

• Change Base: To change the basic data of some person (e.g. the screen you saw before with first and lastname, etc.)

• Delete Base: To delete someone from the system (if you have the proper authority)

• Show entry: Simply show what we know about this person.

• Company create: Add the basic data of a company tot the system (will be discussed later)

• Department create: Add a department to an already existing company.

When we click on the 'New Address' (as mentioned before, 'add location' would be more accurate) link we are presented with the screen as shown in the next picture.

There are some fields we must fill in, and that is the category (is this a 'home' address/location or an 'office' address/location?) and what is the name of the address/location. The name of an address/location can sound a little weird the first time. Most people have only one home-address so why must it have it's own name? Well, you could use it for multiple locations. One's private home, or the place he/she goes out to during weekends. For office locations it is simply a way of coping with multiple locations and branch offices for the same organization.

Let's look at the different fields and their use.

• Category: See earlier explanation

• Name of address: Your description of this particular address/location. (eg. Amsterdam to tell that the address details mentioned here are for the person when he is in the Amsterdam office.

• Description: Here you can say what position someone has. Is he sales manager or does he scrub the floor?

• Company: Here you can enter the name of the company he is working. One of the good things of TUTOS is that it will automagically try to connect a company that is stored in the system with this person. This is also the way to tell TUTOS that someone is an employee of a firm.

• Copy Company's Address: Put a marker here if you'd like TUTOS to copy the (first!) company's address/location data to the fields below. (Not to the fields on the right side!).

• Department: If the company you entered has more one or more departments you must supply the name of the relevant department here so TUTOS can make a link between these data.

• Email (1 and 2): here you can put the email addresses of this person. Both will be mentioned in the detail screen later.

• Phone (1 and 2): same as with email.

In our particular example we will fill in some fields and click on the 'Enter' button when we are done. As the company name we use a dummy company called 'Linux Consulting'. The filled in form is shown in the next picture.

When we click on the 'Enter' button, TUTOS will look up the (first!) company's address/location of 'Linux Consulting' and enter it into the fields as shown in the next picture. Since the (first!) company's address/location currently only has a zipcode, the results are not as spectacular as one might wish.

At first you will notice that, although you have clearly submitted the information to the system, there doesn't seem to happen a lot in the display. This is done to make it as easy as possible to change any information you'd like to change. There are however two important changes to discuss.

The first one is the appearance of the address/location in the upper left part of the menu. The name of the address/location appears with two links to either 'change' or 'delete' this address. Since you are still in the 'change' screen there is not much point to click that option but nevertheless it will be there when you need it.

The other option is the appearance of the 'permissions' link in the upper right corner of the screen. This link will bring you to a screen where you can change the access right for this address/location for other users and teams. You can see this in the next picture.

As you can see, there are three columns in which you can select multiple options. In the first column you can decide who is allowed to see this address/location (currently that is 'everybody'). In the second column you can decide who is allowed to see and modify this address/location. The third column show who is allowed to see, modify and delete this address/location. It is possible to select multiple entries in all columns by holding the Ctrl-key down while clicking on the desired entries.

This permissions screen is also available to you for the base address as well as for the locations. This way it is possible to make your base adress and your company address/location visible to others, while you make your private address/location only visible to for instance members of your team or other users as you see fit.