Overview

Table of Contents

Objective

Upon completion of this KB the User will be able to add / update Users Contact information within the Contact information section.

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Contacts / Users are staff or associates of the institution not students.

Key terms and concepts

Address Types	Brief Overview
Residential / Semester / Term / Current Address	Contact details for the User during an active semester of study.
Permanent / Billing Address	Contact details for the User whilst not actively working, for example during the semester break period.
Emergency Contact Address	Contact information to be used in an emergency to reach a friend, family member or guardian of a specific user.
Employer Address	Contact details for the users place of employment, if a subcontractor or visiting Scholar

Field Name	Brief Overview
To
Attention Name	The Users full name. this field will appear on printed letters along with address details
Property Name	e.g. The Burrows - If the user doesn't provide a property name please leave this field blank
Flat / Unit no	e.g. Unit 4 - If the user doesn't provide a sub address please leave this field blank
Street Number	Street number - this field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct
Street Name	Name of Street including street type e.g. Brown Road
Postal Box	For a postal address with a non street address e.g. PO Box 9994
City	City or Suburb. This field is a smart field that contains all suburbs, States and Postcodes of Australia to ensure the correct Suburb / State / Postcode Combination is entered
Postcode	Australian postcode field - this will auto populate when the Suburb is selected in the above field
State	The state is normally auto populated with the colleges home state - when the suburb is selected in the Suburb field this will auto populate with the correct state as selected. If the State is not an Australian State pleas change the field to Select State and enter the details into the 'Or' box
Or	This field is for Non-Australian State information
Country	The Country is defaulted to Australia please change if required
Mobile	Mobile Phone number
Home	After Hours contact number
Day Phone	Working Hours contact number
Fax	Fax number
Email	Either Personal Email address or institution email address depending on the institutions preference
IM Protocol	Instant messaging system or program preference e.g. Skype, Hip-chat, Messenger - including Username
IM Address	Web address for Instant messaging program

Implications

Not all address types are relevant for all contact/ users.

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Click on Contact tab in the side menu,
Click on Search in the Side Menu
Enter at least one of the following options in to the relevant search box:
- Given Name
- Surname
- Home Institution
- Status
- Contact Role
Click on the Search ContactImage Removed button button
This will return a list of contacts that meet the searched criteria
To filter the list of contacts, in the search box Image Removed above box above the list of contacts, start typing the contacts's first or given name.
When you see the record for the contact you are looking for, click on the contact role for that contact, highlighted in blue in the left column of that row.
Click on the Edit Contact info option in the side Menu
Click the Add (address type) Image Removed to be created. If no address types have been added it is recommended that the Semester / Term / Current Address be created first, followed by the Permanent / Billing address.
Enter the required information to the address fields
Click on the Save Person Contact Details Image Removed button.