Search allows you to search for any contacts within the system, filter through contacts or export a list of contacts as a PDF or an excel file. Clicking on this option will open the page shown below:
The list of contact records contains the following information:
- Email Address
- Job Title
- Company Name
- Last Updated
- Record ID
You can also sort items by grouping them; to do this drag the column header that you wish to group by into the blue box above the columns. This will sort the contacts into groups defined by the column header, an example is shown below. I chose to sort the contacts by Job Title so dragged it into the blue box above the columns, as you can see the contacts have now been grouped by Job Title.
To change the order that the contacts are displayed in click the column header that you wish to organise by. Clicking once will arrange them in alphabetical order defined by the information in that column; an example is shown below.
Clicking the column header for a second time will arrange the contacts in reverse alphabetical order as shown below.
Clicking the column header for a third time will return the contacts to displaying in the original order.
- Export allows you to export the search table to a number of file formats. When exporting to CSV, XML and Excel (Import) all fields will be exported regardless of whether or not they appear in the search table; when exporting to Excel or PDF only columns displayed in the search table will be exported.
- Custom filters allows you to conduct a more detailed search of the contact records; for more information on this function see Custom Filters.
- Shelve will add the currently selected records to the contact shelf. This option only becomes available after selecting an item from the search table.
4. Go to Shelf will take you to the contact shelf; for more information on this function see Contact Shelf.
The Contact Shelf
The contact shelf allows for bulk operations involving more than one contact at a time.
There are number of bulk actions that can be performed from the shelf:
- Assign Mailing Groups
- Assign Timesheet Approvers
- Assign Working Pattern
- Create Logins
- Disable Accounts
- Enable Accounts
- Force Password Change
- Unlock Accounts
To apply bulk actions to several contacts, first you must add the contacts to the contact shelf from the contact search screen. From the main menu on the left-hand side of the site, select Search Contact under the Contact Menu.
This will open the contact search page.
From here apply a search to find the contacts you wish to apply a bulk action to.
Once you have refined the list of contacts, place a tick against each you wish to place on the shelf.
Then click the Shelve button.
You can repeat as many searches as you wish and continue to add contacts to the shelf until you are ready to apply the bulk action.
If you want to clear shelf and add new selection of contact click on Replace button
Once you have completed adding contacts to the shelf, click the Go to Shelf button.
This will open the Contact Shelf, which is very similar to the search screen with the addition of a drop down to apply bulk actions.
Once the shelf opens, you have the option to select all contacts on the shelf, or specific ones by either clicking the tick box in the top left of the screen.
Once you have made your final selection of the contacts you wish to apply a bulk action to, select the appropriate action from the drop down at the top left of the screen.
Assign Mailing Groups
This functionality can be used to assign groups of people to a mailing group. Once assigned to a mailing group, everyone within it can be notified simultaneously if they have subscribed to a folder, or a document is shared with the group.
Selecting the contact you would like to add to the mailing group and select "Add to mailing group" from the drop down.
Select the mailing list you would like to add the contacts to.
If you would like to add the users to a new mailing group, you will need to create it under "Mailing Groups".
There are two bulk timesheet actions which can be applied to contacts from the contact shelf:
- Assign Timesheet Approvers
- Assign Working Pattern
Assign Timesheet Approvers
Selecting Assign Timesheet Approvers will open the below pop-up:
You can select whether you want to bulk assign the timesheet approver or the alternate approver. If you select to assign only the approver, the alternate approver for the selected contacts will not change. Use the search boxes on the screen to assign a main approver and an optional alternate approver.
Once you have selected the approver(s), click Assign to apply your changes, or Cancel to exit without making any changes.
If you click Apply, all changes will be applied to the contacts selected on the shelf screen.
Assign Working Pattern
Selecting Assign Working Pattern will open the below pop-up :
Select the working pattern you want to apply from the drop down, and click assign, or cancel to abandon your changes.
If you click apply, the selected working pattern will be applied to all the contacts selected on the shelf screen.
Selecting the Create Logins will open the below pop-up :
Select the System roles that are required for contacts and click on save. The logins are created and the email notifications are generated and sent to the users. If system was unable to create logins for some of the selected contacts the pop-up message will display with reasons for each failed contact:
Selecting the Disable Accounts will open the below pop-up:
If you select confirm then all of the contacts selected on the shelf will be disabled and will not be able to log in to the system any more.There will be message displayed in the admin section that account is disabled.
Selecting the Enable Accounts will open the below pop-up:
If you select confirm then all of the contacts selected on the shelf will be enabled. This action is reverting back the action to disable the accounts.
Force Password Change
Selecting the Force Password Change will open the below pop-up:
If you select confirm then all the contacts selected on the shelf will have to change their password on a log in page.
Selecting the Unlock Accounts will open the pop-up below:
If you select confirm then the account will be unlocked and user will be able to log in again.