wiki:UNIS/contacts

Contacts

Contact Home Page

In UNIS, every contact "belongs" to an organisation, and every contact has a home page. When you first log into the system, your own contact home page will be displayed.

The top half of the screen (above the tabs) gives basic information on the contact (i.e. the organisation the contact is linked to and general contact details). Detailed information on the contact can be found under the tabs as follows:

  • Details
    • Summary. Lists more detailed information on the contact (e.g. gender, date of birth and notes)
    • Expertise. Gives a detailed biography, a list of expertise keywords, and a list of professional qualifications and memberships

  • Projects
    • Owned. Lists all projects owned by the contact
    • Team Member. Lists all projects the contact is a team member of
    • Academic Principal Investigator. Lists all projects where the contact has the team member role of Academic Principal Investigator

  • Actions. Lists all associated actions (i.e. closed, overdue, pending and future). Note this tab is only visible when viewing your own contact page. Other users cannot see your Actions tab.
  • Collections. Lists all collections the contact owns, and is linked to
  • My Report Filters. Lists all saved search filters which are either owned by, or shared to you. Note this tab is only visible when viewing your own contact page. Other users cannot see your My Report Filters tab.
  • User Info. Note this tab is only visible when viewing your own contact page. Other users cannot see your User Info tab.
    • User Details. Shows your user name, login details (i.e. when you last logged in, and how many times you have logged in)

  • Security
    • Access Rights. Shows which individual users and collections of users have permission to see the contact in the system
    • Ownership. Shows who owns the contact, who created it, and who last modified it

Unsolicited Mail Flag

PLEASE NOTE: Every contact has an unsolicited mail flag to denote whether that person would like to receive marketing communications. By law, a person must explicitly opt in to receive such material. Hence, when adding a new contact to the system, this flag defaults to "yes" - i.e. do not send this contact such communications.

If a contact has stated they do not wish to receive such communications, this will be shown on their homepage as follows:

Add a new contact

Before adding a new contact, check that there is not already a record in the system by running a Basic Search. If the search returns no results, you are free to create a new contact.

As contacts "belong" to an organisation, you must add a contact from the home page of the relevant organisation (See searching for organisations for instructions on how to find an organisation in the system.)

From the home page of the organisation, click the Contacts tab, then click New Contact:

You will see the following screen:

Note the Restrict marketing mail flag. This should be left to "Yes" (i.e. do not email) unless the contact has explicitly stated they would like to receive marketing communications.

Also note that if you specify "Yes" for Source of expertise?, once the record has been saved you will then be able to add this additional information.

Enter the details, then click Ok. Before the record is saved, you will see a confirmation screen. Review the information and click Save. After the record is saved you will be taken back to the organisation home page to which that contact now "belongs". The new contact will be listed under the Contacts tab.

Edit an existing contact

To edit an existing contact, from the home page of that contact, click either Edit General Info or Edit Details:

  • Edit General Info - allows basic contact information to be changed - e.g. name, job title, email, telephone, fax and the restrict marketing flag
  • Edit Details - allows additional contact details to be changed - e.g. gender, DOB, notes

Edit Expertise

If Is source of expertise? was selected when adding a contact, an Expertise subtab will be visible under the Details tab. To edit the expertise of the contact (i.e. biography, keywords, qualifications and memberships), click Edit Expertise:

Archiving a contact

See Archiving Records

Searching for contacts

There are two ways to search for contacts in the system:

Last modified 2 years ago Last modified on 17 Sep 2015 10:27:39

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