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If your organisation needs to track a contact’s relationships with more than one company, then you will need to activate and use the [[Associates]]/[[Associations]] feature. This feature provide for:
* A contact to be associated with any number of organisations.
* The [[Role|role]] that the contact has with each organisation can be defined differently to their normal roles within the system.
* An associate record can be automatically created when you move the contact to a new organisation.
* When you review an organisation the associates will be listed under the [[Associates]] tab.
* When you review a contact their associations will be listed under the [[Associations]] tab.
* This feature can be used for [[Internal|internal]] or [[External|external]] contacts and internal contacts can be associated with external companies and external contacts with internal companies.
==Activating the Associates/Associations Feature==
In order to explore this feature fully you will need to add two [[Role|roles]] to the system:
* '''Previous Department''' – this [[Role|role]] will be automatically selected when you move an employee to another department.
* '''Consultant''' – this [[Role|role]] will be used when you associate an [[Internal|internal]] person with an [[External|external]] company.
1. Add these two [[Role|roles]] using the [[Configuration Menu|Configuration]], '''Roles and Permission''' [[Menu|menu]].
[[Image:Contact17.png]]
2. Choose the [[Configuration Menu|Configuration]], [[Global Settings]] menu.
3. Scroll to the '''Association Settings'''.
[[Image:Contact18.png]]
There are two options:
* '''Enable Associates/Associations''' – this check box will activate the feature displaying the [[Associates]] tab in the company view page and the [[Associations]] tab on the contact page.
* '''Association Role''' – you select the [[Role|role]] that you wish to associate with a contact when they are moved from one company to another. Generally, this will be a specific [[Role|role]] that you create such as ex-employee.
4. Select the [[Associates]]/[[Associations]] check box.
5. Set the '''Association Role''' to '''Previous Department'''.
[[Image:Cont19.png]]
6. Click the '''Save''' button.
Next you will move an employee to a different department to create the associate record for their relationship with the previous branch.
7. Choose the Organisation, [[Internal]] Users [[Menu|menu]].
8. Locate '''Bill Morris''' in the '''Information Technology''' branch.
[[Image:Cont20.png]]
9. Click on the [[User|user’s]] name.
[[Image:Cont21.png]]
10. Click the '''Edit''' button.
11. Click the '''Lookup''' button next to the current branch name.
[[Image:Cont22.png]]
The '''Select Company''' window is displayed.
12. Click '''O''' for '''Operations'''.
13. Click the '''Operation''' branch.
[[Image:Cont23.png]]
14. Click the '''Save''' button.
15. Click the '''View''', '''Contact''' [[Menu|menu]].
16. Click the [[Associations]] tab.
[[Image:Cont24.png]]
* Information technology is indicated as a previous department for this [[User|user]].
17. Click the '''Information Technology''' branch link.
18. Click the [[Associates]] tab.
[[Image:Cont25.png]]
==Manually creating an Association==
You can also manually create a relationship between any one and any company. In this instance you will associate '''Bill Morris''' with an [[External|external]] company in the [[Role|role]] of consultant.
These types of [[Associations|associations]] are created by editing the company record and adding the associate. You cannot add the company to the [[User|user]] associate record.
1. Choose the '''Organisation''', [[External]] Contacts [[Menu|menu]].
2. Click on any [[External|external]] company.
[[Image:Cont26.png]]
3. Click the '''Edit''' button.
The company is displayed in '''Edit''' mode and the [[Associates]] section is enabled.
[[Image:Cont27.png]]
4. Click the '''Lookup''' button.
The '''Users & Contacts''' lookup is displayed.
[[Image:Cont28.png]]
5. Set the '''First Name''' to '''Bill''' and click the '''Find''' button.
6. Click the '''Bill Morris''' record.
[[Image:Cont29.png]]
7. Click the '''OK''' button.
[[Image:Cont30.png]]
You can set the [[Role|role]] of this association to any [[Role|role]] within the system, but in this instance the [[Role|role]] is correct.
8. Click the '''Add''' button.
The [[User|user]] is associated with the [[External|external]] company through the [[Role|role]] of consultant.
[[Image:Cont31.png]]
9. Click the '''View''', '''Account''' [[Menu|menu]].
[[Image:Cont32.png]]
The associate record is displayed.
10. Click the '''Bill Morris''' link in the '''Associate''' record.
The [[User|user]] record is displayed.
11. Review the [[Associations]] tab.
[[Image:Cont33.png]]
Two associations are displayed; one to the previous department and one to the [[External|external]] company.
