Assetas support

Contacts

In Assetas, a "contact" represents a person or company that has a role (direct or indirect) in managing assets and maintenance activities.  This can include staff, vendors, or consultants.  A contact record is required to grant access to the system, based on a designated security role. 

Search for a contact | Add a new contactAdd attributes | Add an email address | Add a phone number | Add an address | Add associated records | Add correspondenceManage contactsRelated topics

 
  1. Expand "Contacts" on the sidebar navigation.

  2. Select one of the list options:

    • "My Favorites" will display the list of contacts that you indicated as your favorites.

    • "Staff" will display the list of contacts with a type of Staff.

    • "Search" will display the full list of every contact.

Search for a contact

Tips for searching

  • Enter text into the Search box to see results dynamically update.

  • Expand the "Data Filters" section to limit the results based on specific fields.  Select "Refresh List" to load an updated list; alternatively, select "Reset" to clear all of the filters.

  • Select columns headers to sort that field alphabetically.

  1. Expand the "Contacts" menu on the sidebar navigation. 

  2. Select "New" to add a contact.

  3. Populate the fields.  Data fields with an asterisk (*) are required.

  4. Select "Save" upon completion.

Add a new contact

For instructions on how to bulk load contacts, see Contact Import

 
Person or Company

Indicate whether this contact is a person or a company.  A person contact may be a foreman, mechanic, or technician.  A company contact may be a vendor where you do not know the individuals.

Basic Information (Person)

Populate the following fields:

  • Last Name*:  Enter the last name.

  • First Name:  Enter the first name.

  • Middle Name:  Optionally, enter the middle name.

  • Type*: Select the Contact Type.

  • Status*: Defaulted to Active.  (For a contact that is no longer Active, change the Status.)

  • Email Address: Enter the email address, especially if you plan to grant access to the system.

  • Company: Select the company of this contact.  This field returns the list of company contact records.

  • Manager: Select the manager of this person.  This field returns the list of person contact records.

  • Tags: Enter keywords to quickly describe the contact. 

  • Comments:  Enter your comments or notes for the contact.  Comments are intended for your internal use.

Basic Information (Company)

Populate the following fields:

  • Company Name*:  Enter the company name.

  • Type*: Select the Contact Type

  • Status*: Defaulted to Active.  (For a contact that is no longer Active, change the Status to Archived.)

  • Email Address:  Enter the email address, especially if you plan to grant access to the system.

  • Tags: Enter keywords to quickly describe the contact.  Tags are included in search results. To enter multiple tags, press Enter after each tag.

  • Comments:  Enter your comments or notes.  Comments are intended for your internal use.

Tips for Tags:

  1. Tags can be used to create searchable connections to your record.  For example, tag a vendor with helpful descriptions.

  2. Press "Enter" after each tag to create multiple tags.

Photo

Optionally, upload a representative photo of this contact.  

  • Upload a photo: Select the photo or representative picture to display for this contact.

Assetas User Access

Toggle to allow this contact to access the system. Typically only Account Administrators have access enable this functionality.  

  • Allow Access:  Toggle if you want to grant this contact permissions to log into the system.  

  • Security Role:  If access is allowed, select the security role to grant this user.

    • Once access has been granted, additional user log-on functionality will appear on the contact page.​

  • Set Password: Sets or resets a password for the user. Click or tap on the fingerprint icon to set a randomly generated password.

  • Email:  Email the user instructions on how to log on. Upon selecting this option, you can review the email that will be sent to that user and confirm the option to Send. 

  • Edit: Edit this user’s website access.  Upon selecting this option, you can confirm or update the contact’s email address and security role.

  • Revoke Access: Revoke the user’s ability to log into the website. On the next page, confirm that this contact will no longer be able to log into this website by selecting “Revoke Access”. 

    • Note that the contact’s record will remain in the system even if access is revoked.

Attributes are custom fields to capture additional data points, such as employment information, certifications, or personal information.

If you have just finished adding a new contact, skip to Step 5.

  1. Expand "Contacts" on the sidebar navigation.

  2. Select the "Search" option.

  3. Locate the contact record. 

  4. Select the View/Edit button for the desired contact.

  5. Select the "Edit" button in the Attributes section.

  6. Populate the fields. Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add attributes
 
 

If you have just finished adding a new contact, skip to Step 5.

