Overview
Contacts are managed from the Contacts tab on several functional area detail pages, including submissions, permits, evaluations, compliance actions, and sites. All contacts across all functional areas can be viewed from the Contacts the Contacts List.
This page describes working with contacts from the Contacts tab.
Contacts List
Contacts are listed on the Contacts tab of the details page for a given functional area:
The Contacts list displays the following column fields:
Field | Description |
|---|---|
Contact | Displays the name, address, and email for the contact. |
Primary Phone | Displays the phone number that has been designated as the primary phone for the contact. |
Roles | Displays the roles (aka., affiliation types) that the contact has in the context of the functional area record (e.g., Permittee on a Permit functional area record). |
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All contacts are linked to functional areas. For example, a contact record might be on a permit but not on an evaluation. If that same contact is required on an evaluation, it can be manually copied from the permit to the evaluation. Certain affiliation types have specific system functionality associated with them. For example, when a permit is created from an application, a contact with the affiliation type Applicant on the application will automatically be copied to the permit record , and will have the affiliation type Permittee added to it. |
Viewing Contact Details
Users may view additional details for a contact listed on the Contacts tab.
To view contact details:
On the Contacts tab, click the Open button for the contact.
The Edit Contact page for the contact is displayed.
The Edit Contact page displays the following information:
Field | Description |
|---|---|
Prefix | The prefix (e.g., Mr., Mrs.) if the contact is a person. |
First Name | The person's first name. |
Last Name | The person's last name. |
Title | The person's work or other title. |
Organization Name | The name of an organization if the contact is a named organization , or , the organization with which the person contact is associated. |
Display Name | The preferred name to be displayed in list records. Note , that the display name is also used as an identifier for the contact and is typically unique across all functional areas for the environmental interest (site, person, or organization). |
Email address for the contact. | |
Phone Numbers (list) | |
Primary | Indicates which phone number has been designated as primary. |
Type | The type of phone number, such as mobile, home, business. |
Number | The phone number. |
Ext | The phone extension. |
Comment | A comment related to the phone number. |
Address fields | |
Address Line 1 | The main line of the address. |
Address Line 2 | Secondary address line. |
City/Locality | The address city. |
State/Province | The address state or province. |
Postal Code | The address postal / zip code. |
Country | The country for the address. Note that changing country affects whether State/Province is displayed. |
Comments | Comments related to the contact. |
Roles | Lists the roles (aka, affiliation types) associated with the contact in the context of the current functional area record (e.g., Permittee). The contact must be associated with at least one role, or it will not be displayed on the contact list. |
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nVIRO includes a configuration setting that enables or disables site-level contact editing by external users. When contact editing is disabled, external users only have read-only access to site contacts. This setting does not affect internal users, who (with appropriate permissions) can add or edit contacts within all functional areas. |
Adding a Contact
When adding a contact to a functional area, the user has the option to add a brand new contact record, or to copy an existing contact record.
Note: The copy option will only appear if there are one or more contacts already associated with the site.
To add a new contact:
Click the Add Contact button at the top of the Contacts tab.
Select the option to either Create New Contact or Copy Existing Contact.
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The Copy Existing Contact option provides a list of all contacts for the site across all functional areas. It is recommended that if the user does not know whether the contact already exists on the site, they should select this option to first check to see whether if they already exist. If they already exist, there is less data entry to perform. |
Creating a New Contact
To create a brand new contact on the site:
Click Add Contact. The Add Contact panel is displayed.
Click Create New Contact. The New Contact panel opens.
Enter the relevant information into the data fields for the new contact (see Viewing Contact Details above for the list).
Click Save.
The contact list tab displays the newly created contact in the list.
Copying an Existing Contact
To copy an existing contact on the site:
Click Add Contact. The Add contact panel is displayed.
Click Copy Existing Contact. A list of contacts available to be copied is displayed.
Review the list for the contact that you would like to copy to the functional area record.
Click the Copy button next to the contact that you would like to copy. The New Contact panel is displayed.
Review and update any contact information, and select one or more roles (e.g., Consultant, Operator) to assign to the contact in the context of the functional area record.
Click Save.
The contact list tab displays the newly copied contact in the list.
Deleting a Contact
To remove a contact, edit the contact and remove all of the contact's roles.
Upon clicking Save, a confirmation dialog will indicate that the contact will be removed. Click OK to confirm.
Consolidating Duplicate ContactsIf multiple contacts exist on the same record, they can be consolidated. All contacts with the same Display Name will be consolidated by editing and saving at least one of the contact that shares a matching Display Name.
To consolidate contacts:
Open a contact that shares the same name as one or more other contacts
Make any edit to activate the Save button
Click Save.
After saving, all other contacts that share the same Display Name will have their roles consolidated into the record that was just edited, and only the recently edited record will remain.
Special Contact Types
The following affiliation types are system required and cannot be edited:
Code | Description |
|---|---|
APPLCNT | Applicant |
CONCT | Contact |
ICONT | Inspection Contact |
PERMT | Permittee |
CMPLNT | Complainant |
EMAIL_NOTIF | Notification Recipient |
PN_COMM | Public Notice Communications Recipient |
RSPPTY | Responsible Party |
Additional special contact types can be configured, depending on the features enabled within a specific nVIRO implementation.
Applicant Contact in a Form Submission
When a permit record is created from an application, the application contact with the role of Applicant will get copied to the permit record and will have the role Permittee added.Contact Inheritance Across Functional Areas
Contacts may exist across several different Functional Areas. Existing contacts may be static or may carry over from one Functional Area to another in certain scenarios:
Functional Area Contacts | Behavior |
|---|---|
Site | Site contacts can only be added manually and are not inherited from contacts that may be created on subsequent submissions, permits, evaluations, etc. They also do not automatically feed to contacts in other Functional Areas. |
Submissions | Contacts input on a submission will (if the given affiliation type exists) automatically be added to the Contacts tab upon import of a given submission (common roles include Applicant, Billing Contact, Owner, etc). |
Permits | Permit contacts will inherit the existing contacts on the submission from which the permit was created. Additionally, the existing Applicant contact will also be given the role of Permittee in the permit Contacts tab. |
Evaluations | Evaluation contacts can only be added manually and are not inherited from existing submission or permit contacts. |
Compliance Actions | Compliance Action Contacts may or may not inherit contacts from other Functional Area contacts. If a compliance action is created directly from a violation in an existing evaluation, the contacts from that correlating evaluation will carry over directly to the compliance action contacts. If the source evaluation is related to a permit, the given permittee will also inherit the role of Responsible Party. |
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