When you select the Find/Add Person action, the New Person page appears with a single label field for entry of the name and address.
Once you've typed the name and address information in the label field and selected the New option, the name and address information is parsed and placed in fields on the New Person page. If you click the GO button without entering any information in the label field, all fields on the New Person page are available for entry of your name and address information.
People fields let you enter information about the person you’re creating a record for. IQ automatically uppercases the first initial of any word you enter in a Name or Address field, with the following six exceptions: and, in, of, on, the, to. If, however, one of these exceptions is the first or last word in a field it is upper-cased.
The following types of fields are available in a People record and appear below four section bars: Name, Other Information, Workflow Agency Contact Associations and Address. Click the +/- button next to the section heading to expand or collapse field information in that section for the current IQ session. IQ also retains your selection when you log out and back into IQ. In addition to these standard fields, custom fields created by your office may also appear in a People record. Use the Alt + J to jump from the Birthday field, to the first custom field, to Workflow Codes, to the Preferred Mailing Address, to the first Number/E-mail field, to the Title field and first custom field of each Address and then to the Prefix field. Note: Alt+J only works for expanded sections.
Name fields are available for the person's prefix and name, including first, middle, last; a suffix such as Jr. or II; and an appellation such as Ph.D. or MD.
The first letter of every word of the name is automatically upper-cased. To force lowercase of a word, type a carat ^ in front of a word and type it in the correct case, for example, ^de Gaulle. IQ also places a period after the prefix or any single character you enter in a name field.
The Prefix and Suffix fields use code files. If you use or select a prefix or suffix code that's in the code file, the translation value is entered in the field. For example, MR translates to Mr., Hon translates to The Honorable. Additional shortcut codes are usually available in the Prefix code file—1 translates to Mr., 2 translates to Mrs., 3 translates to Mr. and Mrs., 4 translates to Ms., and so forth. Click the search icon next to the field for a listing of available prefix codes. Prefix and suffix codes can be customized for your office by updating the code file.
The Salutation
fields determine how this person will be addressed in correspondence from
your office
You can add additional information such as the person’s birthday, affiliation codes, and miscellaneous information about the individual.
Enter the person's birthday by typing a date in the field or by clicking the calendar icon next to the field and selecting a date from the calendar that appears. Birthday information can be useful as a means of identifying people within a particular age group. Note: Entry of future dates is not allowed. Any two digit year entered as 00 thru 11 will default to 2000 thru 2011. Any two digit year entered as 12 thru 99 will default to 1912 thru 1999.
Use the Comments field to keep track of information that's not included in other areas of the People record. This is a text-entry field, which means you can type and delete text in this field just as in a word processor. This field is limited to 4,000 characters. If you manually enter text into this field, IQ displays the message "Please limit your entry to 4000 characters (# of characters cut=1)" once you type the 4,001 character and will not allow you to enter any additional characters. If you copy and paste text into this field, IQ will truncate it at 4,000 characters and display a message with the number of characters that were cut. You can spell-check text in this field by clicking the spell check icon next to the field.
Affiliation codes for a People record indicate the person's occupation, interests, or organizational affiliations. To enter data in this field, type the code or codes, one per line, or click the search icon next to the field to search for and select the codes you want to enter. Note that if the selected Affiliation Code(s) contain text in the Popup Message field, that text will appear whenever the people record is displayed in the Mail, People and Workflow modules.
If fields appear below the Affiliations field, they are custom fields that have been created for People records. Each office determines the number of type of custom fields required for People records and sets the standards for the type of information to be entered in them.
You can identify people at agencies with whom you correspond regularly as "agency contacts." You designate a People record as an agency contact by linking it to workflow codes and/or categories. Enter workflow codes or categories by typing them or clicking the search icon next to the field and selecting codes or categories from the list that appears. If you enter a category, the People record is automatically linked to all workflow codes in that category. You may enter as many codes and categories as you want.
A People record can have two types of addresses, home and business. It can have more than one home and more than one business address as well. When you've added a People record by typing the name and address in the label field, the fields are automatically populated with the information you entered. In addition, IQ provides address fields for the other address type. So for example, if you entered a Home address in the Name and Address label field, IQ displays fields for a second address with Business selected as the address type.
You can set mailing preferences for all correspondence sent to this individual. These preferences are used as a default and can be changed for a mailing.
Preferred
Mailing Address
E-Mail Preferred
In addition to standard street and post office addresses, each People record can contain phone and fax numbers and e-mail addresses. Three fields are available on the New Person page for entry of a Home Phone, Business Phone and/or E-Mail address. To enter a fax or cell phone number, click in the Type field and select Fax or Cell Phone. The following fields are available for phone number and e-mail address information: Type, Number/E-Mail, Description, and Primary.
