Use this program to create and maintain office phone number records in the phone number and information file. Each record contains an ID number along with general information. These records may be displayed through the Phone Directory Search program or may be used to print the Telephone Directory. The program automatically assigns ID numbers. Any OA user may access these records because they are part of the office phone number directory.
For more information how to use maintenances, refer to the following topics:
How to use file maintenance programs
1. ID#
Enter the ID number (1-9999). Enter (CR) assigns the next available ID number from the Nonstatic control file. The word NEXT is displayed until all fields have been entered and then the actual number is displayed before the record is added to the file. F2 allows a search.
2. Name
Enter the associate’s name (up to 25 characters).
3. Phone Number
Enter the associate’s phone number including area code and dashes (up to 17 characters).
4. Alpha 1
Enter an alphabetical sort key (up to 10 characters) to be used to sort associates alphabetically for printouts or displays. In most cases, the first 10 characters of the associate’s name would make a good sort key. If more than one associate has the same first 10 characters, you may wish to make the sort key unique. You also may use the first 10 characters of this associate’s company president’s name or that of a person you work with at this associate’s office.
5. Alpha 2
Enter a second alphabetical sort key if needed (up to 10 characters).
6. Alpha 3
Enter a third alphabetical sort key if needed (up to 10 characters).
7. Alpha 4
Enter a fourth alphabetical sort key if needed (up to 10 characters).
8. Memo
Enter the memo concerning this associate if desired (up to 20 characters).
9. Address 1
Enter the associate’s address (up to 25 characters). If only one address line is needed, use the first.
10. Address 2
Enter the second line of the associate’s address if needed (up to 25 characters). If only two address lines are needed, use the first two.
11. Address 3
Enter the third line of the associate’s address if needed (up to 25 characters).
12. Contact #1, Phone, Memo
Enter the name of the person you work with at this associate’s office (up to 25 characters), this person’s phone number (up to 17 characters), and a memo concerning this person if desired (up to 25 characters). F3 ends fields. If only one contact is needed, use the first.
13. Contact #2, Phone, Memo
Enter the name of a second person you work with at this associate’s office (up to 25 characters), this person's phone number (up to 17 characters), and a memo concerning this person if desired (up to 25 characters). F3 ends fields.
14. Contact #3, Phone, Memo
Enter the name of a third person you work with at this associate’s office (up to 25 characters), this person's phone number (up to 17 characters) and a memo concerning this person if desired (up to 25 characters). F3 ends fields.
15. Contact #4, Phone, Memo
Enter the name of a fourth person you work with at this associate’s office (up to 25 characters), this person's phone number (up to 17 characters) and a memo concerning this person if desired (up to 25 characters).