Contacts

Integrated Software Solution for model based Design and Construction
Contacts
User Manual 2021
RIB Software GmbH

Copyright
Copyright
This manual is intended for use as a working document for users of RIB product
families. The procedures described in this document and the products belonging to
them are the property of RIB Software GmbH.
We reserve the right to change the information in this document without prior no-
tice, and the contents pose no obligation to the RIB Software GmbH. The software
described in this document is provided in conjunction with a licence agreement.
All information is given without warranty. Reproduction or transfer of this document,
or parts of it, is only permitted with the explicit written permission of RIB Software
GmbH.
With respect to liability for the software described here, please refer to our soft-
ware contract conditions.
Copyright RIB Software GmbH
Published by:
RIB Software GmbH

Vaihinger Straße 151
70567 Stuttgart-Möhringen Tel.: +49 711 7873-0
Postfach 80 07 80 Fax: +49 711 7873-119
70507 Stuttgart E-Mail: info@rib-software.com
Imprint: http://www.rib-software.com/impressum
Trademark
, RIB iTWO, ARRIBA, STRATIS, DIGIMASS, RIBTEC, TRIMAS,

PONTI, ZEICON, RIB xTWO, YTWO are registered trademarks of RIB Soft-
ware GmbH. Other product names mentioned in this documentation may be owned
by other trademark holders and are used only for information purposes.
This product contains software that was developed by the Apache Software Found-
ation (http://www.apache.org/).
2 Contacts 03/05/2022 © RIB Software GmbH

Table of content
Table of content
Before you begin... ................................................................................. 4
1 Contacts .................................................................................................. 5
2 Contacts catalog..................................................................................... 6
2.1 Contacts catalog information .................................................................... 6
2.1.1 User-defined ............................................................................................. 6
2.2 Create contacts ........................................................................................ 6
2.2.1 Properties ................................................................................................. 7
2.3 Copying/moving contact(s) ..................................................................... 11
2.4 Importing contact(s)................................................................................ 11
2.4.1 Import XML Data .................................................................................... 11
2.4.2 Importing contacts from an external contact database........................... 11
2.5 Exporting contact(s)................................................................................ 12
2.6 Deleting contact(s).................................................................................. 13
3 Copying contacts ................................................................................. 14
4 Print 'Contacts' catalog........................................................................ 15

4.1 Print box ................................................................................................. 15
4.2 Print options............................................................................................ 17
4.2.1 Contact search ....................................................................................... 17
5 Protect addresses against changes ................................................... 19
© RIB Software GmbH 03/05/2022 Contacts 3

Before you begin...
Before you begin...

General instructions
Before you begin, please observe the following notes:
▪ We assume that you are familiar with your computer and its operating system.
▪ The processes described are based on a complete program version with all li-
cences and administrator rights.
▪ The instructions for the mouse functions are aimed at right-handed individuals.
▪ We recommend our training sessions for effective work. The dates can be
found on our training calendar or on the Internet.
Instructions for using the documents

▪ For better clarity, we use various Font mark-ups:
– Italics for interface elements
– Bold lettering to emphasise certain text and input values
– <Angle brackets> for keys and key combinations
▪ The following icons are used for navigation within the documents:
Icon Meaning
Safety instructions
must be read. They contain warnings which must not be ignored.
Notes
contain important information such as exceptions or special cases.
Working steps
are instructions that should be followed in the given sequence.
Tips
facilitate your work.
Examples
relate to work steps or serve to clarify relationships.
Troubleshooting
deals with a problem and its solution.
Target(only in training documents and introductions)

defines the next learning target
Exercise(only in training documents and introductions)

shows a practical example for better understanding.
Conclusion(only in training documents and introductions)

provides a short summary of the course content.
Please send any suggestions and wishes regarding our documentation and online
help to the respective hotline.

Contacts
1 Contacts
The program offers you an easy to use contact administration. The contacts are
managed in catalogs. A Contacts catalog is created for each project.
If you want to manage all contacts centrally, use the Contacts catalog in the master
project.