The Type field indicates whether the information is an e-mail address, phone number, fax number, or other type of number. Click in the field to display a list of types, and click a type to select it and return it to the field. You can also type a letter in the field to enter the first type that begins with that letter. For example, move to the field and type H to enter Home Phone. Examples of Types include Business Phone, Cell Phone, Fax, Home Phone, and Internet Address. Type codes are maintained in a code file and can be customized by your office. Four types are recognized and recorded in People records created from incoming e-mail messages: Home Phone, Business Phone, E-Mail Address, and Fax. You should not archive these four codes because they must remain active at all times. You can archive other codes if you no longer need them. Select the [delete] option from the Type drop-down and click the Save action to remove the phone or e-mail address.
In the Number/E-Mail field, type the phone number, fax number, or e-mail address.
Note: All e-mail addresses are required to have both an at sign (@) and a period (.). In addition, no other characters are accepted in the e-mail address except for a forward slash (i.e. dev/chris.smith@dhs.gov), dash (i.e. chris-smith@aol.com), underscore (i.e. chris_smith@lmco.com) or single quote (i.e. seano'leary@md.gov). If you enter an invalid e-mail address, IQ displays a message and allows you to correct the invalid e-mail address. You will not be able to save the People record with the invalid e-mail address. If you access an existing People record that contains an invalid e-mail address, you will see the red text Invalid to the right of the field. You will not be forced to correct the invalid e-mail address.
Use the Description field to record any information about this number that you'd like to keep track of. For example, for a business phone number you might want to show the person's business hours, or if you’re entering an e-mail address, you might want to note if it is a home or business address.
When there is more than one type for the People record (for example, two business phone numbers), you must identify one as the primary number by selecting the Primary check box next to that number. This indicates which number to use during automatic processing. For example, if you’re sending an e-mail message to an individual who has two e-mail addresses, the primary e-mail address will be used.
The title and organization fields are available for business addresses. The professional title of the person, such as President, Editor, Director, would appear in the Title field. The Organization 1 and Organization 2 fields are for information about the organization. You might, for instance, use Organization 1 for a company name and Organization 2 for a division or department within that company. Note that when you enter data into the Organization 1 field, IQ automatically changes the Address Type to Business.
Line 1 normally contains the main address, and Line 2 contains additional information such as an apartment number or suite number. If your system is configured to use address checker, the street address is checked against the Postal Service nationwide address file, which is stored on your server The business end of a client/server setup. A server is usually a computer that provides the information, files, Web pages, and other services to the client that logs on to it. Common servers are Web servers, mail servers, and LAN servers. A single computer can have several different server programs running on it.. If a match is found, your entry is replaced with the Postal Service street address. If your system parameters are set to automatically expand address information, abbreviations such as St and Dr are expanded to Street and Drive.
Intranet Quorum uses address checker to enter the following Postal Service address information: city, state, four-digit ZIP Code, county, carrier route, Congressional District, and precinct. If your system is configured for address correction and standardization, misspellings and typographical errors are automatically corrected.
If no match is found for the street address in the ZIP Code area you enter, you are notified that the address checker has encountered a range error. You can click the search icon next to the Zip fields to go to the Address Lookup page and view information about the entered address.
There may be instances where your system configuration is set to override the Postal Service City or Congressional District data, especially where Postal Service capitalization or punctuation in city names is not acceptable. With such an override, IQ uses data that you've entered in your City-State-Zip code file.
This field defaults to United States. Click in the field to select another country. The City, State and ZIP Code fields are replaced with address lines 3 and 4, and the Congressional District, County, Precinct, and Carrier Route fields are removed. Use the four address field to enter a foreign home or business address.
When you have more than one home or business address, one is considered the primary address. The first home address you create is added as the primary home address and the first business address you enter is added as the primary business address. If you add a second home or business address and want to designate one of them as primary, select the Primary check box next to that address. Note that when you enter data into the Organization 1 field, IQ automatically changes the Address Type to Business.
Four fields on the right of the page contain additional address information. This information is entered automatically by Address Checker (or from your City-State-Zip code file if you don't use Address Checker) after you've entered a street address and a ZIP Code.
The Congressional District field contains four-digit congressional district (state and number, for example, VA01). Precinct information helps further define a region. You can use Carrier Route information for selecting and sorting records for specialized mailings.
The Postal Service nationwide address range file contains standardized address information for every address in the United States. This file is stored on your server, and IQ’s address checker automatically checks and retrieves data from it whenever you enter an address for a People record. Several System Configuration settings let you customize the use of address checker for your office.
You can view the Postal service information for an address by clicking the search icon next to the ZIP+4 field. The Address Lookup dialog box shows the address information used for the verification. If the address cannot be verified, Range Error appears in the Result field. Note that any data entered in the Precinct field will remain even if the address does not validate.
Address checker utilities are also available to let you find addresses or other information for cities and ZIP Codes.