Administration: Contacts

Contacts are profiles of identification and contact information for the people and entities involved in your corporation's operations, from those working inside the corporation (such as employees and contractors) to those outside (such as product manufacturers and suppliers). A comprehensive contact list not only provides a convenient "address book" full of useful contact information, but also supports other Comply Plus features.

Which Comply Plus features a contact supports depends on its type. The following contact types are available:

● Contact: A person or organization with which your corporation or facility has contact. When a contact does not fit any of the other, more specific types below, it should be of the Contact type.

Supported feature: Any contact of the Contact type can be linked to a user account. This is recommended, as it expands the user's data to include comprehensive contact information. You can do the same with an Employee contact (see below).

● Contractor: A person or organization doing contract work for your corporation or facility.

Supported feature: If your site has the Material Request & Approval module licensed (see Material Request & Approval), your site's Contractor contacts are the contractors that can be selected by a user performing a Contractors task. For details, see MRAP Task Type: Contractors.

● Employee: An employee of your corporation or facility. Employees are organized by employee type; for details on viewing and managing employee types, see Administration: Employee Types.

Supported feature: Any Employee contact can be linked to a user account. This is recommended, as it expands the user's data to include comprehensive contact information. You can do the same with a contact of the more general Contact type (see above).

● Manufacturer/Supplier: An entity—or a representative thereof—that manufactures or supplies a product for your organization. Each Manufacturer/Supplier contact can be linked to one manufacturer defined in your system (see Administration: Manufacturers) to provide contact information for that manufacturer or its representative. Any number of Manufacturer/Supplier contacts can be linked to a single manufacturer. Like Employees (see previous), Manufacturers/Suppliers are organized by type; for details on viewing and managing manufacturer/supplier types, see Administration: Manufacturer/Supplier Types.

Supported features:

● When a manufacturer is selected in an SDS's primary information, you can also select one of this manufacturer's linked Manufacturer/Supplier contacts as the manufacturer contact for that product. For details, see SDS Primary Information.

● If your site has the Material Request & Approval module licensed (see Material Request & Approval), your site's Manufacturer/Supplier contacts are the manufacturers/suppliers that can be selected by a user performing a Manufacturers/Suppliers task. For details, see MRAP Task Type: Manufacturers/Suppliers.

Any contact created at the Corporate site becomes visible and accessible at all sites. Any contact created at a local site is visible and accessible at that site only.

To view your site's contacts:

Starting at the Application Administration page (How do I get there?), do the following:

1. In the menu on the left, under DATA, click Contacts.

The administrative Contacts page opens, showing all contacts of the Contact type that are available at your site. Any inactive contact's name is shown in gray italics with (inactive) next to it. The Scope column shows where each contact was created:

Created at Corporate (visible at all sites)

Created at your local site (visible at this site only)

2. Do any of the following:

● To sort the contact list by a different column: Click any blue column header to sort the contact list by that column: Full Name, Title, or Department.

● To view contacts of other types: Click any of the types listed in the menu on the left, under Contacts: Contractors, Mfrs/Suppliers, or Employees.

● To search any of the contact lists: In the field below the list, enter the name you seek (in full or in part). Then click Find or press Enter to highlight the first name in the list matching or containing your entry. Click Find or press Enter again to highlight each successive match.

If you have permission to edit contacts, see the following topics for details:

● Creating a Contact: Define a new person or entity in your contact list.

● Editing a Contact: Update the properties of a contact, including its identification, type, contact information, and/or active/inactive status.

● Deleting a Contact: Permanently remove a contact from your system.