Contact types, marketing lists, working lists, and administrative folders organize contacts in InterAction. Similarly, folder types/contact type groups organize folders.
Folder types control both how folders appear in the Windows Client and Web Client, and how individual folders behave.
Folder types in InterAction serve the following primary purposes:
- Organizing the folder list in the main window of InterAction Windows Client. For more information, see Using Folder Types to Browse for Folders in the Main View of the Windows Client.
- Organizing the contact type, marketing list, and working list pages in the Web Client. For more information, see Using Folder Types to Organize Lists in the Web Client.
- Determining which marketing lists use sponsorship. For details, see Sponsored and Unsponsored Marketing Lists.
- Selecting the list of folders used when searching for duplicates and companies when creating new contacts. For more information, see Using Folder Type to Designate Folders to Search.
- Granting permission to create folders. For more information, see Permission to Create Folders.
- Controlling the list of folder profile fields that apply to a folder. This applies only in environments upgraded from 4.x.
Each of the four folder classes maintains its own set of folder types. For example, the types used for working lists are different than those used for marketing lists. For contact types, the “folder types” are called contact type groups.
You use InterAction Administrator to manage folder types. For contact types, you can also use the Windows Client – for details, see Managing Contact Type Groups.
Using Folder Types to Browse for Folders in the Main View of the Windows Client
You see folder types when browsing folders in the folder list of InterAction Windows Client. The folder list is organized first by class, then by folder type. The folders for a particular type appear below that type in the folder list.
[A] Folder classes appear at the top level.
[B] Folder types and contact type groups are at the second level.
[C] The folders themselves are at the third level.
[D] When you open a folder, the contacts in the folder appear in the main window.
If a folder type will be assigned a large number of folders for which most users will have access, the type can be designated as a “large folder type.” When the user double-clicks the folder type in the folder list, InterAction displays the Find Folder dialog box, allowing the user to enter search criteria for the folder to open, rather than scrolling through a long list of folders.
The large folder type indicator is not necessary if most users will not have at least read access to most of the folders. This is because the folder list only displays folders that the user has access to read. A user with access to five folders for a particular type will see only those five folders in the list, even if 500 folders are assigned to the type.
For instructions on creating and editing folder types, see Creating and Editing Folder Types.
Using Folder Types to Organize Lists in the Web Client
Folder types/contact type groups are used to organize folders in the Web Client. For example, the contact types page lists the available contact types by contact type group. Similar pages are available for marketing lists and working lists.
Column for Group on the Contact Types Page
Users also see the folders by type when setting their frequently-used list preferences.
Contact Types Display in Groups
Using Folder Type to Designate Folders to Search
InterAction includes sophisticated search functionality to find duplicate contacts and candidate companies for company association when users create a new contact. This helps minimize the amount of duplicate data added to the system and saves users time since they can use the existing information rather than entering it themselves.
Folder types control the list of folders searched for duplicates and companies. A folder type includes an “Enterprise” indicator. When this is selected, all folders assigned the type are considered “Enterprise Folders.” InterAction searches all enterprise folders for which the user has link from access rights when searching for duplicates and company association.
Web Client also uses the enterprise indicator to determine which folders searched by the quick search area at the top of each Web Client page and from the search nugget on the home page.
The enterprise indicator essentially specifies that any contacts sourced in the folder are part of the firm list.
Permission to Create Folders
Folder types control which users are allowed to create new folders. When defining a folder type, you can specify who has permission to create folders of that type.
Contact types, marketing lists, and administrative folders can only be created using the Windows Client, so the permission on types used with these classes only applies to the Windows Client. Web Client users can create working lists, so the permissions on types for working lists applies to both Web Client and Windows Client users.
Granting Permission to Create Folders
[A] Grant permission to create working lists with type “Other” to Everyone, the System Administrator, or the members of a specific group.
For each type, you can grant folder create permission to Everyone, the System Administrator Only, or the members of a specific group.