Synchronizing phone and email data

You can map the Work Phone, Home Phone, Fax, and E-mail fields (Name table) on the Profile tab on the Manage customers window to the Phone, Fax, and E-mail fields (Name_Address table) on any address purpose defined in the Main, 2nd, or 3rd fields on the Customer Setup - Address and Notes window.

By mapping these fields, the data defined in these fields automatically populates the corresponding fields on the Profile tab or the address purpose tab (Name_Address data to Name data and vice versa). The data in the mapped address purpose field takes precedence over the data in the field on the Profile tab. Synchronization enables data to match and eliminates the need to enter data twice.

The following fields on the Customer Setup - Address and Notes window can be synchronized:

• Work Phone Flow from/to Phone Number at Address
• Home Phone Flow from/to Phone Number at Address
• Fax Number Flow from/to Fax Number at Address
• E-mail Flow from/to E-mail at Address

Note: User-defined company flow down does not support the Work Phone, Home Phone, Fax, and E-mail fields. No error message displays if you specify these fields in the User Defined Company Flow Down field on the Customer Setup - Advanced window, but specifying these fields in the User Defined Company Flow Down field has no effect on user-defined company flow down. The Work Phone and Fax fields are part of automatic company flow down, which can be used separately or in addition to user-defined company flow down.

The fields in the Profile tab of the Detail area and the fields in the Address area are listed in the following table. Also listed are the iMIS table names where the data is stored. A “Yes” is marked next to the fields that are automatically included in child records that are linked to company records.

Area/Field	Data Stored in Table.FIELD	Company Flow Down (see note)
Detail area Profile tab
Work Phone	Name.WORK_PHONE	Yes
Home Phone	Name.HOME_PHONE
Fax	Name.FAX	Yes
Toll Free	Name.TOLL_FREE	Yes
Email	Name.EMAIL
Web Address	Name.WEBSITE
Address area Main Address
1st line Address	Name_Address.ADDRESS_1	Yes
2nd line Address	Name_Address.ADDRESS_2	Yes
City	Name_Address.CITY	Yes
State	Name_Address.STATE_PROVINCE	Yes
Zip	Name_Address.ZIP	Yes
Preferred Mail	Name_Address.PREFERRED_MAIL
Preferred Bill	Name_Address.PREFERRED_BILL
Phone	Name_Address.PHONE
Fax	Name_Address.FAX
Email	Name_Address.EMAIL
2nd Address
Address	Name_Address.ADDRESS_1
2nd line Address	Name_Address.ADDRESS_2
City	Name_Address.CITY
State	Name_Address.STATE_PROVINCE
Zip	Name_Address.ZIP
Preferred Mail	Name_Address.PREFERRED_MAIL
Preferred Bill	Name_Address.PREFERRED_MAIL
Phone	Name_Address.PHONE
Fax	Name_Address.FAX
E-mail	Name_Address.EMAIL
3rd Address
Address	Name_Address.ADDRESS_1
2nd line Address	Name_Address.ADDRESS_2
City	Name_Address.CITY
State	Name_Address.STATE_PROVINCE
Zip	Name_Address.ZIP
Preferred Mail	Name_Address.PREFERRED_MAIL
Preferred Bill	Name_Address.PREFERRED_MAIL
Phone	Name_Address.PHONE
Fax	Name_Address.FAX
E-mail	Name_Address.EMAIL

Note: You can include additional fields to flow down from company (parent) records to linked (child) records. From Customers, select Set up module > General, and click Advanced to open the Customer Setup -Advanced window. Enter the Table.FIELD in the User Defined Company Flow Down field. For example, to include the Web Address shown on the Profile tab as a company flow down field, enter Name.WEBSITE.

More:
Customers synchronization behavior
Imported records and synchronization
Running the synchronization SQL script
Synchronizing work phone, fax, and email example
Automatic updating and synchronization
Avoiding blank address records