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Create and Manage Internal and External Company Contacts

Background

The process below describes how to manage internal and external contacts within the system

Process

1) Click ORG

2) Under “Member” Contacts or External Contacts click Contact List

Note – If you choose the “Member” Contact list menu item instead of external the company drop down will be pre-selected as your company and cant be changed, this is intended to provide security control for the internal contacts register ie a Member organisation may choose that only the Human Resources department can control the internal contact register but the external register can be controlled by anyone.

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3) Check the contact doesn’t exist by filtering the grid on either first name, Last name or employee number.

4) Add, edit, delete contacts using the icon buttons identified below.

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5) Click add or edit to fill in the Contact form.

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6) Once a contact has been entered, highlight the row of the contact to display their associated Phone Numbers, Emails and Addresses in the tabs at the bottom of the window.

7) To add a Phone Number complete the form

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8) To add an Email address complete the form, note emails tagged as “primary” are used for the linked user account.

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9) To add an Address complete the form

Pre-Requisite Requirements

Security Access

Licensing – users are to be licensed for the ORG module, this can be found under Settings then click User Licensing , set a billing account for the user. For more info see Knowledge Base Article -> User Licensing

Roles – users are to be assigned a user role for accessing the Contacts menu item. This can be found under Settings – System Security then click Assign User Roles . For more info see Knowledge Base Article -> Assign User Roles

Contacts do not require any other menu pages pre-populated with data prior to their use. However it is best practice to for a contact to have a billing classification, position and department selected, pre-populating these menu items will assist this process.

Additional Information

Field Explanation
Field Example Input Characters Field Restrictions
Company Acme Resources Select from List From Company Register
First Name Lucian Min 2 Max 30 Mandatory Field

Alpha, Numeric and special characters allowed.

Duplicates Allowed.

Middle Name Jeff Min 2 Max 30 Alpha, Numeric and special characters allowed.

Duplicates Allowed.

Last Name Parsons Min 2 Max 30 Mandatory Field

Alpha, Numeric and special characters allowed.

Duplicates Allowed.

Employee Number 109328 or LUC_PAR Min 2 Max 50 Non Mandatory Field, but recommended

Alpha, Numeric and special characters allowed.

No Duplicates Allowed.

Nick Name Luke Min 2 Max 50 Alpha, Numeric and special characters allowed.

Duplicates Allowed.

Billing Classification PD | Project Director Select from List Linked to Company.
Department 4578 | Program & Project Management Select from List Linked to Company.
Position 10689 | Director of Operations – Infrastructure Projects Select from List Linked to Company.
Primary Number 07 7642 0982 Min 2 Max 30 Alpha, Numeric and special characters allowed.

Duplicates Allowed.

Primary Email lucian.parsons@acmeresources.com Min 2 Max 30 Alpha, Numeric and special characters allowed.

Duplicates Allowed.

Notes Works Mon-Thu inclusive. Not available Fridays. Min 0 Max 500 Alpha, Numeric and special characters allowed.