  1. Expand "Contacts" on the sidebar navigation.

  2. Select the "Search" option.

  3. Locate the contact record. 

  4. Select the View/Edit button for the desired contact.

  5. Select the "Add" button in the Email Addresses section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add an email address
Create New Email

Populate the following fields:

  • Type*: Select "Work" or "Personal" for the type of email address

  • Email Address*:  Enter the email address of the contact. 

  • Use:  Toggle if this email address should be used to communicate with the contact.

  • Comments:  Enter your comments or notes.  Comments are intended for your internal use.

If you have just finished adding a new contact, skip to Step 5.

  1. Expand "Contacts" on the sidebar navigation.

  2. Select the "Search" option.

  3. Locate the contact record. 

  4. Select the View/Edit button for the desired contact.

  5. Select the "Add" button in the Phone Numbers section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add a phone number
Create New Phone Number

Populate the following fields:

  • Type*: Select "Home", "Mobile", or "Work" for the type of phone number

  • Phone Number*:  Enter the phone number of the contact. 

  • Use:  Toggle if this phone number should be used to communicate with the contact.

  • Comments:  Enter your comments or notes.  Comments are intended for your internal use.

 

If you have just finished adding a new contact, skip to Step 5.

  1. Expand "Contacts" on the sidebar navigation.

  2. Select the "Search" option.

  3. Locate the contact record. 

  4. Select the View/Edit button for the desired contact.

  5. Select the "Add" button in the Addresses section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add an address
Create New Address

Populate the following fields:

  • Type*: Select "Mailing" or "Physical" for the type of address

  • Street Line 1:  The street (first line) portion of the address.

  • Street Line 2:  The street (second line) portion of the address, typically the unit number or suite.

  • City:  The city where the address is located.

  • State:  The state where the address is located.

  • Postal Code:  The zip or postal code portion of the address.  This field is limited to 10 characters for the 5-digit code or the 5-digit + 4 code.

  • County: The county where the address is located.

  • Country:  The country where the address is located.

  • Use:  Toggle if this address should be used for communication.  For example, if a mailing address should be used over a physical address.

  • Comments:  Enter your comments or notes.  Comments are intended for your internal use.

 

Associations allow you to link records in various combinations to capture relationships.  ​

If you have just finished adding a new contact, skip to Step 5.

  1. Expand "Contacts" on the sidebar navigation.

  2. Select the "Search" option.

  3. Locate the contact record. 

  4. Select the View/Edit button for the desired contact.

  5. Select the "Add" button in the desired Associated section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add associated records

Contact ​associations can be created with contacts, assets, or documents.  Associations can be created at either record.  When parent-child relationships exist, ensure your primary record, secondary record, and association type are correct.  Here are common uses of association records.

  1. Managed contacts track company hierarchies by noting which contact is the manager. 

  2. Associated assets capture the assets for which this contact has a responsibility (directly or indirectly).  Common relationships include Foreman or Technician. 

  3. Associated documents capture records that pertain to this contact, such as training certificates or employment information.

 

If you have just finished adding a new contact, skip to Step 5.

  1. Expand "Contacts" on the sidebar navigation.

  2. Select the "Search" option.

  3. Locate the contact record. 

  4. Select the View/Edit button for the desired contact.

  5. Select the "Edit" button in the Correspondence section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add correspondence
 
Create New Correspondence

Populate the following fields:

  • Date*:  Enter the date and time of the correspondence.

  • Type*:  Enter the type of correspondence (e.g., Phone, Email).

  • Contacted By*:  The name of the person that initiated the correspondence.

  • Description:  The description of the correspondence.

  1. Expand "Contacts" on the sidebar navigation.

  2. Select one of the list options:

    • "My Favorites" will display the list of contacts that you indicated as your favorites.

    • "Staff" will display the list of contacts with a type of Staff.

    • "Search" will display the full list of every contact.

  3. To the right of each record, under the Actions menu, you may:

    • ​View detailed information or edit the contact.

    • Indicate record as a favorite.

    • Open the contact in the explorer view to visualize associations.

    • Copy this contact as a new contact.

    • Delete this contact and all associated data.

Manage contacts