4 Contacts Management

This chapter covers managing contacts:

  • Contacts are usually created by a Supplier user, however Retailer users can be granted the Supplier Contacts Administrator authority profile to allow them to create contacts.

  • Contacts are created by the Supplier users that have the Supplier Administrator or Site Administrator roles/authority profiles.

  • Supplier users access contacts through the Contacts tab on their Company /Company Details record and their Site records. They only have visibility to the contacts in their organization and only the sites with which they are associated.

  • Retailer users access contacts through the Supplier/Contacts list view or Contacts tab in the individual supplier and site records. They have visibility to all contacts for all suppliers and sites.

  • Contacts can be assigned to the supplier and/or the site by creating a single contact record and assigning the relevant roles. Site contacts can be assigned to all or just specific sites, however when they are created as a user, they may have been associated to specific sites, in which case they would only be able to be a contact for those sites.

  • A contact may or may not be a user of the system. This allows, for example, a contact of a CEO to be created for reference purposes without the need to set them up as a user of the system.

  • When a contact is created, the pick-list allows an existing user of the system or the name of a non-user to be selected.

  • The set of contact roles is configurable. Each portal can build their own set of roles that contacts are to be recorded for at the supplier and site levels:

    • The roles may be set as mandatory, in which case, a contact must be assigned to that role for the supplier/site account to be approved.

    • Some roles are mandatory because they are used by the system to automatically notify the relevant users as part of the system's workflow. For example, an Audit Main Contact would be notified when an audit requires action.

    • Where there are mandatory roles that have not been assigned a contact, the supplier/site administrator is alerted through the Urgent Item Manager (UIM) app.

This chapter covers the following topics: