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(question) Overview

Contacts on the Clients 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) and General 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.

☑️ Requirements/Dependencies

Login with Site Administrator permissions to make adjustments to the Contacts Portal permissions and page part permissions and buttons.

Login with Manager or Site Administrator permissions to add and edit contacts from the Contact portalpage that displays contacts that are related to the client for ease of visual reference.

Professional and general contacts are added from the Contacts Portal. Contacts can also be added from Contacts on the Clients Portal, assuming that the user has adequate role permissions. (Role Permissions for Client Contacts - add new contact.)

☑️ Requirements/Dependencies

Contacts from the Client Portal is generally available to all users. Permissions for who has access can be set in Page Part Permissions if so desired.

Access to some buttons within the feature is roles based, configurable and is managed by Site Administrators.

\uD83D\uDCD8 Instructions

Configuring the Contacts Portal

Changing permissions to Contacts Portal

View/adjust role permissions to Contacts portal

  1. Login with Site Administrator permissions

  2. Select (click on) your name in the upper right hand corner

  3. Select Site Administration on the menu that appears

  4. The Site Administration Home page will be displayed. Select Portal Settings in the Site Settings section:

  5. The existing portals on your ShareVision site will appear on the Portal Settings page. Select (click on) Contacts

  6. In the Permissions Section adjust roles that have access by clicking on a role name and moving it.

  7. 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"

  8. Review the pop-up and choose Allow, Deny or Cancel

OR

Remove a role by clicking on a role found under "Have Access" and clicking on the left arrow to move to "Do Not Have Access"

9. To save changes click "Save Portal"

View/adjust role permissions on Page Part Buttons

Follows steps 1 to 5 above to get to Portal Settings for Contacts Portal. There are 2 page parts included in the Contacts portal. Select (click on) Professionals or General Contacts; the steps are the same for either.

  1. Open Page Part Buttons to make adjustments to "Allow for selected role(s)" by adding or removing roles for the following buttons:

  • New Button

  • Edit Button

  • Delete Button

  1. Click inside the box with the role name to "x" (remove) a role, or select (click on) a new role.

  2. Click Save Page Part

View/adjust role permissions on Page Part Permissions

  1. 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.

  2. Click Save Page Part

Using the Contacts Portal

New contacts are added from the Contacts portal front end. 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 has a search box which 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).

Add a new Professional or General Contact

  1. 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.

  2. Assuming the name of the professional you want to add is not found, select (click on) "New Professional"

  3. 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.

  4. Select (click on) Next

  5. Fill in the Contact Information for the person you are adding

  6. Select (click on) Finish

Once contacts are added, you can create relationship from the client contact page.

Adjust Role Permissions for Client Contacts

To review or change role permissions for client contacts you must log in as a Site Administrator.

  1. Go to the Administration Portal

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  2. Under the Site Users and Security section in the right-hand pane, click on Roles

    image-20240510-204047.pngImage Added

  3. Locate the role you wish to review or change. Click on the “Actions” button beside the respective role, then click "Edit"

    image-20240510-205037.pngImage Added

  4. From the “Edit role” pop-up, click on the "Main Permissions" tab

    image-20240510-205248.pngImage Added

  5. Scroll down to the folder "Client Contacts". From here you can adjust the following permissions:

  • Add New Contact

  • Add Relationship

  • Edit Contact

  • Edit Relationship

  • Restore Deleted Contact

    image-20240510-205427.pngImage Added

  1. When done click Save

Add Relationship

  1. Click on the Clients Portal

    image-20240510-205826.pngImage Added

  2. Click on the Client you wish to edit

    image-20240510-205940.pngImage Added

  3. In the left pane, select Contacts, which can be found under the Information subheader

  4. Select the Add Relationship button

    image-20240510-210435.pngImage Added

  5. The Add Relationship to Contact form opens in the right-hand panel

  6. In the Contact field, click the 'Select an option' dropdown and choose a Contact

    image-20240510-210935.pngImage Added


    You can also search for a contact by entering the contact’s first or last name in the search field and then selecting the contact from the search results displayed below:

    image-20240725-164328.pngImage Added


    If the contact doesn’t exist, select the Add New Contact button and add the contact. The Add New Contact will be displayed if your user account has been provided with the required permissions. How to add a new client is explained here: https://sharevision.atlassian.net/wiki/spaces/SV5KB/pages/2289238387/Contacts+Portal#Add-a-new-Professional-or-General-Contact

  7. Scroll down the list of available names or type into the search area to find a name

    1. If found, select the name, then choose the appropriate Contact Relationship with the Client and press save

Edit Contact

  1. To edit an existing contact, select the contact in Contacts on the left side

    image-20240725-164956.pngImage Added

  2. Next, select the Edit Contact button in the Contact Information on the right side

  3. Save the changes

    image-20240725-165118.pngImage Added

Info

The Edit Contact button is dependent upon role permission. If available, the basic information about the contact can be edited and saved.

Edit Relationship

  1. To edit a relationship, select the contact in Contacts on the left side

    image-20240725-165258.pngImage Added

  2. Next, select the Edit Relationship button in the Contact Information on the right side

  3. Change the relationship, as needed

    image-20240725-181907.pngImage Added

  4. Save the changes

Info

The Edit Relationship button is dependent upon role permission. If available, the basic information about the contact can be edited and saved.

Delete Relationship

  1. To delete a relationship, select the contact in Contacts on the left side

    image-20240725-230939.pngImage Added

  2. Next, select the Edit Relationship button in the Contact Information on the right side

  3. The Delete Relationship button will be displayed. Select (click) it

    image-20240725-231056.pngImage Added


  4. An "Are you Sure?" pop-up will ask you to confirm the deletion (click OK) or Cancel. Selecting OK will delete the relationship between this contact and the client. The information of the contact will remain in the Contacts on your site. Selecting Cancel will cancel the deletion and the relationship between the contact and the client will still exist.

    image-20240725-231133.pngImage Added

Info

  • The Delete Relationship button is dependent upon role permission and is accessed from the "Edit Relationship form.

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.

  1. 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

  2. Restore items as desired by clicking on the arrow icon in front of the item

    image-20240513-162610.pngImage Added