Contacts
The Contacts Manager is used to record information about the people related to an organisation.
Contacts can be attached to many entities within Concept Evolution, these include Buildings, Assets and Contacts. The Contacts Manager is also used on the Advanced Helpdesk for rapid entry of the person or reporter logging an issue.
Facilities > Contacts
The link will open the Contacts grid. It is a grid view which can be searched, sorted and customised as normal.
To add a new Contact click New 
, to edit and existing Contact click Edit 
. A pop up window will appear which will allow the creation or amendment of a Contact.
| Personnel Details
|
|
| First Name |
The first name of the Contact. |
| Surname |
The surname of the Contact. |
| Title |
The title of the Contact e.g. Mr, Mrs, Dr. |
| Job Title |
The job title of the Contact. |
| Staff ID |
The staff identification number of the Contact. |
| Contact Class |
From the drop down select the Contact Classes of the Contact - for more information see Contact Classes |
| Company |
From the drop down select the company the Contact is associated with - the drop down is linked to Suppliers . |
| User Account |
From the drop down select the User Account - the drop down is connected to User Accounts. If the User has access to Widgets that require Contact information, connecting this drop down will cause the widget to auto populate the Contact details. |
| Contact Details
|
|
| Office |
The office telephone number - This field will auto populate phone number on the Advanced Helpdesk and Helpdesk Widgets. |
| Mobile |
The mobile number of the Contact, |
| Home |
The home number of the Contact. |
| Fax |
The fax number of the Contact. |
| Other |
Any other contact number for the Contact. |
| Bleeper |
The bleeper or pager number of the Contact. |
| Email1 |
The Email of the Contact - This field will auto populate email on the Advanced Helpdesk and Helpdesk Widgets. |
| Email2 |
A secondary Email of the Contact. |
| LDAP ID |
The Contacts LDAP (Lightweight Directory Access Protocol) Identification. |
| Picture URL |
The URL Link to the Contacts Picture. |
| Address |
The address of the Contact. |
| Postcode |
The postcode of the Contact. |
| Country |
From the drop down select the Country of the Contact - for more information see Countries. Available from 4.4.5 as a drop down. |
| General Details
|
|
| Employee Type |
From the drop down select the Contacts Employee Type - for more information see Employment Types |
| Position |
From the drop down select the Contacts Position - for more information see Positions |
| Desk Status |
From the drop down select the Contacts Desk Status- for more information see . |
| Team |
From the drop down select the Contacts Team - for more information see Team. |
| Grid Reference |
The grid reference of the Contact for use with work space management. |
| Directory Qty |
The directory quantity of the Contact. |
| Desk No. |
The desk number of the Contact. |
| Joining Date |
The joining date of the Contact. |
| Leaving Date |
The leaving date of the Contact. |
| First Aider |
Check the box if the Contact is a first aider. |
| First Aid Expiry |
The date the Contact's first aid certificate expiries. |
| Fire Warden |
Check the box if the Contact is a fire warden. |
| Security Number |
The Contact's security number. |
| Sec. No. Expiry |
The expiry date of the Contact's security number. |
| Photo ID No |
The Contact's photo ID number. |
| Photograph |
Other information relating to the Contact's photograph. |
| Car Registration 1 |
The car registration of the Contact. |
| Car Registration 2 |
A secondary car registration for the Contact. |
| Car Park |
The car park / space allocation of the Contact. |
| Working in
|
|
| Department |
From the drop down select the Contact's Department - for more information see Departments |
| Dept. Group |
Department Group will be auto populated from the selection of Department, providing the Department has been placed in a Department Group - for more information see Department Groups. |
| Element |
From the drop down select the Contact's Department Elements - the available list will filter according to the Department the Contact has been assigned to. A Department must be linked to be able to connect Elements - for more information see Department Elements |
| Manager |
From the drop down select the Contacts Manager - This connects to the Contacts Manager. |
| Building |
From the drop down select the Building the Contact is situated in - for more information see Building Register. |
| Location |
From the drop down select the Location the Contact is situated in - the location list will filter according to the Building selection, the Building must be selected before a Location can be chosen - for more information see Location Register. |