Contacts catalog
2 Contacts catalog
The Contacts catalog is accessible almost anywhere where contacts can be selec-
ted. Enter all contacts in the Contacts catalog that you need to access whilst work-
ing with the program.
For a better overview, it is effective to divide the contacts into groups and sub-
groups.
If contacts are transferred in a program module, you can select whether the con-
tacts are taken from the master project or from the current project.
If you select contacts from the master project they are automatically copied to the
Contacts catalog in the current project. In doing so, the structure of the source
catalog is copied for this entry, i.e. any existing contact groups or sub-groups are
transferred to the project catalog.
2.1 Contacts catalog information

You see the Contacts catalog information when you are in the Contacts catalog in
the project structure.
2.1.1 User-defined
The contents are default settings. The names of the user-defined fields in each
contact are defined here.
These specifications can be individually set as a default.
WARNING
These defaults should be set once and then possibly extended but not
ever changed!
If contacts are already entered and the user-defined fields are filled out,
and if these defaults are changed at a later date, then the contents of the
user-defined fields in the individual contacts are deleted.
2.2 Create contacts

Start | New | Contact <Ctrl> + <N>
Start | New | Sub-contact <Ctrl> + <S>
Start | New | Contact Group <Ctrl> + <K>
Start | New | Sub-group <Ctrl> + <U>
Dividing the contacts into contact groups and sub-groups is an effective way of
managing larger amounts of data. This gives you a better overview.
1. Open the Contacts catalog.

2. In the table, create a contact group and/or a contact sub-group. Enter the group
name in the Company1 column.
Alternatively, enter the group name under Properties, in the Description field of
the Contact group tab.
3. In the table, create the contact by selecting Start | New | Contact.

Contacts catalog
4. Enter the desired information into the table columns.
2.2.1 Properties
Depending on the entry that has been selected in the table, different settings are
displayed here. With the contacts group you have less options as with the contacts.
2.2.1.1 Basic data
Company
The content of these four lines is identical to the table columns Company1 to Com-
pany4.
Street
ZIP
City
Enter the complete address.
Country
Enter the country.
State
If the state was saved as a system characteristic, you can select a state here with
<F3> or enter the code.
County
If the county was saved as a system characteristic, you can select a county here
with <F3> or enter the code.
Opening
Enter the name for the opening, e.g., Dr. The opening will always appear on the
printout in conjunction with the Contact Person.
Contact Person
Enter the name of the contact person.
Phone
Fax
Mobile
Enter the appropriate numbers.
E-Mail
Internet
Enter the e-mail address and website.

Contacts catalog
2 Contacts catalog
The Contacts catalog is accessible almost anywhere where contacts can be selec-
ted. Enter all contacts in the Contacts catalog that you need to access whilst work-
ing with the program.
For a better overview, it is effective to divide the contacts into groups and sub-
groups.
If contacts are transferred in a program module, you can select whether the con-
tacts are taken from the master project or from the current project.
If you select contacts from the master project they are automatically copied to the
Contacts catalog in the current project. In doing so, the structure of the source
catalog is copied for this entry, i.e. any existing contact groups or sub-groups are
transferred to the project catalog.
2.1 Contacts catalog information

You see the Contacts catalog information when you are in the Contacts catalog in
the project structure.
2.1.1 User-defined
The contents are default settings. The names of the user-defined fields in each
contact are defined here.
These specifications can be individually set as a default.
WARNING
These defaults should be set once and then possibly extended but not
ever changed!
If contacts are already entered and the user-defined fields are filled out,
and if these defaults are changed at a later date, then the contents of the
user-defined fields in the individual contacts are deleted.
2.2 Create contacts

Start | New | Contact <Ctrl> + <N>
Start | New | Sub-contact <Ctrl> + <S>
Start | New | Contact Group <Ctrl> + <K>
Start | New | Sub-group <Ctrl> + <U>
Dividing the contacts into contact groups and sub-groups is an effective way of
managing larger amounts of data. This gives you a better overview.

2. In the table, create a contact group and/or a contact sub-group. Enter the group
name in the Company1 column.
Alternatively, enter the group name under Properties, in the Description field of
the Contact group tab.
3. In the table, create the contact by selecting Start | New | Contact.

Contacts catalog
Tax No.
VAT ID
You can enter the VAT exemption data at following website of the Federal Central
Tax Office to see if exemption is still valid:
https://eibe.bff-online.de/eibe
Pro Assn.
Member ID
Since
Enter the data for the professional association.
Construction withholding tax/Minor affair clause

Construction withholding tax/exemption order
Select the appropriate entry for each addressee from the list field. If the exemption
order is selected, the fields below it become active.
▪ From
To
Enter the time period in which the exemption applies in these fields.
▪ Revoked
If necessary, you can enter the date on which the exemption was revoked in
this field.
Different construction withholding tax

