Contacts

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With Contacts you can add a new contact, edit contact information, assign contact to contact groups and convert contacts to users, (see Users for detailed information about portal users). Select Contacts  under Coordination & Collaboration .
The information and functionality you can see and use depends of the value of Contact visibility.

If Contact visibility is set to:

  • personal contact: Only user who "owns" the contact can edit/delete
  • all users in lobby: User who "owns" the contact and portaladmin can edit/delete
  • all users on portal: User who "owns" the contact, portaladmin and all room admins can edit/delete
  • all users in selected rooms: User who "owns" the contact and portaladmin can edit/delete, room admins in room where contact is visible can edit

NOTE: Contact Visibility also affects whether you want to use a contact as a Contact resource in the Resource Planner. For example, you cannot use a contact in the resource planner of the Lobby, unless the contact is set as visible also in the Lobby, it works the same way in a room. If you want to use the Contact resource throughout the whole portal, then select Visible to all users on the portal.

 

Contents

 

 

Contact list

 

If you select the tab Contact list you get a list of contacts where you can see more information about every contact. In this view you can add, delete and change contacts and contact information.

Add a new contact
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Click on the button New contact  in the toolbar
  4. Add Contact details for the new contact in the Add new contact window. NOTE: Fields marked with a * is mandatory
  5. Click on the Save button

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button
 

Edit contact details
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Select the contact you want to edit, (by checking the checkbox in front of the desired contact or click on the contact in the contact list), and then click on the button Edit contact details  in the toolbar
  4. Edit Contact details information.
  5. Click on the Save button

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button
 

Delete contact
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Select the contact you want to edit, (by checking the checkbox in front of the desired contact or click on the contact in the contact list), and then click on the button Delete contact  in the toolbar.

 

Import and Export of contacts

You got the possibility to import and export contacts to your Contact list. NOTE! The file must be in the *.vcf format.

You can only import/export one contact at a time.

Import contact information

To import a contact do like this:

  1. Choose Contacts  under Coordination & Collaboration  .
  2. Click on the button Import of contact information .
  3. Select the file you want to import by clicking the button Browse.
  4. When you have selected the file you want to import, click on the button Send.
 
Export contact information

To export a contact do like this:

  1. Choose Contacts  under Coordination & Collaboration  .
  2. Select the contact you want to export by checking the box beside the contact with the mouse.
  3. Click on the button Export of user information .
  4. A window appears where you can choose to open the file or choose to save the file. Depending on which operating system and web browser your computer is running, you get different questions and windows. For example, if you in Windows 7 and Internet Explorer click on the down arrow beside Save you get the possibility to use Save as and choose the location to download your file to. Choose where to save the *.vcf file.
  5. Click on the button Save.

 

Assign contact to group
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Select the contact you want to edit, (by checking the checkbox in front of the desired contact or click on the contact in the contact list), and then click on the button Assign contact to group in the toolbar
  4. Select one of the defined contact groups in the Select group drop-down menu.
  5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

Convert a contact to a user
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Select the contact you want to edit, (by checking the checkbox in front of the desired contact or click on the contact in the contact list), and then click on the button Convert contact to user in the toolbar
  4. Select Member type for the selected contact, (the selection of the member type control access rights in the portal).
  5. If the contact shall be a member of one or several rooms, select the room/rooms from the Available rooms list, (click on the rooms name in the Available rooms list to select the room). If you want to remove one room from the Selected rooms list, select the rooms name in the list and click on the arrow button.
  6. The user information, including a system generated password, will be sent to new users in the portal when you click on the button Convert. This password can be changed by the users later. Read more about this in My settings. If you don't want the users to receive a mail with a system generated password, you can choose to enter a password for the new users yourself. This is done by removing the marking in the box Notify user via email. You then get a field where you can enter the desired password.
  7. Click on the Convert button

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button

Search contact
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Click on the button Search contact  in the toolbar
  4. Use drop-down menus to define the search criteria.
  5. Add a search text/value in the text field.
  6. Click on the Add button.
  7. Click on the button Search in the toolbar.
  8. If you want to remove all search condition from the list, click on the button Clear in the toolbar.

 

Send SMS to a contact

NOTE: You must have defined a phone number to the contacts cell phone to use this function. This is an additional service. You must purchase SMS credits before you can start to use this service. For more information about this please contact our sales department.

  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Choose the resource that you wish to send an SMS to, (by checking the checkbox in front of the desired contact or click on the contact in the contact list), and click on the button SMS in the toolbar.
  4. Enter the message in the message field in the SMS pop-up window.
  5. Click on the button Send to send the message.
 
Add a Note to one contact
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Select the contact where you want to add a note, (by checking the checkbox in front of the desired contact or click on the contact in the contact list), and click on the button … in the Note column.
  4. Click on the button Add note in the toolbar in the Notes pop-up window.
  5. Enter the note in the message field in the Add note pop-up window.
  6. Click on the button Save to save the note.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button
 

Edit a contact Note
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Select the contact you want to edit a note, (by checking the checkbox in front of the desired contact or click on the contact in the contact list), and click on the button … in the Note column.
  4. Select the note you want to edit, (by checking the checkbox in front of the desired note or click on the note in the note list).
  5. Click on the button Edit note in the toolbar in the Notes pop-up window.
  6. Edit the note in the Edit note pop-up window.
  7. Click on the button Update to save the note.
  8. Click on the button OK to confirm.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button
 

Delete a contact Note
  1. Choose Contacts  under Coordination & Collaboration .
  2. Click on the tab Contact list.
  3. Select the contact where you want to delete a note, (by checking the checkbox in front of the desired contact or click on the contact in the contact list), and click on the button … in the Note column.
  4. Select the note you want to delete, (by checking the checkbox in front of the desired note or click on the note in the note list).
  5. Click on the button Delete note  in the toolbar in the Notes pop-up window.
  6. Click on the button Yes to save the note.

If you regret your changes or you don’t want to save the added/modified parameters, click on the No button

 

Contact list per group

 

If you select the tab Contact list per group you get a list of contacts group and all contacts that are members of the groups. In this view you can add, delete and change contacts and contact information, the functionality in this view is identical to functionality in the tab Contact list, see Contact list above. You reach this view by choosing Contacts  under Coordination & Collaboration  and click on the tab Contact list per group.