| Belonging to
|
|
| Department |
From the drop down select the Department that the Contact belongs to. |
| Dept Group |
Department Group will be auto populated from the selection of Department, providing the Department has been placed in a Department Group. |
| Cost Info
|
|
| Cost Centre |
From the drop down select the Cost Centre the Contact belongs to - for more information see Cost Centres |
| Cost Code |
From the drop down select the Cost Code the Contact Belongs to - the Cost Code list will filter according to the Cost Centre selected, the Cost Centre must be selected before a Cost Code can be chosen - for more information see Cost Codes |
| General Notes
|
|
| General Notes |
Free text general notes regarding the Contact. |
| Special Needs
|
|
| Disabilities |
Check the box if the Contact has a disability. |
| Special Needs |
Free text detailing any special requirements or needs of the Contact. |
Available from 4.8.0.0
| Communication Preference |
From the drop down set the preference for the Contact to be opted in or out of receiving automated emails generated by the system via standard functionality of workflows |
| Last Updated |
System generated to show when the preference was last updated |
| Last Updated By |
System generated to show who last updated the preference |
Complete the fields and click Save 
.
Once the Contact header has been completed and saved a sub navigation will appear to allow additional entities to be assigned.
These include:
- Assign Activities
- Assign Assets
- Associated Locations
- Buildings
Assign Activities
Click to view more detail.
Within day-to-day operations, Contacts may be required to undertake certain activities. For example: fire drills and staff induction. Assigned Activities can be used to record these.
Facilities > Contacts - Assign Activities
The link will open the Contacts / Activity grid. It is a grid view that can be customised and sorted as normal.
To add a new Activity click New , to edit and existing Activity click Edit . A pop up window will appear which will allow the creation or amendment of a Activity.
| Date |
The date the Contact completed the Activity. |
| Activity |
From the drop down select the Activity Type the Contact has completed. |
| Result |
Enter the result of the Activity for example: pass or 98% |
| Renewal Date |
The date that the Activity should be renewed or retaken. |
Complete the fields and click Save and Close 
.
To create Activity Types see
Assign Assets
Click to view more detail.
Assets can be assigned to a Contact, this keeps a record of who has borrowed equipment and when it was returned.
Facilities > Contacts - Assign Assets
The link will open the Contacts / Asset grid. It is a grid view that can be customised and sorted as normal.
To add a new Contact Asset Assignment click New , to edit and existing Contact Asset Assignment click Edit . A pop up window will appear which will allow the creation or amendment of an Assigned Asset
| Asset |
From the drop down select the Asset the Contact is taking charge of. |
| Allocated |
Enter the date the Asset was allocated to the Contact. |
| Returned |
Enter the date the Contact returned the Asset. |
Complete the fields and click Save and Close .
To create Assets see Assets
Associated Locations
Click to view more detail.
Contacts can be assigned to multiple Locations. If multiple locations are applied when the Contact is selected on the Helpdesk or within the Helpdesk Widget, a pop up window will appear showing the assigned multiple Locations.
Available from 4.4.8
This feature was also made available in the Helpdesk widget in 4.4.8.
Facilities > Contacts - Associated Locations
The link will open the Contacts / Associated Locations grid. It is a grid view that can be customised and sorted as normal.
To assign Locations click Assign 
, entities in the right hand assignment window are connected.
To create Locations see Location Register
Buildings
Click to view more detail.
A Contact can be directly assigned as a Building Contact. Assigning Buildings to a Contact will auto populate the Building Contacts.
Facilities > Contacts -Buildings
The link will open the Contacts / Building grid. It is a grid view that can be customised and sorted as normal
To assign Buildings click Assign , entities in the right hand assignment window are connected.
To create Buildings see Building Register
Additional Icons
|
Contact Status |
Available from 4.8.0.0
From the drop down select the Contact Status
To create a Contact Status see Contact Status
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