Contact Fields & Types
Contact Fields exist in order for contact records to be imported into the Contact Directory area.
Contact Types are used to identify the role or relationship a particular contact fills within an application. For example, the Contact Type Applicant is used to define the applicant, or Applicant Project Contact can be used to define an individual representing the organisation if the organisation itself is the applicant.
Only an Administrator user has the ability to delete Contact Fields and Types, and create new custom fields and types in the account settings.
A Contact Type and Contact Field only needs to be created once. Each time you build a form, a list of Contact Fields will appear for each Contact Type, allowing you to insert the applicable field into your form.
SmartyGrants provides default Contact Types that cover the key types of contacts that you are most likely to be dealing with in your funding or grantmaking process. These types are available to you when building a form and when viewing/editing contact records. The list of the default Contact Types SmartyGrants provides are:Default Contact Types
Default Contact Fields & Categories
Contact Fields are broken into default categories. Default categories and fields cannot be edited or deleted, but an Administrator user can archive them if any are not needed in the account. The default categories and fields are:
Category
Field
Basic Fields
Name (Person’s name)
Organisation (Organisation’s name)
Department
Position
ABN (AU only)
Summary
Addresses
Primary Address
Office Address
Home Address
Postal Address
Other Address
Phone Numbers
Primary Phone
Office Phone
Home Phone
Mobile Phone
Other Phone
E-mail Addresses
Primary E-mail
Office E-mail
Personal E-mail
Other E-mail
Websites
Primary Website
Office Website
Personal Website
Other Website
Bank Account
Primary Bank Account
‘Name’ field
A name field could be an Individual or an Organisation. It is up to you to decide whether you give your applicants both options, or either one only. Category | Field |
|---|---|
Basic Fields | Name (Person’s name) Organisation (Organisation’s name) Department Position ABN (AU only) Summary |
Addresses | Primary Address Office Address Home Address Postal Address Other Address |
Phone Numbers | Primary Phone Office Phone Home Phone Mobile Phone Other Phone |
E-mail Addresses | Primary E-mail Office E-mail Personal E-mail Other E-mail |
Websites | Primary Website Office Website Personal Website Other Website |
Bank Account | Primary Bank Account |
For example, if you are giving away a grant where it could be an Individual or an Organisation applying then you would have to give both options. When both options are allowed, a choice question is automatically included for the applicant to make a selection. If ‘Organisation’ is selected then the Individual Name field will be disabled, if the ‘Individual’ option is selected it will automatically disable the Organisation Name Field. You can only have 1 applicant on any application form.
Dependent on what option/s your applicants choose, you may have additional questions you might want them to complete dependent on their answer. For example, if the applicant selects they are an Organisation, you may then want them to complete a Contact Person Details set of fields. These details can be created in a different section and enabled via conditional logic if the Organisation option is selected.
To learn more on this, see Working with Conditional Logic.
Single Question contact details
Contact records are only created when a form that has used Contact Fields is submitted.
If you wish to ask for contact information that you DO NOT WANT a contact directory record created for, then you can use the Individual or Organisation details option, under Single Questions, in the form editor.
For example: You may ask for an authorised person or referee/s details on an application form but do not have a need for them to be added to the directory.
