Table of Contents
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Overview
Contacts Portal is a custom portal that provides a central location from which to search, add, and manage stored names and contact information about people who interact with clients at your organization.
Contacts are separated into:
Professionals
- people who provide professional or business services
.
andGeneral Contacts
- independent contacts not associated with an organization, commonly used to track family and other non-professional people
.
Access to the Contacts portal and to the buttons within is role based, configurable and is managed by Site Administrators. As a starting point:
The Contacts Portal is visible/accessible to Site Administrators and users in the Managers role.
The Contacts portal icon is not visible to users in other roles.
Contacts who are added can then be "related" to clients. To find out more, please review the article about Contacts on the Clients Portal.
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Adding a Client The instructions for adding a client are provided in Manage Clients (Add Client or Update Existing Client). |
\uD83D\uDCD8 Instructions
Configuring the Contacts Portal
Changing permissions to Contacts Portal
View/adjust role permissions to Contacts portal
Login with Site Administrator permissions
Select (click on) your name in the upper right hand corner
Select Site Administration on the menu that appears
The Site Administration Home page will be displayed. Select Portal Settings in the Site Settings section:
The existing portals on your ShareVision site will appear on the Portal Settings page. Select (click on) Contacts
In the Permissions Section, adjust roles that have access by clicking on a role name and moving it. Add
Give access to a specific role by clicking on
one found under "Do Not Have Access"
then clicking on the right arrow to move to "Have Access"
Give access to all roles by clicking on the right double arrow under "Do Not Have Access", which will move all the roles to “Have Access”
OR
Remove access for a specific role by clicking on
one found under "Have Access"
then clicking on the left arrow to move to "Do Not Have Access"
.
Remove access for all roles by clicking on the left double arrow under "Have Access", which will move all the roles to “Do Not Have Access”
7. To save changes click "Save Portal"
View/adjust role permissions on Page Part Buttons
Follows Follow steps 1 to 5 above to get to Portal Settings for Contacts Portal. There are 2 page parts Page Parts included in the Contacts portal. Select (click on) Professionals or General Contacts, found below the portals; the steps are the same for either.
Open Page Part Buttons to
In this section, make adjustments to "Allow for selected role(s)" by adding or removing roles for the following buttons:
New Button
Edit Button
Delete Button
Click inside the box with the role name to "x" (remove) a role, or select (click on) a new role.
Click Save Page Part
View/adjust role permissions on Page Part Permissions
Open Page Part Permissions from the same page as above.
Add a role by clicking on a role found under "Do Not Have Access" and clicking on the right arrow to move to "Have Access". Notice that only roles that have access to the Contacts portal are available to choose from.
Click Save Page Part
Using the Contacts Portal
New contacts are added from the Contacts portal front end (i.e. not from the Contacts portal within Site Administration). Select (click on) the Contacts portal icon.
The page loads with Professionals grouped by Professional Type, and General Contacts grouped by Contact Type.
Existing Contacts
Each page part Page Part has a search box which that allows the user to search by name. If the person is not found "No data available in table" is displayed.
If the person is found, their information can be viewed, edited, renamed or deleted depending upon the role permissions of the user. All these actions are available from the actions menu (3 dots to the left of the name).
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Searching by Name When searching, use either a first name or last name (e.g. John OR Anderson). If searching a full name, you must search in the format LastName, FirstName (e.g. Anderson, John). |
Add a new Professional or General Contact
Before adding a new Professional or General Contact, use the search feature within the type of contact you want to add. You cannot add duplicate names.
Assuming the name of the professional you want to add is not found, select (click on) "New Professional"
Fill in First Name and Last Name; the Full Name field is automatically generated. If you are adding a doctor, you may add "Dr." in front of their first name. i.e. Mountain, Dr. Rose has a first name of Dr. Rose.
Select (click on) Next
Fill in the Contact Information for the person you are adding
Select (click on) Finish
Once contacts are added, you can create a relationship from the client contact page
View a Contact
Search for a name. Once found, click on the 3 dots in front of the person's name
Select View
The display / view page will load. Options on the view page are to Edit (see below), Delete, (see below), Cancel (do nothing) or Print
Select Cancel to return to the contacts portal
Edit a Contact
Search for a name. Once found click on the 3 dots in front of the person's name
Select Edit
You will arrive at the edit page. Here, make changes to the content and click Save when done. If no changes are made, the Save button is active. If no changes are required click Cancel.
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The Rename option is available in the edit form to users with rename buttons permissions. These permissions are found in Roles / Permissions / Client / Rename Buttons |
Rename a Contact
Search for a name. Once found click on the 3 dots in front of the person's name
Select Rename
Rename form will pop up. The first name and last name fields can be edited. Select Done to complete or Cancel to back out.
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Caution: Renaming a person changes the name throughout the site. Rename Button permissions should be limited to management roles. |
Delete a Contact
Search for a name. Once found click on the 3 dots in front of the person's name
Select Delete
A pop-up screen will appear for you to confirm or decline deleting this contact.
Click OK to proceed or Cancel to back out.
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Delete button permissions are managed in the Page Part, Page Part buttons settings. The site roles out with Site Administrators role having delete permissions. |
Restore Deleted Contact
Deleted items are moved to the Recycle Bin, which is accessed from the area below the Quick Start Menu. If a contact is deleted, any relationship to that contact is also deleted. If you are going to restore a contact, you can also restore any relationships that were deleted at the same time.
Click on Recycle Bin. Review items that have been deleted. Locate the item for the contact that was deleted. Check if any Contact Relationships have the same deletion time; they will be clients with relationships to the deleted contact
Restore items as desired by clicking on the arrow icon in front of the item
