Contact Record
Contact Record
Selecting a contact will take you to the contact record page; you will also be taken to this page after you have created a new contact. On this page there are 9 tabs: General, Documents, Photo Gallery, Audit, Questionnaires, Timesheets, Issues, Links and Tasks.
General
Under the General tab you can see all of the information associated with that contact as well as any tags that are assigned to them. An example contact record is shown below:
The General Details and Additional Details boxes provide information about the contact. To add a new profile picture for a contact click on the ‘Image Coming Soon’ box; this will open the page shown below. Please note, you will only be able to add a picture to a contact record that is not obsolete.
Before uploading the document you must choose a library that the document will be stored in; to select a library simply click the tick box next to the library in which you wish to store the document, you can select as many libraries as you require. You will be unable to click on the ‘Add’ button until you have selected a library in which to store the document.
Once you have selected your library click on ‘Upload Document’; this will open a link to your PC from which you can choose an image to upload. You can give the image a version number to let other users know which version of the image you’re using. You may wish to add a link to the image; to do this start to type the name of the link that you wish to add into the ‘Search Records box, this will generate a drop down menu from which you can select the link. Once selected the links will appear below the search bar; to delete the link click on the red cross 
next to the link that you wish to remove.
When you are ready to upload the image click on ‘Add’, this will update your profile picture to the new image and store the image in the library that you selected. Clicking on ‘Cancel’ will return you to the contact record without changing the profile image.
Tags
The Tags box shows you all of the tags associated with that contact; tags allow users to search for contacts using the tag. From here you can also add tags to the contact, for example you may wish to associate a contact with a particular organisation or project. To add a tag click on ‘Add Tag’ which will open the dynamic search field shown below:
To add a tag to a record that is already in the system, type the first 3 letters of the tag that you wish to add and a drop-down list will appear; selecting an option will add the tag. To add a tag that is not in the system; type in the name of the tag and click the tick to add the tag, or click the cross to close the box.
Functional Buttons
Functional Buttons
- Edit Record allows you to edit the currently selected record
- Disable Account - This will disable the account linked to this contact record preventing them from logging into the system
- Force Password Change - This will force the user to change there password on the next login.
- Add record search widget allows you to add a widget that will show you all related records of one type. To do this click on the
symbol displayed above which will open the popup below.
Enter a title and then click on the drop-down list next to Source, this will offer a list of record types that you can compare to. For example, while on a Contact record, I could add a widget to show me all organisations that are linked to that Contact. To do this I would type in a memorable title such as Linked Contacts and from the Source I would select organisation. This would then create a new widget at the bottom of the page shown below:
5. Favourite Record will favourite the record so that it will show up under favourites on the top bar
6. Export - This allows you to export the record into Excel (Import), CSV or XML file format.
7. Obsolete Record - This obsoletes the Record.
8. Create Login - This allows you to send out an e-mail notification to contact to create a login to the system linked to this record. To do this the contact record must have a e-mail address.
Timesheets
Timesheet Tab
To create a new timesheet or edit an existing one, navigate to your own contact record and click the Timesheets tab.
This will open the timesheet page that lists all timesheets associated with you.
By default the page will list all timesheets, with the most recent being at the top. Selecting the Delayed option at the top of the page will change the view to show only overdue timesheets.
Clicking on a timesheet hyperlink in the list will open the timesheet edit page. You can open the timesheet in a new browser tab or window by right clicking your mouse.
This page is split into 4 sections.
- Timesheet Header
- Projects
- Overheads
- Totals & Comments
Timesheet Header
The timesheet header displays:
- The contact name
- The week number for the selected timesheet
- The period (week commencing to week ending)
- The status of the timesheet (pending & submitted & approved)
- Actions button
- Submit Button
Actions button
The drop-down will contain options to add linked & copy projects, change approvers and delete timesheet. The available options will depend on the access levels you are given by the administrator.You can delete your future timesheet if it was created in error but only if the timesheet has not yet been submitted. If you are an approver of someone else's timesheets, you will be able to delete future timesheets even if they have been submitted for your review.
Projects
This lists the projects against which the contact can book time against. Clicking on the ‘Add Linked Projects’ option will automatically populate this list with all projects to which the contact is associated. An email notification about time booked against a specific project will be sent to the respective project managers after the timesheet is committed. Any projects that have been closed will have a flag next to the project name and will be read only.
If you have sufficient privileges, you will also see the ‘Add Another’ button at the bottom of the project list. Clicking this allows you to add a project to which you are not linked to.
Simply type the name of the project in the search box and click Add. This will automatically associate your contact with the select project.
You may also remove a project by clicking the red cross next to the project name. You will be prompted to confirm removal.
Overheads
Overhead items are cost or time bookings which cannot be attributed to a project, such as holiday, sickness, training days etc. The list of overheads is maintained in the administration section of the site. It can be added to the timesheet by clicking the Add another button in the overheads section of the timesheet.
Totals
The Totals section shows a summary of all the time recorded against all the projects on the timesheet. It also shows you the expected work-time per day based on the working pattern assigned to you by the administrator.
Editing a timesheet
When the timesheet page is open, time can be edited directly into the table by double clicking a time cell. If you wish to add a comment against a given item, click the edit pencil which appears next to the time and enter your comment on the pop up that opens. You can use the Tab key on your keyboard to navigate to the next available day where you can enter the time. Editing the table directly is only available on days where only 1 time type is selected. If you have more than 1 time type on 1 day you will need to click the pencil and edit the time within the Log Work pop up.
Time can be entered as decimals into the cell. For example, typing 1.5 will display 1hr 30 minutes.
If the edit pencil is used, the timesheet edit popup will appear. You can select a different time type to log against a project. This could include travel time or weekend work.
Select a time type and enter the time spent. To save the time, click the 
button. The time will be recorded below. It can be removed by clicking the icon. Here comments can be also recorded against the time item.
If you wish to add an overall comment to the timesheet, click the comments label at the bottom left of the timesheet and provide your comment.
Once enough time has been recorded against the timesheet to match the working pattern, the Submit button will be enabled allowing you to submit the timesheet for approval. If you have not logged enough time to match the hours in your working pattern the Submit option will not be available.
Any saved timesheet that has not yet been submitted will have a status of Pending. Such timesheets can be edited at any time.
When you click Submit, you will be prompted to confirm submission.
Submitting a timesheet will change its status from Pending to Committed.
Saving a Timesheet
Timesheets save automatically as they are edited, so no additional saving is required.
Approvers
Each contact that is required to complete a timesheet must have an Approver and an optional Alternate Approver.
Approvers are set via the Timesheets section when editing the contact record. A contact can also be set as timesheet exempt from here, which will disable the Approver and Alternate Approver edit boxes.
When a valid timesheet is submitted, it will appear in the Timesheet search page for the approver and the alternate approver and additionally in the notification area.
Clicking on Approver notification will take you to the timesheet search screen.
Creating a login
From a contact record an administrator (Or someone with the authorisation in FAL) can create that user a login onto the site. This could be if the contact record has become a new contractor and now requires access, whereas prior to this they were only send notifications from the site.
When viewing a contact record that does not currently have a login to the site, you will notice a new symbol top right that is not on any other record.
Clicking on this button will open a quick version of the manage users page.
Enter a user name, password and the system role(s) for the new user and they will be sent an email with details of how to set up their password.