Contact Role

Overview

Updated 07/07/2021

 

Contact Role is used to document how an individual contact relates to a business. This tab documents all specific information pertaining to an individual's role (i.e. their related customer or agency, department, role, if they are active within the company, etc.) Additionally, it displays all of their contact methods, important dates, messages and users who have entered information.

 

The "Time Approver" contact role is the only contact role that has special functions associated with it. Contacts with the role of "Time Approver" can receive a time approval email featuring "Approve" and "Reject" buttons.

 

Information in the Contact Role tab can be useful in creating reports. For example, users can create a report to see a history of interaction with people in a certain role.

 

Contact Role can also be used as a reference tool. For instance, it can be used to ensure that the correct people have a user name and password for the Customer Portal or that employees can get in touch with the correct person with questions. 

  

The available contact roles can be customized through Config Choice in Admin Tools.  

Customer Info

In this tab, Customer or Agency can be added to a contact.

1. From the Main Menu, navigate to Contact > Contact Role
   
   
2. Select either Customer or Agency.
   
   
3. Enter a full or partial name in the free text box named Agency or Customer LookUp.
   
   
4. Choose a result displayed in the table to the right and click Add.
   
   

Related Customer Columns

Each column of the contact roles page contains a different category with details on the customer.

Field	Description
Related to	Displays the name of the customer/agency related to the contact.
Department	Displays the department associated with the contact.
Contact Role	A drop-down populated with available contact roles for this contact.
Type	Displays if the entry is a customer or agency.
Status	The status of the contact.
Primary	Select if this is the customer/agency.
View	A link to the Contact/Agency Summary page for the contact.

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