Contacts

Adding / Accessing Contacts

Contacts may be accessed or added in number of ways:

• Contacts Module - If you do not have the Contact module in your profile, click your login name in the upper right corner of the application and select Modules.  Once open you can select Contacts from the list by double-clicking the row, or selecting the row and clicking Go
• Related Organization - Organizations have a Contact Action item in their action list.  Expanding this will display a list of contacts related to that organization.  The initial contact added to an organization will be set as the Primary contact for that organization and will be listed in green. This can be changed using the Primary contact field on the Organization.  Once changed the new primary contact will be displayed in green.
• From a workspace - A Contacts link is available from the Workspace Landing Page or the Client Master (under Links).  These Contacts are not directly related to the workspace, but to the Organization from which the workspace was created.

Linking Contacts to Employees

Contacts may be linked to Employee records in the system.  This allows the employee to be included in system notifications, such as calendar events and so forth.  If a contact already exists for an employee they can be linked by simply selecting the appropriate contact on the employee record.  If no contact exists for the employee a contact may be added by choosing the option to Add Contact from this same field.  For more information about Linking Contacts to Employees review the video - Employee Contacts.

Linking Contacts to Users

Contacts may also be linked to user records with the Create User functionality.  When the "Create User"  option(bottom left) on the Contact record is checked and the record is saved, the system will generate a user record using contact information such as First Name, Last Name, Phone, Email and associated Organization and combine this with the user profile settings from a pre-designated Contact User Template (see below) to generate a user record that is automatically linked to the contact from which it was created.

Using the Contact User template  

The Contact Management system has been enhanced to allow Contact users to be created from a template.  When the "Create User" checkbox (bottom left) on the contact is checked and the contact record is saved, the system will generate a user record using contact information such as First Name, Last Name, Phone email and associated Organization and combine this with user profile settings from a pre-designated Contact User Template.  The fields which are cloned from the template user include:

• DepartmentID
• Company
• Time Zone 
• ForcePasswordChange
• AddProjects
• CanTrackTime
• SendCoreEmail
• DefaultWorkspace

The system will always sets the "UserType" to 'External' and "Default to Next" to true.  
A new Application Variable has been created -  'app-i-contact-templateuser' which specifies the UserID of a Template User to be used when generating the contact user records. (contact your staff consultant for help configuring this option)
There are some caveats to using the contact user template:

• A Default workspace must be set for the associated Organization or a Hard Error will be invoked
• Any User save failures (loginid in use, etc.) will appear as a Hard Error and must be resolved before the Contact can be saved

This system has also been enhanced to synchronize the default assigned to user with the associated organization.  When creating a new contact, the system will now default the contact Assigned To field, matching it to the Organization "Assigned To".   When Org Assigned To changes, the system updates all associated contacts synchronizing the Assigned To user with the Organization. 

Adding Contacts via the Outlook Add-In

Contacts may be added to the system through our Outlook Add-In by following the instructions listed below: