Contacts

Last Updated OnAugust 25, 2023

A “contact” record represents a person, company, or group that has a role (direct or indirect) in managing assets and maintenance activities. This can include staff, vendors, or consultants. A contact record is required to grant access to the system, based on a designated security role.

Search for a contact

Expand “Contacts” on the sidebar navigation.
Select one of the list options:
- The “My Favorites” list includes contacts that you have indicated as your favorites.
- The “Groups” list includes all active contact groups.
- The “Staff” list includes all active staff members.
- The “Users” list includes all contacts that have access to log into the system.
- The “Search” list allows you enter criteria to search the full list of every contact.
  - Alternatively, leave blank to view all contact records. Select “Search Data” upon completion to view results.

Search Tips

Expand the “Data Filters” section to limit the results based on specific fields.
Select “Refresh List” to load an updated list; alternatively, select “Reset” to clear all of the filters.
Select the “copy” icon to copy a search URL to your clipboard for bookmarking or later use.
Select column headers to sort by column, alphabetically.

Add a new contact

Expand the “Contact” menu on the sidebar navigation.
Select “New” to add a contact.
Populate the fields. Data fields with an asterisk (*) are required.
Select “Save” upon completion.

For instructions on how to bulk load contacts, see Contact Import.

Person, Company, or Group

Indicate whether this contact is a person, company, or group.

A person contact may be a foreman, mechanic, or technician.
A company contact may be a vendor where you do not know the individuals.
A group may reflect common roles or functions.

Person Information

Populate the fields. Data fields with an asterisk (*) are required.

Type*: Select the contact type. (Do not select the “group” contact type.)
Person or Company: Select the “This contact is a person” value.
Last Name*: Enter the last name.
First Name: Enter the first name.
Middle Name: Optionally, enter the middle name.
Status*: Defaulted to Active. (For a contact that is no longer Active, change the Status. Contact Statuses may be added within the Configuration menu.)
Email Address: Enter the email address, especially if you plan to grant the user access to the system.
- Email addresses must be unique within an account.
- Email addresses must be unique across accounts on a server, once a Security Role is assigned.
Phone Number: Enter the phone number for the person.
- Capture extensions directly, such as (303) 555-1212 x123.
Company: Select the company of this contact. This field returns the list of existing company contact records.
Manager: Select the manager of this person. This field returns the list of existing person contact records.
Tracking Code: Enter a unique tracking code for this contact. The system will display a QR Code specific to this record which encodes the tracking code information. If no tracking code is provided, the system will display a QR Code directing the user to the record’s URL.
- After entering and saving a Tracking Code, the Encoder tool will become available to Asset Administrators to generate varying formats.
Tags: Enter keywords to quickly describe the contact.
- Tags can be used to create searchable connections to your record. For example, tag a vendor with helpful descriptions.
- Press “Enter” after each tag to create multiple tags.
External Identifier: A unique identifier that represents this record in an external system.
Comments: Enter your comments or notes for the contact. Comments are intended for your internal use.

Group Information

Populate the fields. Data fields with an asterisk (*) are required.

Type*: Select the “Group” value.
Group Name*: Enter the contact group name.
Status*: Defaulted to Active. (For a contact group that is no longer Active, change the Status to Archived. Contact Statuses may be added within the Configuration menu.)
Tracking Code: Enter a unique tracking code for this contact group.
Tags: Enter keywords to quickly describe the contact group. Tags are included in search results. To enter multiple tags, press Enter after each tag.
External Identifier: A unique identifier that represents this record in an external system.
Comments: Enter your comments or notes. Comments are intended for your internal use.

Photo

Upload a photo of the asset. This can be used for identification and verification.

Upload the photo: Choose the image to upload.

Assetas User Access

Toggle to allow this contact to access the system. Typically only Account Administrators have access to enable this functionality. This section is not visible for contact groups.

Grant Access: Grant this contact permission to log into the system.
Security Role: If access is allowed, select the security role to grant this user.

Once access has been granted, additional user log-on functionality will appear on the contact page.

Edit Access: Edit this user’s website access. Upon selecting this option, you can confirm or update the contact’s email address and security role.
Email Logon Instructions: Email the user instructions on how to log on. Upon selecting this option, you can review the email that will be sent to that user and confirm the option to Send.
Edit Preferences: Edit the user’s preferences.
Reset Preferences: Reset the user’s Date & Time, Table, and Report preferences to the default values.
Revoke Access: Revoke the user’s ability to log into the website. On the next page, confirm that this contact will no longer be able to log into this website by selecting “Revoke Access”.
- Note that the contact’s record will remain in the system even if access is revoked.
Set Dashboard: Sets the dashboard for this user.
- When changing a user’s security role, the user will see the changes after the next login.
- After updating an existing user’s security role, the user will continue to see their original dashboard, with indicators where a dashboard control is no longer accessible to them. We recommend pairing a security role update with a corresponding default dashboard update appropriate to that role.
- If a user has never logged into the system, and the security role provisioned has exactly one default dashboard template, this dashboard will be automatically applied to the user.
Set Password: Sets or resets a password for the user. Click or tap on the fingerprint icon to set a randomly generated password that you can share with the user.
Manage External Logins: Manage the external logins (Google and/or Microsoft) for this user. On the next page, view the external logins and click the delete icon to optionally remove the connection.

Lock or unlock a contact

A locked contact allows users with appropriate access to view the contact details, while users with appropriate access can both view and edit an unlocked contact.

Locate the contact record and select the View/Edit button for the desired contact.
Toggle the “Lock” or “Unlock” button in the Details section.

Rotate photo

Rotate the thumbnail photo used for the contact.

Locate the contact record and select the View/Edit button for the desired contact.
Click the “Rotate” button below the thumbnail.
- Note, this only changes the orientation of the thumbnail photo – it does not change the associated document.

Change photo

This tool allows the user to change or remove the thumbnail used for a contact. It also allows the user to upload the new photo as a document associated to the contact.

Locate the contact record and select the View/Edit button for the desired contact.
Select the “Change Photo” button below the thumbnail or initials.
Populate the fields. Data fields with an asterisk (*) are required.
- Choose the new photo to use*: Choose whether to use the initials of the contact, upload a photo of the contact, or use a camera to take a photo of the contact.
- Photo to Upload: Choose the photo to upload. This is only visible if ‘Upload a photo…’ is chosen above.
  - Note, acceptable file types are determined by the browser. Generally, the following are accepted: JPEG, GIF, PNG, and BMP.
- Also Attach as Document: In addition to using as the contact photo as a thumbnail, toggle to also attach to the contact as a document. Defaults to yes.
- Take Photo: Takes a photo using a device camera. Can be repeated before saving a photo. This field is only visible if ‘Use your webcam…’ is chosen above.
Select “Save” upon completion.

Add attributes

Attributes are custom fields to capture additional data points, such as employment details, certifications, or personal information.

Locate the contact record and select the View/Edit button for the desired contact.
Select the “Edit” button in the Attributes section.
Populate the fields per the data type validations. Data fields with an asterisk (*) are required.
Select “Save” upon completion.

Attribute Tips

For attributes that are configured for data types of Date, Time, or DateTime , double-clicking (or double-tapping if on a phone or tablet) the calendar or clock icons to the right of the question will auto-fill the data to the current date and/or time.

Add an email address

Email addresses streamline communication between personnel and can be used by Assetas to distribute notifications.

Locate the contact record and select the View/Edit button for the desired contact.
Select the “Add” button in the Email Addresses section.
Populate the fields. Data fields with an asterisk (*) are required.
- Type*: Select “Work” or “Personal” for the type of email address.
- Email Address*: Enter the email address of the contact.
- Use: Toggle if this email address should be used to communicate with the contact.
- Comments: Enter your comments or notes. Comments are intended for your internal use.
Select “Save” upon completion.

