Purpose Statement
The Contact Directory provides a centralized location for managing contact information across supported areas of the application. Contacts from Pre-Plans, Inspections, and Occupancies are available through the directory, allowing users to maintain consistent contact information and reuse existing records.
Using a centralized Contact Directory helps improve data accuracy and reduce duplicate contact records.
Background Information
The Contact Directory consolidates contacts used within Pre-Plans, Inspections, and Occupancies into a single contact list.
From the Contact List, users can search and filter contacts, configure views, create contacts, and—depending on their roles and permissions—edit, delete, or merge contact records. Contacts stored in the directory can also be searched and reused when adding contacts to supported records.
Custom views provide additional flexibility by allowing users to define filtering criteria, select displayed columns, configure sorting, and control who can access a view.
Required Permissions
The transcript does not identify specific permission names required for the Contact Directory.
Available actions depend on the user's assigned roles and permissions. This includes the ability to edit or delete individual contacts and perform bulk deletion.
Verify that the user's assigned role provides the appropriate Contact Directory access before attempting contact-management actions.
Warning:
Contact Directory will be live and data will be migrated between 9/15-9/16.
Video
Step-by-Step Guide
Access the Contact Directory
Open the module stack
Navigate to the module stack within the application.
Open the Contact Directory
Select Contact Directory.
Open the Contact List
Select Contact List.
The Contact List displays contacts pulled from supported Pre-Plans, Inspections, and Occupancies.
Manage Contact List Views
Open the Views menu
From the upper-left corner of the Contact List, open the Views dropdown.
Available view categories include:
- Favorite Views
- Predefined Views
- Custom Views
Shared With Me
Add a view to Favorites
Select the star beside a view to add it to your Favorite Views.
Favorited views are moved into the Favorites section for easier access.
Set your default view
Use the pin control beside the appropriate view to determine which view opens when you navigate to the Contact List.
Open additional view options
Select the ellipsis beside a view.
For a personal view, available options can include:
- Edit
- Add View
- Clone
- Copy Link
- Delete
Predefined views provide more limited options, such as adding a view, cloning the view, or copying its link.
Create a Custom View
Select Add View
From the Views menu, select the option to Add View.
Name the view
Enter a name that identifies the purpose of the view.
Choose a filter field
Select the information you want to use to filter contacts.
Available examples include:
- Contact ID
- Full Name
- Contact Type
- Company Name
Configure the criteria
Select an operator appropriate for the selected field and define the criteria.
For example, Contact Type can use operators such as In or Not In.
Numeric fields, such as Contact ID, provide numerical operators. Selecting Between, for example, allows you to specify a range.
Add additional criteria
Select Add Criteria to create another filtering condition.
Choose AND or OR when using multiple criteria
Configure how multiple criteria should work together.
AND creates a narrower search because contacts must satisfy the combined criteria.
OR creates a broader search because contacts can satisfy either condition.
Configure view sharing
Choose who can access the view:
- Only Me
- Everyone
- Selected Users
When sharing with selected users, you can select users, ranks, or roles.
If the option allowing other users to apply changes is enabled, those users can modify the values and filtering configured for the shared view. Use this option carefully.
Configure pagination
Select the desired pagination setting based on the number of contacts you want displayed.
Add columns
Select Add and choose the columns you want displayed.
Examples include:
- Contact Type
- Phone
- Company Name
- ID Number
- Arrange the columns
Reorder the selected columns to control how they appear in the Contact List.
You can also remove a column using the X or pin a column.
A pinned column remains on the left side of the list while you scroll horizontally.
- Configure sorting
Select the information you want to sort and choose Ascending or Descending.
Additional sorting criteria can be configured as needed.
- Save the view
Select Save.
The Contact List displays using the settings configured for the view.
Search and Filter Contacts
Open the Contact List
Navigate to Contact Directory > Contact List.
Use the available filters
Use the filter options on the right side of the Contact List to narrow the displayed records.
For example, select one or more values under Contact Type to filter the list.
Use the general search
Enter at least three characters or three numbers into the general search field.
Run the search
Select the search option to narrow the Contact List based on the entered information.
Create a Contact
Select Add Contact
From the Contact List, select the option to add a contact.
Select the Contact Type
Choose the appropriate (required) Contact Type.
Enter the contact's name
Enter the contact's (required) First Name and Last Name.
The transcript identifies Contact Type, First Name, and Last Name as the information required to create the contact.
Enter additional information
Add any additional information available for the contact, including:
- Pronouns
- Company Name
- Title or Job Role
- Responsibility
- Address
- City
- State
- ZIP Code
- Phone
- Notes
Add a phone number
Select the + option in the phone section.
Choose the applicable phone type:
- Mobile
- Home
- Work
Enter the phone number.
Repeat the process if additional phone numbers are needed.
Add an email address
Enter an email address when available.
If an email entry is not needed, use the delete control to remove the field.
Add notes
Enter any pertinent notes associated with the contact.
