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Introduction
We have developed a contact book in Avista that makes it easy for our subscribers to arrange their contacts. In the contact book you will find all the information about your contacts.
The contact book is all the time current as inactive contacts are automatically disabled.
The contact book is accessed from the Contacts -> All contacts. Here you can search for contacts by entering all or part of the contact’s name, phone number, e-mail address or other contact information.
In the contact book, you can NOT add new contacts. New contacts are instead added to the business object (User, Customer, Contract, Organization or Avistaplace) for which the contact has a relation with.
A phone number or e-mail address can only be found once in the contact book. If you try to add a phone number or email address already used by another contact on an existing contact, you will be able to merge both contacts into one contact.
Assign contacts to users, Customers, Contract and organizations
To assign contacts click on the Contact Information tab. A form will be displayed with the existing contacts. If you want to unassign an existing contact, check the contact.
To add a contact, first check if the contact already exists in the contact book by entering the contact’s phone number or email address and clicking on Return key.
If the contact is already posted, select the contact and optionally select one or more roles for the contact. There are currently three roles that can be assigned a contact. These are Main Contact, Notification Receiver and Web Site Receiver. The first contact that is assigned to a business object automatically becomes the main contact.
If the contact is not in the contact book, add it by clicking on New Contact button. Note that the New Contact button is only active if the result list is empty after search.
New contact
Delete contact
When you searched and found a contact, you can select it and click Change Contact. Then click Remove.
You can always delete contacts that you have created by clicking the Remove button in the contact form. Should you also be able to remove contacts that others have created, you must have a special permission to do so.
Edit contact
When you searched and found a contact, you can select it and click Change Contact. Change and Save.
The contact card displays all the business items to which the contact is linked. For each business object, the number of contacts that the business object has is displayed. A 1 means it’s the only contact.
The contact card displays all notifications where the contact is stored as a recipient. For each notification, the total number of recipients is displayed.
Automatic deactivation of contacts
A contact that is no longer associated with any active business object will automatically be disabled but not deleted. If the contact in the future is linked to an active business object, the contact will be reactivated. You can include inactive contacts when searching in the contact book by ticking Show inactive.
Contact Roles
When contact information is displayed in various forms and reports in Avista, there are contacts with the main contact role shown.
Only contacts with the Notification Receiver role may get notifications to the Item (Customer, Contract, Organization, or User)
FAQ
Question: How do we add contact information to two private individuals living together, each having their mobile number but a common home phone number?
Answer: Bo and Lisa live together. We post a contact for Bo and one for Lisa with their mobile number. Then we add another contact that we call Bo and Lisa where we place their home number. The contact Bo and Lisa is then linked to both Bo and Lisa.
Question: How do we set up an exchange number to be connected to the employees and also have their own mobile and landline phone numbers?
Answer: First, a contact for each employee is added, then a contact is created for the organization with the exchange number. The organization contact will then be linked to the employees.