[[Category:System Management]]
* A contact to be associated with any number of organisations.
* The [[Role|role]] that the contact has with each organisation can be defined differently to their normal roles within the system.
* An associate record can be automatically created when you move the contact to a new organisation.
* When you review an organisation the associates will be listed under the [[Associates]] tab.
* When you review a contact their associations will be listed under the [[Associations]] tab.
* This feature can be used for [[Internal|internal]] or [[External|external]] contacts and internal contacts can be associated with external companies and external contacts with internal companies.
==Activating the Associates/Associations Feature==
In order to explore this feature fully you will need to add two [[Role|roles]] to the system:
* '''Previous Department''' – this [[Role|role]] will be automatically selected when you move an employee to another department.
* '''Consultant''' – this [[Role|role]] will be used when you associate an [[Internal|internal]] person with an [[External|external]] company.
1. Add these two [[Role|roles]] using the [[Configuration Menu|Configuration]], '''Roles and Permission''' [[Menu|menu]].
[[Image:Contact17.png]]
2. Choose the [[Configuration Menu|Configuration]], [[Global Settings]] menu.
3. Scroll to the '''Association Settings'''.
[[Image:Contact18.png]]
There are two options:
* '''Enable Associates/Associations''' – this check box will activate the feature displaying the [[Associates]] tab in the company view page and the [[Associations]] tab on the contact page.
* '''Association Role''' – you select the [[Role|role]] that you wish to associate with a contact when they are moved from one company to another. Generally, this will be a specific [[Role|role]] that you create such as ex-employee.
4. Select the [[Associates]]/[[Associations]] check box.
5. Set the '''Association Role''' to '''Previous Department'''.
[[Image:Cont19.png]]
6. Click the '''Save''' button.
Next you will move an employee to a different department to create the associate record for their relationship with the previous branch.
7. Choose the Organisation, [[Internal]] Users [[Menu|menu]].
8. Locate '''Bill Morris''' in the '''Information Technology''' branch.
[[Image:Cont20.png]]
9. Click on the [[User|user’s]] name.
[[Image:Cont21.png]]
10. Click the '''Edit''' button.
11. Click the '''Lookup''' button next to the current branch name.
[[Image:Cont22.png]]
The '''Select Company''' window is displayed.
12. Click '''O''' for '''Operations'''.
13. Click the '''Operation''' branch.
[[Image:Cont23.png]]
14. Click the '''Save''' button.
15. Click the '''View''', '''Contact''' [[Menu|menu]].
16. Click the [[Associations]] tab.
[[Image:Cont24.png]]
* Information technology is indicated as a previous department for this [[User|user]].
17. Click the '''Information Technology''' branch link.
18. Click the [[Associates]] tab.
[[Image:Cont25.png]]
==Manually creating an Association==
You can also manually create a relationship between any one and any company. In this instance you will associate '''Bill Morris''' with an [[External|external]] company in the [[Role|role]] of consultant.
These types of [[Associations|associations]] are created by editing the company record and adding the associate. You cannot add the company to the [[User|user]] associate record.
1. Choose the '''Organisation''', [[External]] Contacts [[Menu|menu]].
2. Click on any [[External|external]] company.
[[Image:Cont26.png]]
3. Click the '''Edit''' button.
The company is displayed in '''Edit''' mode and the [[Associates]] section is enabled.
[[Image:Cont27.png]]
4. Click the '''Lookup''' button.
The '''Users & Contacts''' lookup is displayed.
[[Image:Cont28.png]]
5. Set the '''First Name''' to '''Bill''' and click the '''Find''' button.
6. Click the '''Bill Morris''' record.
[[Image:Cont29.png]]
7. Click the '''OK''' button.
[[Image:Cont30.png]]
You can set the [[Role|role]] of this association to any [[Role|role]] within the system, but in this instance the [[Role|role]] is correct.
8. Click the '''Add''' button.
The [[User|user]] is associated with the [[External|external]] company through the [[Role|role]] of consultant.
[[Image:Cont31.png]]
9. Click the '''View''', '''Account''' [[Menu|menu]].
[[Image:Cont32.png]]
The associate record is displayed.
10. Click the '''Bill Morris''' link in the '''Associate''' record.
The [[User|user]] record is displayed.
11. Review the [[Associations]] tab.
[[Image:Cont33.png]]
Two associations are displayed; one to the previous department and one to the [[External|external]] company.
[[Category:System Management]]