Overview

Contacts are stored in multiple locations in nVIRO and can be associated directly with sites, applications, or permits. Typically, contacts are accessed via the “Contacts” tab on the details page for a site, permit, etc.

A contact consists of the following information

• Title, First Name, Last Name, and Contact Name

• Address

• One or more phone numbers, one of which can be designated as primary

• Email Address

• One or more Affiliation Types (Roles)

Contact information can be referenced in generated documents, if set up to do so in a given document template.

For submissions in particular, any contacts that are entered on the submitted form are automatically added to the Contacts tab for that Submission.

Contacts can be added by agency staff. When adding a contact, the user is provided the ability to copy in a contact record from any other functional area records associated with the same site.

Note that contacts can only be added to Site records by agency staff. New contact information that is received on submissions can be manually curated and added to the site record as appropriate.

Contact Roles (Affiliation Types)

Every contact has one or more roles, also referred to as affiliation types. Each functional area has a primary role contact:

• For submissions, the primary contact role is Applicant.

• For sites, the primary contact role is Owner.

• For permits, the primary contact role is Permittee.

• For evaluations, the primary contact role is Inspection Contact.

• For compliance actions, the primary contact role is Responsible Party.

The primary contact role for each of these functional areas is displayed on the Details page for that functional area. Specifically, it appears on the Status pane on the right side of the Details tab.

Notification Emails and Contacts

Any contact with the “Notification Recipient” role can be configured to receive certain email notifications, depending on how notifications have been configured (see System Actions for more information on setting up notifications and recipients). These contacts must have an email address specified in order to receive notifications.

Deleting Contacts

To delete a contact, edit the contact, and remove all the contact's roles. Upon saving, the contact will no longer appear.

Bulk Updating Contact Details

Upon saving a change to a contact, if the contact is used elsewhere in nVIRO related to the same site, a page will display that allows the user to selectively update the contact’s information on other records belonging to the same site.

Bulk update contact functionality is currently only available to certain administrative roles.

How Contacts are Created on New Permit Versions/Revisions

When a workflow creates a new permit version or revision, information on the new permit version is copied forward from the existing permit version.

Contacts on the new permit version are combined from both the submission and the existing permit. If a contact exists on both the submission and existing permit version that shares the same contact name, the contact information from the submission will be carried forward to the new permit version. All other contacts from both the submission and the existing permit are carried forward onto the new permit version.

In the event that there is no contact with a Permittee role on the existing permit version or the submission, the submission’s applicant contact will become the permittee on the new permit version.

The diagram below illustrates an example of contact combination behavior when a new permit version is created.