Notwithstanding the defaults in the System Options, you can enter another tax rate
for the construction withholding tax. This value then applies exclusively to the ad-
dressees.This value then applies exclusively to the addressee.
Work categories
Click on Add to open the dialog of the same name. In this dialog, you can enter
work categories covered by the addressees. The work categories entered are
copied to the current project catalog.
You can delete a work category from this list by clicking on the WC number and
then clicking Delete.
License Plate Number

In order to simplify searching for a supplier address when the license plate number
of a delivery vehicle is known, the vehicle plate numbers can be entered here. The
appropriate supplier address can be determined from the delivery note.
2.2.1.4 External systems

When working with addresses, address data are typically taken from external sys-
tems and circulated. Often it is not enough that only one ID of one external system
can be derived from an address. Rather, it is necessary that an address provide
the IDs of any systems. Up to 10 external system IDs are managed in this tab. The
IDs are included when importing and exporting the addresses.
If you have added an address through an external source, the origin of the address
is shown here.

Contacts catalog
ID write protection
You can set/remove write privileges for the origin IDs in the system/user options
under Addresses | General. The setting is found in the Miscellaneous section.
The configuration is named Origin and original ID read-only.
If read-only is removed, the data can be edited in this tab.
2.2.1.5 User-defined
You can enter max. 15 arbitrary information. You can determine the field descrip-
tions in Properties, User-defined of the catalog.
2.2.1.6 References
References for many documents references are available as a tab or a docking
window Here you can see the projects in which the current element is used. The
display of references is particularly important for catalogue elements like contacts,
because for example you can delete a contact only if it is not used in another pro-
ject - so there are no references.
The references are shown for each selected element; this is not possible at higher
hierarchy levels.
Update
The list is updated.
The references are displayed for the selected element; references ar not displayed
for groups.
2.2.1.7 Characteristics
The Characteristics tab is only available if at least one characteristic has been
defined in the catalog of the same name. There is a table here in which you can
select characteristics from the characteristics catalog. You can generate as many
lines and set as many characteristics as desired in the table.
The following options are available in the table:
Create line
The context menu commands Insert or Attach allow you to create a table line be-
fore or after the current line. Characteristics already selected can no longer be
chosen.
Use <F3> to select a characteristic from the characteristics catalog. The descrip-
tion and unit of measure are applied from the catalog.
In the "QTO Detail/Typical Value" field, you can define a QTO detail or select a typ-
ical value for each characteristic. The typical values are also taken from the char-
acteristics catalog.
Delete line
The context menu command Delete <Del> allows you to delete a selected line from
the table.

Contacts catalog
Value
This column shows a result provided the QTO Detail/Typical Value field contains a
mathematical approach.
2.3 Copying/moving contact(s)

Contacts can be copied and moved as required within any Contacts catalog.
Contacts are copied and moved in the same way as in your Windows explorer.
a) When copying contacts to other projects, the entries in References are not
copied.
b) When contacts are moved within the Contacts catalog, all data (e.g. refer-
ences) remains unchanged.
c) In table, you can use <Ctrl> and/or <Shift> to select numerous entries and
copy, move or delete them.
d) Using the filter settings, the number of contacts displayed is greatly reduced
and selecting contacts is therefore simplified.
2.4 Importing contact(s)

You can import XML address information and data from external address data-
bases to the Addresses catalog.
2.4.1 Import XML Data

Program button | Data Exchange | Import
WARNING
The contacts to be imported are inserted into the selected hierarchy of the
catalog.
Already existing recipients are never overwritten. If, for example, you im-
port an entire address group whose name already exists in the catalog,
the address group being imported also appears in the catalog.

2. Move the cursor to the catalog (top), an address group, or an address sub-
group.
3. Click Application Button | Data Exchange | Import. This opens a dialog.
4. Select the XML file you wish to import and confirm the selection with Open. The
contact data is imported in the Contacts catalog.
2.4.2 Importing contacts from an external contact database

Program button | Data Exchange | Import

Contacts catalog
WARNING
The contacts to be imported are inserted into the selected hierarchy of the
catalog.
Already existing recipients are never overwritten. If, for example, you im-
port an entire address group whose name already exists in the catalog,
the address group being imported also appears in the catalog.

