From the Contacts feature, you can select options under Contact management to view and edit a contact's information. You must find a contact before you can change information on their behalf.
Note: The name of the current contact record appears under the tabs. If you do not see the contact name on the Contact management pages, you need to run the rebuild UpdateFullName script (Utilities > Reports and Queries > Table Maintenance > Run UpdateFullName script). This script can be run by a system administrator from any iMIS Desktop.
To edit records in Contacts
1. Select the Contacts tab.
2. Enter search criteria for the contact in the Last Name starts with field or the other fields.
Note: An iMIS system administrator can modify query results to display by default using the Default query in /ContactManagement/DefaultSystem/Queries/FindContacts.
3. Click Filter.
4. Enter different or broader criteria if you do not see the contact in the search results.
Tip: If you see fewer results than you expect, you may have a case-sensitive database; try different cases in your search (such as "Au" instead of "au").
5. When you are satisfied with the search results, select the contact from the list.
6. Once you have selected the contact, update their information as needed, clicking the links on the left to update different types of information.
7. Click Save when you are done.
8. You search for and view another contact record by clicking change to the right of the contact name.
Note: The name of the current contact record appears under the tabs. If you do not see the contact name on the Contact management pages, you need to run the rebuild UpdateFullName script (Utilities > Reports and Queries > Table Maintenance > Run UpdateFullName script). This script can be run by a system administrator from any iMIS Desktop.
To manage company rosters
Roster management allows a designated company contact to easily access and update the records of all contacts associated with their company.
Before you begin
You must add users to the Company Administrator role so they can manage company rosters. Only users that are added to the Company Administrator role may manage company rosters.
To manage company rosters in the web-based views
1. Log on to your site with an account that has been added to the Company Administrator role.
2. Go to My Account.
3. Go to the Personal page or the Address page.
4. Click Manage Roster.
5. You can remove a member from or add a member to the roster, or select the member to change details about their contact record. When you remove a member from the roster, you must give a reason for removing.
To change reasons for removing a contact record from a roster
1. In the Desktop, go to Customers > Set up tables > General lookup/validation.
2. Scroll thru list of tables to find the ROSTER_REMOVAL_REASON_CODE table.
3. Add, delete, edit codes for this table as needed. Note that the codes do not need to be numbered, they can also contained shortened phrases like DEC to represent Deceased.
Values entered in this table appear in the “Reason for removing” drop-down list when a company administrator is deleting someone from the roster on your site.
Tips
The following information may be helpful when managing company rosters:
■ By default, customers who create a user account through your public website are not associated with a company, even if they type in the name of their company when registering.
■ By changing configuration settings, you can choose whether or not customers creating new accounts through your website must associate their account with an existing company or institute in the database. This is done by enabling the option User must select his or her company before creating an account in System Setup > Set up customer web components > Create account search. When this setting is enabled, a customer selects their company during the account creation process, and their record is automatically added to their company’s roster.
■ An institute can choose to have one or more users to be designated company administrators.
Note: Your iMIS database may organize its members or customers by libraries or hospitals or another institution or affiliation using the Institute Type field in the Customer Setup - Basic Options window from Customers > Set up module > General > Basic Options. While this document refers to the default term "Company" your iMIS configuration may use another term based on Institute Type.
■ When you delete a contact from a company roster, iMIS asks for a reason for deleting. There are six default selections but these can be edited or added to as described above.