Sustainability & Risk / Emergency Preparedness / Background Data

Define Contacts

Use this table to store information about the parties with whom personnel at your site interact, such as regulatory agencies, landlords, tenants, contractors, and tax collectors. In the event of a building emergency, you may need to get in touch with these people.

Note: Parties from whom you purchase supplies are stored in a separate table, the Vendors table.

  1. Select the Emergency Preparedness / Background Data / Define Emergency Contacts task.
  2. In the left pane, view your existing contacts.
  3. Choose a contact to edit, or choose Add New to create a new contact.
  4. Complete the following fields in the Contacts table:
    Field Description
    Contact Code Enter a unique code for each e contact, such as the name of the government agency or vendor. You may wish to use this field in conjunction with the Company field below by entering an abbreviated name here, and entering the complete name in the Company field.
    Contact Type Will be pre-filled to "Fire and Safety."
    First Name
    Last Name     		Use these fields to enter the name of a specific person at the agency or company.
    Company From the validating Companies table, enter the company. For example, if you are entering emergency contact information about a government agency, enter the name of the agency in this field.

    Telephone Number

    Email Address

    Cellular Number

    Page Number

    Fax Number

    		Use these fields to record how you can get in touch with this party in the event of an emergency.

    Building Code

    Property Code

    		From the validating Buildings table and Properties table, enter the building to which this contact pertains

    Address 1

    Address 2

    		Enter the street address

    City Code

    State Code

    Country Code

    		From the validating Cities, States, and Countries tables. select the geographic location to which this contact pertains
    Notes Enter any notes about this contact
  5. Save your record.