2. Place the cursor on the catalog (at the very top), on a contact, a contact group
or a sub-group.
3. Click Application Button | Data Exchange | Import. This opens a dialog.
Import to Element
The description of the selected entry in the catalog is copied to this field. The
data is inserted into this hierarchy level.
Import
Select the origin of the contact data from the list field.
4. Click on OK.
An Open File window is displayed.
5. Select the file and click on Open.
The contact data is copied to the Contacts catalog.
2.5 Exporting contact(s)

Application Button | Data Exchange | Export
2. Place the cursor on the catalog (at the very top), on a contact, a contact group
or a sub-group.
3. Click on Application Button | Data Exchange | Export. This opens a dialog.
Exported Element
The description of the selected entry in the catalog is copied to this field.
Export Destination
The data is exported exclusively in XML format.
File
This option exports contacts to an XML file with the name Contacts.xml To dis-
play the directory in which the file is saved. The directory to which the file is
saved can be seen by clicking on Find.
Connector
This option is only available if you have purchased a connector for the contacts
export.
Confirm these entries with OK. The contacts will be exported.

Contacts catalog
2.6 Deleting contact(s)

Start | Edit | <Ctrl>+<D>
1. Select the contact, contact group or sub-group and click on Start | Edit | <C-
trl>+<D> or highlight the table row and click on <Del>.
A selection dialog opens.
2. Click on Delete selected data.
The selected contacts are deleted.
WARNING
a) Contact groups and sub-groups can only be deleted if they do not contain
contacts that are being used somewhere.
b) Only contacts that are not being used can be deleted. You can check under
References whether the respective contact is included elsewhere.

Copying contacts
3 Copying contacts
Anywhere in the program where you encounter contacts, you can access the Con-
tacts catalog by selecting <F3>, and can copy a contact.
a) If you have selected a contact that is also being used in other objects, a
message will appear for each.
b) If you copy a contact from another project, this source is set by default for
the next contact selection.

Print 'Contacts' catalog
4 Print 'Contacts' catalog

Program button | Print | Print
1. The Contacts catalog is opened. If you only want to print part of the data, select
the contents that should be printed in the table. Otherwise, select the top entry.
2. Click on Application Button | Print | Print.
The Print window opens.
3. Select a report type.
4. Adjust the Print Options if necessary.
5. Click Print.
The printing process begins.
4.1 Print box

Program button | Print | Print
The Print dialogue box opens when you start a printing task.
Reports
If you have specified a favourites or user directory in the Global settings, corres-
ponding folders are displayed for selection here.
▪ System
This folder is always available and contains all list types you can access.
▪ Users
If the use of user directories is activated in Print directories under Global set-
tings, and the corresponding folders were specified for Templates and List
types, this folder is also available. You can select the required list type via the
context menu for the User folder.
▪ Favourites
Using the context menu command Add to favourites, you can add the required
list type to your favourites. This allows you to compile a collection of different
lists you require frequently in the Favourites folder.
▪ Packages
This folder contains all print packages.
Select the required list type. All other activities then refer to this list type.
Print
Starts the print task.
Cancel
Stops printing.
Options
The Print options are opened.
Printer
The Windows dialogue box for Printer setup opens.

New list
Creates a new list type.
Delete list
Deletes the list type.
Report phases
This function is only available in the default settings of the Print Options.
Specify the phase in which the selected reports are available.
The Print - Preset dialog box is displayed. Select a report and click Preset. The
Print dialog box opens and the List phase function is available.
Layout
This function is only available in the default settings of the Print options.
You can change the layouts of all report types very conveniently. That is very help-
ful if you want to replace the standard layouts with your own layouts, which already
contain your headers and footers and company logo.
Preview
Select whether the data is printed without a preview or whether a preview is to be
displayed.
Start value
This setting is useful to set the print date individually or to print invoices again after
corrections.
▪ Date/Time
This input field is prepopulated with today's date. It is printed in the document
header with the month in plain text. The time is not printed; it is shown for in-
formation purposes only.
▪ Page numbering
Enter the page number of the first page. The remaining pages are numbered in
sequence.
The two following functions are only active, if a number of conditions are met:
▪ System options, General | Display | Settings, Function Advanced filter options
in printing dialog
▪ The Connect: Free Export module must be present in the Global settings
Show export printouts

If you deactivate this function, all print-outs configured for export are hidden.
This function does not affect print packages.
Show export packages

If you deactivate this function, all print-outs configured for XML export are hidden.

