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Relating Contacts and Accounts to the Universal Tracking Application

5 bytes added, 21:12, 3 April 2009

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When contacts are assigned to the Level 1 entity you can select a [[Role]] to describe that contact's engagement with the [[Level 1 Entity]]. Managing which roles are available is described [[#Defining Which Roles are Available in the UTA|below]].

*For example, if your UTA is tracking '''Research Projects''', the person who is applying to have their project approved could be added to the record with a [[Role|role]] named '''Candidate'''.

* Someone else could be assigned as '''Manager''', and perhaps 3 people would be assigned as '''Evaluators'''

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

* On the image above the fields in the list view are '''Index''', '''First Name''', '''Last Name''' and '''Role'''

 

 

==The Accounts Field==

The Standard UTA Level 1 field '''Accounts''' is used to establish a '''direct relationship''' between multiple accounts (or companies) to the same [[Level 1 Entity]]. Contacts associated with an account can thus be indirectly associated with the Level 1 item via the Account field.

 

When you add the Accounts field to the [[Level 1 Entity]] it will display as a section in the [[Level 1 Entity]].

This section will display a set of fields in a list view. You establish and control a set of “company roles” that can be selected. As with the contact fields, you can define [[Custom Field|custom fields]] that describe the interaction between the organisation and their engagement in the [[Level 1 Entity]].

Using Just as with contacts, when accounts are assigned to the previous example, if Level 1 entity you can select a [[Role]] to describe that account's engagement with the [[Level 1 Entity]] is a “project” and you need multiple project partners (companies), then you would use the . You must first define '''AccountsCompany Roles''' feature to track as explained [[#Defining Which Roles are Available in the accounts and specific information about their engagementUTA|below]]. 

''The fields that are visible in the '''Accounts ''' section can be controlled using the '''Account List View''' on the UTA Settings page in the Level 1 settings section''.

==Creating Defining Which Roles to be Used are Available in the UTA== 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 (explained below):  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 select the check boxes next to the [[Role|roles]] you wish to be available.  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 select the check boxes next to the [[Role|roles]] you wish to be available. 

===Contact Roles===The You can also create new [[Role|roles]] that have already been set-up within [[SmartSimpleRoles]] specifically for use in the users of the system can be used, or you can create new roles as followsUTA: ===Creating Contact Roles===

# Choose '''Roles & Permissions''' from the [[Configuration Menu|Configuration Menu]].

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.

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.

===Creating 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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