Examining Contact Details

The following tables list and define fields that may be available when working with contacts.

Contact Detail Fields

The table below lists and defines fields that may be available as you work with and search for contacts.

Table 1. Contact Detail
Address Line 1Address Line 2Address Line 3 The contact’s address information. You may have up to three lines of address information.
Birth Date The contact’s birth date. This field is active only when Contact Type = Individual.
Birthplace City The contact’s birthplace city. This field is active only when Contact Type = Individual.
Birthplace Country/Region The contact’s birth country or region. This field is active only when Contact Type = Individual.
Birthplace State The contact’s birthplace state. This field is active only when Contact Type = Individual.
Business Name 2 If Contact Type = Individual, this is the business, trade, or “doing business as (DBA)” name for the contact.

If Contact Type = Organization, this is the additional business, trade, or “doing business as (DBA)” name for the contact other than the Organization Name, and DBA/Trade Name.

City The city in which the contact resides.
Contact Number (Only for contacts associated with records.) An auto-generated ID number that identifies the contact in the record.
Contact Status For reference contacts, this field indicates the status of the contacts (enabled or disabled). For contacts associated with records, this field indicates the status of the association between the contact and the record.
Contact Type This field defines the type of entity that is the contact; for example, individual or organization.
Country/Region The country or region in which the contact resides.
DBA/Trade Name The contact’s preferred business or trade name. This field is active only when Contact Type = Organization.
Deceased Date The date of death for the contact, if applicable. This field is active only when Contact Type = Individual.
Driver’s License Number The driver’s license number of the contact. This field is active only when Contact Type = Individual.
Driver’s License State The driver’s license state of the contact. This field is active only when Contact Type = Individual.
Email The contact’s email address.
End Date (Only for contacts associated with records) The date when the contact is no longer associated with the current record. When this date is earlier than the current date, the status of the contact automatically changes to Inactive.
Fax The contact’s fax number, with Country and Area Code.
FEIN The Federal Employer Identification Number. This field is active only when the Contact Type = Organization.
First Name The contact’s first name. This field is active only when Contact Type = Individual.
Full Name The contact’s full name. This field is active only when Contact Type = Individual.
Gender The contact’s gender. This field is active only when Contact Type = Individual.
Last Name The contact’s last name. This field is active only when Contact Type = Individual.
Middle Name The contact’s middle name. This field is active only when Contact Type = Individual.
Notify contact with Record update (Only for contacts associated with records) Indicates whether Civic Platform should notify this contact when the application or service request status changes.
Number (ID) A unique auto-generated number that identifies this contact in your Civic Platform system.
Notes Any notes you want to enter for the contact.
Organization Name The organization to which the contact belongs. This field is active only when Contact Type = Organization.
Passport Number The contact’s passport number. This field is active only when Contact Type = Individual.
Permissions Indicates the level of access by the contact to associated records in Citizen Access. Options include: Full (full access), Schedule Inspections Only(read-only access in the My Record list and Record search result list in Citizen Access plus ability to schedule inspections), Read (read-only access in the My Record list and the Record search result list in Citizen Access, and None (no access).
Phone 1, Phone 2, Phone 3 The contact’s phone number(s).
P.O. Box The contact’s post office box number.
Preferred Channel The method by which the contact prefers to receive notification; for example by phone, email, fax, or postal mail.
Race The contact’s race/ethnicity.
Reference Contact ID An auto-generated ID number that identifies the reference contact in Civic Platform.
Relationship The contact’s relationship to the application or the service request.
Salutation Salutation to use when addressing the contact; for example Mr. or Ms. This field is active only when Contact Type = Individual.
SSN The contact’s Social Security Number. This field is active only when Contact Type = Individual.
Start Date (Only for contacts associated with records) The date when the contact becomes associated with the current record. This field defaults to the date when you add the contact to a record.
State The state in which the contact resides.
State ID Number The contact’s state ID number. This field is active only when Contact Type = Individual.
Suffix This is the suffix to a contact name, such as: Jr., Sr., or PhD.
Sync (Only for contacts associated with records) Indicates whether the record contact is in sync with its reference source contact.

Yes indicates that the following information for the record contact is in sync with its reference source: standard field values (except for Contact Type, Start Date, End Date, and Contact Status), template field values common to both, and contact addresses.

No indicates that only the contact addresses for the contact are in sync with its reference source, or that a record contact has no reference source.
Title The contact’s business title. This field is active only when Contact Type = Individual.
Type The type of contact. Civic Platform uses contact types to group contacts with similar functions.
Zip The contact’s zip code.