4.2 Print options

Use the Options button in the Print window to open the Print Options window,
where you can enter the settings for the printout, which are either temporary (only
for this printout) or fixed (for all printouts until the Options are changed).
When printing out directly (Direct Print), the program outputs the print data to the
standard printer registered for your operating system. If you have not activated the
Direct Print, the printout is first routed to the print preview. This way, you can view
the printout on screen just as it will be output by the printer.
The print preview is read-only. If you want to edit the print document, you must
save it and start the Secretary.
The Print Options window contains the following buttons:
▪ Save As
You can save the current settings as a new report type.
▪ Save You can save the modifications you have made to the Print Options
and use them as default for the next printout.Save
You can save the modifications you have made to the Print Options and use
them as default for the next printout. Click on Save to overwrite the Print Op-
tions. The program stores the Print Options for each report type separately.
▪ OK
This closes the window and takes you back to the Print window. The settings
that have been made are temporary − only valid for this printout.
▪ Cancel
You can discard the changes made. You are taken back to the Print window.
▪ Print
The program begins preparation for the desired printout. If you have activated
the Direct Print setting in the Print window, the report you have created will be
output to the configured default printer once the preparation is completed.
4.2.1 Contact search

You can print the contacts that include a certain match code. If you use these set-
tings, all other contacts are not printed.
Contact field
Match code
Select an entry from the Contact Field list field. The contact fields contain the
entries of the Contact Properties. Enter the match code that should be in the con-
tacts.
Select a match code from the following options.
Contains exact match code

Only those contacts are printed which match the match code exactly.
Starts with match code

Only those contacts are printed which start with the match code.

Contains at least one word of the match code

Only those contacts are printed which contain at least one of the match codes.
Contains all words of the match code

Only those contacts are printed which contain the match code.

Protect addresses against changes
5 Protect addresses against changes

They can use the addresses of the catalog of the same name, among other things,
for suppliers and companies. If you want to protect the addresses from changes,
activate the function profile Contacts, Browse.
With the profile flagged, user can browse master project and regular project con-
tacts catalog and select a contact to use in their current project as company or sup-
plier. In this case however, the contact data are read-only.

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Integrated Software Solution for model based Design and Construction

RIB Software GmbH

RIB Software GmbH

, RIB iTWO, ARRIBA, STRATIS, DIGIMASS, RIBTEC, TRIMAS,

2 Contacts 03/05/2022 © RIB Software GmbH

3 Copying contacts ................................................................................. 14

4 Print 'Contacts' catalog........................................................................ 15

5 Protect addresses against changes ................................................... 19

© RIB Software GmbH 03/05/2022 Contacts 3

Before you begin...

Instructions for using the documents

Target(only in training documents and introductions)

Exercise(only in training documents and introductions)

Conclusion(only in training documents and introductions)

4 Contacts 03/05/2022 © RIB Software GmbH

© RIB Software GmbH 03/05/2022 Contacts 5

2.1 Contacts catalog information

2.2 Create contacts

1. Open the Contacts catalog.

6 Contacts 03/05/2022 © RIB Software GmbH

4. Enter the desired information into the table columns.

2.2.1.1 Basic data

© RIB Software GmbH 03/05/2022 Contacts 7

2.1 Contacts catalog information

2.2 Create contacts

1. Open the Contacts catalog.

6 Contacts 03/05/2022 © RIB Software GmbH

Construction withholding tax/Minor affair clause

Different construction withholding tax

License Plate Number

2.2.1.4 External systems

© RIB Software GmbH 03/05/2022 Contacts 9

10 Contacts 03/05/2022 © RIB Software GmbH

2.3 Copying/moving contact(s)

2.4 Importing contact(s)

2.4.1 Import XML Data

1. Open the Contacts catalog.

2.4.2 Importing contacts from an external contact database

© RIB Software GmbH 03/05/2022 Contacts 11

1. Open the Contacts catalog.

2.5 Exporting contact(s)

12 Contacts 03/05/2022 © RIB Software GmbH

2.6 Deleting contact(s)

© RIB Software GmbH 03/05/2022 Contacts 13

14 Contacts 03/05/2022 © RIB Software GmbH

4 Print 'Contacts' catalog

4.1 Print box

© RIB Software GmbH 03/05/2022 Contacts 15

Show export printouts

Show export packages

16 Contacts 03/05/2022 © RIB Software GmbH

4.2 Print options

4.2.1 Contact search

Contains exact match code

Starts with match code

© RIB Software GmbH 03/05/2022 Contacts 17

Contains at least one word of the match code

Contains all words of the match code

18 Contacts 03/05/2022 © RIB Software GmbH

5 Protect addresses against changes

© RIB Software GmbH 03/05/2022 Contacts 19

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