Resources Subtask

Use this subtask to add and track all contacts related to or involved with the activity.

Note: A record must exist on this subtask before you can save the activity record. For new activity records, a default record is automatically entered on this subtask, with the Prospective Vendor ID or Vendor ID value from the header screen displaying in the Business ID field. You must enter a value in Resource ID and Seq No before saving the record on this subtask.

When you try to delete the default record on this subtask, a warning message displays informing you that deleting the default record will also delete the entire activity record.

You can link multiple vendor records to a single activity. You can also enter additional resources such as leads/contacts, customers, and employees. When you add a lead/contact or customer and save the activity record, the activity will display on the Activities subtask of the following screens in Capture and Contracts:

• Manage Leads and Contacts (for lead/contact)
• Manage Contract Management Customer Info (for prospective and regular customers)

After you save the activity record, no edits other than the Primary Contact check box will be allowed regardless of the resource type.

Contents

Click New to add a new record.

Field	Description
Resource Type	Select the resource type from the drop-down list. Valid options are: Employee Vendor Customer Lead Other For new activity records, this defaults to Vendor.
Business ID	This field is enabled only if you selected Vendor or Customer in Resource Type. Enter, or click to select, the ID of the vendor/customer related to the activity. Both regular and prospective vendors/customers are valid for entry or selection. For new activity records, this defaults to Prospective Vendor ID or Vendor ID from the header screen.
Business Name	If Resource Type is Vendor or Customer, this field displays the name of the vendor/customer entered in Business ID. If Resource Type is Other, you can enter any business name in this field. If Resource Type is Employee or Lead, this field is blank and disabled. For new activity records, this defaults to Name from the header screen.
Resource ID	Enter, or click to select, the ID of the resource/contact involved with the activity. The availability and lookup of this field depend on the selected Resource Type: Resource Type = Employee: In the field lookup, employees with an Active status are displayed by default. You can click Query on the lookup window and remove this default query to view all employees regardless of status. Resource Type = Vendor: This field is enabled only once you have selected a Business ID. The lookup displays valid contacts for the selected vendor. Note: In Table view, you select the resource ID in the Seq No field, and the Resource ID is automatically populated with a unique identifier for the vendor contact. If you select a resource ID in Form view, and then you switch to Table view, that resource ID is displayed in the Seq No field. Resource Type = Customer: This field is enabled only once you have selected a Business ID. The lookup displays valid contacts for the selected customer. Resource Type = Lead: In the field lookup, leads/contacts with a qualified stage set to New Lead or Qualified are displayed by default. You can click Query on the lookup window and remove this default query to view all leads/contacts regardless of qualified stage value. Resource Type = Other: This field is blank and disabled.
Resource First Name	If Resource Type is Other, enter the resource first name in this field. For all the other resource types, this field displays the first name of the selected Resource ID.
Resource Last Name	If Resource Type is Other, enter the resource last name in this field. For all the other resource types, this field displays the last name of the selected Resource ID.
Title	If Resource Type is Other, enter the title of the resource in this field. For all the other resource types, this field displays the title of the selected Resource ID.
Phone	If Resource Type is Other, enter the phone number of the resource in this field. For all the other resource types, this field displays the phone number of the selected Resource ID.
Type	Depending on the resource type as well as on the selected business ID for vendors/customers, this field displays any of the following values: Employee Vendor Prospective Vendor Customer Prospective Customer Lead Other For new activity records, this defaults to Vendor or Prospective Vendor.
Email Address	If Resource Type is Other, enter the email address of the resource in this field. For all the other resource types, this field displays the email address of the selected Resource ID.
Primary Contact	Select this check box if this resource is the primary contact for the activity. Only one resource can be designated as the primary contact for each activity. If you attempt to select this check box for multiple resources, Costpoint displays an error.
Notes	Enter additional notes or comments about the resource.