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Relating Contacts and Accounts to the Universal Tracking Application

1,169 bytes added, 21:29, 2 April 2009

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There are 3 different standard fields that can be used to associate '''contacts''' with a Level 1 entity:

# Owner

# Person

# Contacts

# Person

There are also 2 standard fields that can be used to associate '''accounts''' with a Level 1 entity:

The Owner Field can also be configured to allow external owners, as well as internal. This can be enabled in the UTA Application Configuration section, in the Level 1 settings section.

 

 

==The Person Field==

 

The '''Person''' field also allows you to make an additional direct relationship between any contact and the [[Level 1 Entity]]. The '''Person''' field does not allow assignment by role.

:[[Image:Person.PNG]]

For example, if the [[Level 1 Entity]] is a “research project” and you anticipate multiple project leaders over time, you would be better to use the contacts section as you could then track the start and end dates along with other information. If you use the '''Owner''' field you would not be able to track information around the individual project manager’s engagement with the project.

==''The Person Field==fields that are visible in the Contacts section can be controlled using the '''Contact List View''' on the UTA Settings page in the Level 1 settings section''

The '''Person''' field also allows you to make an additional direct relationship between a contact and the [[Level 1 Entity]]. The '''Person''' field does not allow assignment by role.

:[[Image:Person.PNG]]

==The Accounts Field==

Using the previous example, if the [[Level 1 Entity]] is a “project” and you need multiple project partners (companies), then you would use the '''Accounts''' feature to track the accounts and specific information about their engagement.

Contacts associated with an associated account can be indirectly associated with the Level 1 itemvia the Account field. This is  ''The fields that are visible in the Accounts section can be controlled through using the '''Account List View''' on the Security Matrix feature.UTA Settings page in the Level 1 settings section''

==Creating Roles to be Used in the UTA==

===Contact Roles===

The [[Role|roles]] that have already been set-up within [[SmartSimple]] for the users of the system can be used, or you can create new roles as follows:

The [[Role|Roles]] that have already been set-up within [[SmartSimple]] can be used, or you can create new roles as follows: # Choose the '''Roles & Permissions ''' from the [[Configuration Menu|Configuration Menu]].

# Click the '''User Roles''' link.

# Add the roles you wish to be available when assigning contacts to Level 1 entities in the UTA

:[[Image:Uta133.png]]

These [[Role|Roles]] will be available for all UTA. There is no need to set any attributes for these [[Role|roles]] as they will only be used to reference contacts with the UTA.

As you save each role, note the UTA '''Custom Fields''' tab.

:[[Image:Uta134.png]]

You use this tab to establish the [[Custom Field|custom fields]] that track the relationship between the person in the role for that Level 1. In this instance custom fields are not required To select which Roles will be available when adding contacts to a Level 1 record, go to the Application Configuration Page of the UTA, in the '''Contact Assignment Role Settings''' section and check the [[Role|roles]] you wish to be available. ===Account Roles===To create the [[Role|roles]] that will be available when adding Accounts to the Level 1 record # Choose '''Roles & Permissions''' from the [[Configuration Menu|Configuration Menu]].# Click the '''Company Roles''' link.# Add the roles you wish to be available when assigning Accounts to Level 1 entities in the UTA To select which Roles will be available when adding Accounts to a Level 1 record, go to the Application Configuration Page of the UTA, in the '''Account Assignment Role Settings''' section and check the [[Role|roles]] you wish to be available.

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