Add a phone number

Phone numbers support direct communication between personnel and can be embedded within Assetas records to facilitate task completion.

Locate the contact record and select the View/Edit button for the desired contact.
Select the “Add” button in the Phone Numbers section.
Populate the fields. Data fields with an asterisk (*) are required.
- Type*: Select “Home”, “Mobile”, or “Work” for the type of phone number
- Phone Number*: Enter the phone number of the contact.
  - The combination of the type and phone number must be unique to save.
- Use: Toggle if this phone number should be used to communicate with the contact.
- Comments: Enter your comments or notes. Comments are intended for your internal use.
Select “Save” upon completion.

Add an address

Addresses can be used to automatically populate reports and generate maps.

Locate the contact record and select the View/Edit button for the desired contact.
Select the “Add” button in the Addresses section.
Populate the fields. Data fields with an asterisk (*) are required.
- Type: Select the address type, such as physical or mailing.
- Street Line 1: Enter the street number and name as registered with the post office.
- Street Line 2: Optionally, enter the second line of the street address.
- City: Enter the city name.
- State: Select the state from the drop-down list.
- Postal Code: Enter the postal code.
- County: Select the county.
- Country: Defaulted to the United States of America.
- Use: Toggle on if this address should be used for communication.
- Comments: Enter your comments or notes. Comments are intended for your internal use.

Add contact, asset, and document associations

Associations allow you to link records in various combinations to capture relationships.

Locate the contact record and select the View/Edit button for the desired contact.
Select the “Add” or “Associate” button in the desired Associated records section.
Populate the fields. Data fields with an asterisk (*) are required.
Select “Save” upon completion.

Associated Records Tips

Contact associations can be created with other assets, contacts, or documents. Associations can be created at either the parent or child record. Here are common uses of association records.

Managed contacts track company hierarchies by noting which contact is the manager.
Associated contacts capture relationships between contact records. Common relationships include associating individual people to contact groups for email notifications.
Associated assets capture the assets for which contacts have a responsibility (directly or indirectly). Common relationships include Foreman, Technician, or Supervisor.
Associated documents capture records that pertain to this contact, such as training certificates or employment information.

View form and task associations

Associations allow you to link records in various combinations to capture relationships.

Locate the contact record and select the View/Edit button for the desired contact.
Select the “View or Edit” button under the Actions heading to the right of each associated form or task to open the form or task.

If more than five forms or tasks are associated with the contact, the “Full List” button will display all associated forms or tasks.

Reassign Draft Forms

Draft forms may be reassigned to another contact record.

Scroll to Associated Forms, then click the Reassign button in the heading. On the following page, select the new contact to assign the draft forms to, and select which draft forms should be reassigned.

Reassign Open Tasks

Open tasks may be reassigned to another contact record.

Scroll to Associated Tasks, then click the Reassign button in the heading. On the following page, select the new contact to assign the open tasks to, and select which tasks should be reassigned.

Add correspondence

Correspondence records capture communication and serve as an audit trail for decision points and discussion notes.

Locate the contact record and select the View/Edit button for the desired contact.
Select the “Add” button in the Correspondence section.
Populate the fields. Data fields with an asterisk (*) are required.
- Date*: Enter the date and time of the correspondence.
- Type*: Enter the type of correspondence (e.g., Phone, Email).
- Contact*: Select the correspondence contact.
- Description: Enter the description of the correspondence.
Select “Save” upon completion.

Manage contacts

Locate the contact record.
To the right of each record, under the Actions menu, you may:
- View detailed information or edit the contact.
- Indicate record as a favorite.
- Open the contact in the explorer view to visualize associations.
- Download this contact for importing into another database.
  - Note, importing a contact group will create the associations between the individual contacts and the contact group if the contacts already exist. Prior to importing individual contacts, confirm that the contact type.
- Copy this contact as a new contact. Copying a contact group will also copy associations to underlying contacts, assets, and documents.
- Delete this contact and all associated data.