Contacts - Overview
Updated
Contacts are used in a variety of places throughout the system:
- Project Contacts
- Bid Participant Contacts
For Projects, Contacts can be individuals outside the organization (ie from the Company Address Book) or they can be users that have been setup in the system (which can be staff from your company or external users who have been setup to access the system).
See Project Contacts - Overview for more information on how Contacts are used on Projects.
For Bid Participants, Contacts are individuals outside the organization that will be in the Company Address Book (Users setup to access the system are not available to be selected as Bid Participants).
See Bid Participant Contacts - Overview for more information on how Contacts are used on Bids.
Contacts (Company Address Book)
There is a master list of Contacts, which contain all the Contacts in the system (except for System Users which are a separate list). The master list contains both Project Contacts, Project Bid Participants and any other type of Contacts.
This master contact list is also referred to as the Company Address book.
Although this is a master contact list with ALL contacts, this list can be updated (added, edited, or deleted) from different places:
For new Contacts:
- Contacts can be added directly to the master Contacts list (and then added to individual projects and bids)
OR
- Contacts can be added directly from a project or a bid (and they are automatically added to the master Contacts list).
For editing Contacts:
- Contacts can be edited from the master Contacts list (and the Project Contact or Bid Contact is also automatically updated)
OR
- Contacts can be edited from the Projects Contacts or from Bid Participants (and the master Contacts list is automatically updated - which would in turn update the information about the contact for any other Projects or Bids they are attached to)
For deleting Contacts:
- Contacts can be deleted from being a Project Contact but they are left in the master Contacts list
- Contacts can be removed from being a Bid Participant Contact, but left in the master Contacts list (and left as being a bid participant contact for other projects)
OR
- Contacts can be removed from being a Bid Participant Contact, and at the same time deleted from the master Contacts list and from any other Project. When the Contact is selected to be deleted from being a Bid Participant contact for that project, a confirmation prompt appears and there is an option to also remove them from the master Contacts List. If this is turned on, they will be deleted from the master Contacts list and from being a Bid Participant on this project and any other project.
- Contacts can be deleted from the master Contacts list and they will be automatically deleted from all Project Contacts and Bid Lists
Next Steps
See Project Contacts - Overview for more information on how Contacts are used on Projects.
See Bid Participant Contacts - Overview for more information on how Contacts are used on Bids.
Add a Contact to the master list of Contacts (Company Address Book)
Add Bid Participant when preparing bids.