Contact Address Fields

The table below lists and defines fields that may be available as you work with contact addresses.

Table 2. Contact Address Fields
Address Line 1/2/3 The primary/secondary/tertiary line of the contact address.
Address Type The contact address type. Your agency administrator configures the address type. Examples include home address or mail address.
City The city where the contact resides.
Contact Address ID The system-generated sequence ID for the current contact address.
Country/Region The country/region where the contact resides.
Direction The street direction designation of the primary address line in the contact address. For example, “N” as in “North” Main Street.”
End Date The date when the contact address ceases to be active.
Fax The fax number of the contact address, with Country and Area code.
Full Address The full address of the contact address.
House # Alpha (end) The ending street number that makes up the address. You can enter alphanumeric characters in this field. For example, if the address is “10-23 WHITESTONE,” “23” is the ending street number.
House # Alpha (start) The beginning street number that makes up the address. You can enter alphanumeric characters in this field. For example, if the address is “10-23 WHITESTONE,” “10” is the beginning street number.
Level # (end) The ending level number (floor number) that makes up the address within a complex, used to identify a floor or level of a multi-story building/sub-complex.
Level # (start) The beginning level number (floor number) that makes up the address within a complex, used to identify a floor or level of a multi-story building/sub-complex.
Level Prefix The prefix for the level numbers (floor numbers) that make up the address.
Phone The phone number of the contact address, with Country and Area code.
Primary Indicator that this address is the primary contact address. Only one contact address can be the primary address at any given time.
Recipient The contact person for the contact address.
Start Date The date when the contact address starts to be active.
State The state where the contact resides.
Status The status of the contact address:
Street # (end) Street # (start) The street number(s) of the address associated with the contact. If the address includes multiple street numbers (for example, a fourplex), you can use the Street # Start and Street # End fields to define the range of numbers. Otherwise, you can specify a singular street number in either field. Agencies can configure the Street # Start and End fields to support range search (adding To-From fields), allowing users to search for one or multiple street numbers within a user-defined range.
Street Name The street name of the primary address in the contact address.
Street Prefix The street prefix of the primary address in the contact address.
Street Suffix (Direction) The street suffix of the primary address in the contact address.
Street Type The street type of the primary address in the contact address. For example, Street, Boulevard, or Lane.
Unit # (end) Unit # (start) The unit range of the primary address in the contact address.
Unit Type The unit type designation of the primary address in the contact address. Enter the unit type of the location. For example, enter CONDO, APT, or SUITE.
Validated Displays whether the contact address Accela Civic Platform has validated the address against an external address source.
ZIP Code The ZIP code of the contact address.

Contact Relationship Fields

The table below lists and defines fields that may be available as you work with contact relationships.

Table 3. Contact Relationship Detail
Current Contact Role The role that the current contact plays for the contact you just selected.
Target Contact Role The role that the contact you just selected plays for the current contact.
Start Date The date when the relationship starts.
End Date The date when the relationship ends.
Relationship Status The current status of the relationship. It is active or inactive.

Public User Search Fields

The table below lists and defines fields that may be available as you search for Public Users.

Table 4. Public User Search Fields
Address The public user’s address.
Business Name The public user business name, if applicable.
Cell Phone The public user’s cellular phone number.
City The public user’s city of residence.
Confirm Password The public user’s password. This field is a second entry of the password for verification.
Email The public user’s email address. By default, this is the User ID.
Fax The public user’s fax number.
First Name The public user’s first name.
Home Phone The public user’s home telephone number.
Last Name The public user’s last name.
Middle Name The public user’s middle name.
Pager The public user’s pager number.
Password The public user’s password used when logging in to Citizen Access.
Password request answer The answer to the password request question.
Password request question Password request question. If a public user forgets his password, he can answer this question. If the answer is correct, Civic Platform sends an email with the password to the email address provided from registration.
Preferred Contact Channel The preferred method to use when contacting the public user. For example, email, phone, fax, or mail.
Preferred Phone The public user’s preferred phone number.
State The public user’s state of residence.
User ID The user ID for logging in to Citizen Access. The default User ID is the email address provided in registration. You can modify this field.
User Role Defines whether the public user is a Citizen User or an Admin User. Admin users have the ability to perform administrative tasks in Citizen Access.
Work Phone The public user’s work telephone number.
Zip The public user’s zip code.