Save the contact
Select Save after entering the available information.
The contact is added to the Contact List.
Merge Duplicate Contacts
Identify the duplicate contacts
From the Contact List, locate the contacts that should be combined.
Select the contacts
Use the bulk-selection controls to select the duplicate records.
You can select up to five contacts for a merge.
The Merge option becomes available when an eligible number of contacts is selected. Selecting more than five prevents the merge option from being available.
Select Merge
Select Merge to open the Merge Contacts workflow.
Review the Preview column
Expand the Preview column as needed.
The Preview represents how the final master contact will appear.
Select the base contact
Review the selected records and choose the contact containing the most appropriate or complete information to serve as the base contact.
Information from the base contact populates the Preview first.
Review each field
Work through the available rows and select the correct information you want retained in the master contact.
Review information such as:
- Contact Type
- Name
- Company
- Job Title
- Responsibility
- Address
- Notes
- Phone Numbers
- Email Addresses
Phone numbers and email addresses support multiple selections.
Review the master contact
After validating the information, proceed with the merge.
Review how the final contact will appear and verify that the correct information has been selected.
Select Merge
Select Next to continue to the confirmation step.
Review the permanent deletion warning
The remaining contacts included in the merge will be permanently deleted.
This action cannot be undone.
- Acknowledge the warning
Select the acknowledgment checkbox confirming that you understand the impact of the action and want to proceed.
- Complete the merge
Select the red Merge button.
The selected contacts are combined into a single contact containing the information selected during the merge process.
Use Global Contacts in Pre-Plans and Inspections
Add in Existing Contact to a Pre-Plan
Open the Pre-Plan
Navigate to the applicable Pre-Plan record.
Open the Contacts section
Select Contacts within the Pre-Plan.
Select Add New
Select Add New to open the contact entry workflow.
Search for an existing contact
Use the contact search field to locate an existing contact.
You can search using the contact's:
- Full name
- Phone number
- Email address
The search pulls matching contact information from the Global Contact Directory.
Review the search results
Review the contacts returned by the search and identify the correct person.
Contact information displayed in the results is generated from the contact's record in the Global Contact Directory.
Select the contact
Select the appropriate contact from the search results to associate that contact with the Pre-Plan.
Add an Existing Contact to an Inspection
Open the Inspection
Navigate to the applicable Inspection record.
Open the Contacts section
Scroll to or select the Contacts section within the Inspection.
Add a contact
Select the option to add a contact.
Search the Global Contact Directory
Use the search field to locate an existing contact by:
- Full name
- Phone number
- Email address
Review the matching contact
Confirm that the contact returned from the Global Contact Directory is the correct person.
Select the contact
Select the appropriate contact from the search results to associate that contact with the Inspection.
Best Practices
- Search for an existing contact before creating a new record to help prevent duplicates.
- Create custom views for frequently used combinations of contacts and filters.
- Favorite commonly used views for quicker access.
- Pin the view you use most frequently as your default Contact List view.
- Use AND when multiple filter conditions must all be satisfied and OR when a broader result set is needed.
- Use caution when allowing other users to modify shared views because their changes can alter the view's filtering and configuration.
- Add as much accurate information as possible when creating contacts.
- Carefully validate every field before completing a contact merge.
- Remember that merging permanently deletes the other selected contact records and cannot be undone.
- Reuse Global Contact Directory records in Pre-Plans and Inspections instead of creating duplicate contacts.
Troubleshooting & FAQs
Why can't I edit or delete a contact?
The ability to edit or delete contacts depends on your assigned roles and permissions.
Why can't I bulk delete contacts?
Bulk deletion can also be restricted by roles and permissions.
How many characters do I need to enter in the Contact List search?
Enter at least three characters or three numbers before running the general search.
What is the difference between AND and OR in a custom view?
AND narrows the results by requiring the configured criteria to work together. OR broadens the results by allowing contacts that satisfy either criterion to appear.
What happens when I pin a column?
The pinned column remains on the left side of the Contact List even when you scroll horizontally.
Can I share a custom view?
Yes. A view can be configured for only you, everyone, or selected users. Selected users can be identified by users, ranks, or roles.
Should I allow other users to make changes to my shared view?
Use this setting with caution. Users who are allowed to apply changes can modify the values or filtering configured for the view.
What information is required to create a contact?
The demonstrated workflow requires Contact Type, First Name, and Last Name.
Can a contact have multiple phone numbers?
Yes. Multiple phone numbers can be added, and each number can be identified as Mobile, Home, or Work.
How many contacts can I merge at once?
The demonstrated workflow supports merging up to five contacts.
Can I undo a contact merge?
No. The merge confirmation specifically warns that the other contacts will be permanently deleted and that the action cannot be undone.
Can contacts from the Contact Directory be used in other modules?
Yes. The transcript demonstrates searching Global Contacts when adding contacts to Pre-Plans and Inspections. The Contact Directory also consolidates contacts from Pre-Plans, Inspections, and Occupancies.