View source for How to Add Users and Contacts

==How to Add Users and Contacts==

You can add people to the [[Organisation Hierarchy|organisational hierarchy]] using any of the following techniques:
* Manually entering contacts.
* Uploading in bulk through '''Import wizards'''.
* Uploading in bulk through [[Autoloader]].
* Enabling one or more company [[Sign-Up Pages|sign up pages]].
* Importing contacts from '''Microsoft Outlook''' using the [[SmartSimple Outlook Synchronization|Outlook Plug-in]] feature.
* Importing using the API functionality and a custom program that your organisation could create.

==Users Versus Contacts==

* If you enable the login feature when adding people, they will be able to log into the system and you can consider then “users”, otherwise they are simply contacts.
* When you add people that you wish to use the system, you can choose to send each person an e-mail containing their [[Username|username]], [[Password|password]], and the [[URL]] (link) to access your copy of [[SmartSimple]].
* As part of the contact setup process, you assign people "roles" to define their access to system resources such as [[Application|applications]], folders, calendars, or discussions. Peoples' [[Role|roles]] also control the interface that they will see when they log into your copy of [[SmartSimple]].

==Manually adding Users==

People are always added to some “level’ of the [[Hierarchy|hierarchy]], so when you wish to add a new person you must first select the appropriate organisational level.

1. Click the '''Company''', [[Internal]] Users [[Menu|menu]].

The original person is displayed directly under the "root" organisation name. If you wish to add a new person to the root you click on the root organisation link.

2. Click the organisation to which you wish to add the person.

3. Click the '''New''', [[User]] menu.

The '''New User – Quick Entry for Duplication Check''' window is displayed.

[[Image:User.png]]
 
First name, last name, email address and phone number will be checked for duplicate entries.

If no potential duplicates are found, then the '''New User''' window is displayed.

[[Image:User2.png]]
 
The company address has been added to the contact.

==Standard People Fields==

The standard fields used to describe a person are:

* '''First Name''' - First Name of the person.
* '''Last Name''' - Last Name of the person.
* '''Title''' - Business title of the person.
* '''Prefix/Suffix''' - Prefix and suffix of the contact.
* '''Phone/Extension''' - Direct line for the person and their extension.
* '''E-mail''' - E-mail address. An email address is required to allow a user to log into the system.
* '''Primary Contact''' -  Check box to indicate if this person is the primary contact at the organisation.
* '''Organisation''' - The organisation to which this person should be associated.  Changing the organisation will “move’ that person to another organisation.
* '''Address''' - Street of the person – if different from their organisation.
* '''Address 2''' - Additional address line
* '''City''' - City address of the person – if different from their organisation.
* '''Province''' - Province address of the person – if different from their organisation.
* '''Country''' - Country of the person – if different from their organisation.
* '''Postal''' - Postal code of the person – if different from their organisation.

1. Complete the '''user details'''.

[[Image:User3.png]]
 
2. Click the '''Save''' button.

Note that new menu items are enabled for the [[User|user]].

3. Click the '''View User''' [[Menu|menu]].

[[Image:User4.png]]
 
<u>'''Extending the User Details'''</u>

Contact details are easily extended through the addition of [[Custom Field|custom fields]]. 

Once the profile is saved, you can add further information to the user profile.

==User Duplicate Checking==

In this exercise, you will attempt to create a new [[User|user]] of the same name.

1. Choose the '''New''', '''User''' [[Menu|menu]].

2. Enter the same contact details.

The Possible Duplicates window is displayed.

[[Image:User5.png]]
 
Possible duplicates are displayed in chronological sequence from the most recently updated to the oldest.

This screen is used to:

'''Combine multiple contact records into a single record'''.
* Missing fields in the primary record are added in sequence from the other records.
* Activities and notes from all records are merged into the primary record.
* The Merged records are deleted.

'''Delete redundant records'''.

'''If the new record is actually different then you can continue and create the new record'''.

3. Click on the [[User|user’s]] name to cancel the duplicate check and display the user record.

[[Category:System Management]]