Assetas support

Contact Type

A "contact" represents a person or company that you want to track, such as an employee, a vendor, and a contractor.  The Contact Type represents the state of the contact’s employment or relationship to the information stored in the database.

Add a new contact type | Add a section | Manage sections | Add an attribute |  Manage attributes | Manage contact types | Related topics

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

  2. Expand the "Lists & Types" menu under "Configuration".

  3. Expand the "Types" menu under "Lists & Types".

  4. Select the "Contact" menu under "Types".

  5. Select "Add" to add a contact type.

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

  7. Select "Save" upon completion.

Add a new contact type
 
Basic Information

Ensure that Email Addresses are enabled for all contact types who may be granted access to the system.

Populate the following fields:

  • Name*: Enter the name of the type of contact.

  • Allow Email Addresses: Toggle if this contact type allows the storage of email addresses.

  • Allow Phone Numbers: Toggle if this contact type allows the storage of phone numbers.

  • Allow Addresses: Toggle if this contact type allows the storage of addresses.

  • Allow Company Contacts: If the contact is a company, toggle to allow this contact type to have employees.

  • Allow Managed Contacts: If the contact is a person, toggle to allow this contact type to have managed employees.

  • Allow Asset Associations: Toggle if this contact type allows associations to assets.

  • Allow Correspondence: Toggle if this contact type allows the storage of correspondence.

  • Allow Document Associations: Toggle if this contact type allows associations to documents.

  • Description: Enter a description of the type of contact.

  • External Identifier: Enter a unique identifier that represents this record in an external system.

Contact type sections capture groupings of attributes for customized data capture.

If you have just finished adding a new contact type, skip to Step 6.

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

  2. Expand the "Lists & Types" menu under "Configuration".

  3. Expand the "Types" menu under "Lists & Types".

  4. Select the "Contact" menu.

  5. Select the "Edit" button for the desired contact type.

  6. Select "Add Section" in the Sections and Attributes section.  The section will group a collection of attributes.

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

  8. Select "Save" upon completion.

Add a section
 
Basic Information

Populate the following fields to record the attribute section.

  • Name*: Enter the name of the attribute section.   

  • Position*: Enter the position of the section (in relation to other sections), which must be an integer between 0 and 255. Sections with the same position are then sorted alphabetically by name.

  • Expanded: Toggle if this section is expanded by default or collapsed.

  • Description: Enter a description of the section.

  • External Identifier: Enter a unique identifier that represents this record in an external system.

 

If you have just finished adding a new contact type, skip to Step 6.

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

  2. Expand the "Lists & Types" menu under "Configuration".

  3. Expand the "Types" menu under "Lists & Types".

  4. Select the "Contact" menu.

  5. Select the "Edit" button for the desired contact type.

  6. Within the "Section and Attributes" section, expand the "Actions" menu.

  7. Select the appropriate option for managing your sections:

    • Edit this Section:  This option will allow you to edit the details of the section.

    • Delete this Section: This option will delete the section, questions, and associated data within the section.

    • Add an Attribute:  See the Add an attribute section below.

Manage sections
 

Attributes are created to capture customized information, such as employment information, relevant personal information, and other information. 

If you have just finished adding a new contact type, skip to Step 6.

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

  2. Expand the "Lists & Types" menu under "Configuration".

  3. Expand the "Types" menu under "Lists & Types".

  4. Select the "Contact" menu.

  5. Select the "Edit" button for the desired contact type.

  6. Expand the "Actions" menu in the Sections and Attributes section.  

  7. Select "Add an Attribute".

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

  9. Select "Save" upon completion.

Add an attribute
Basic Information

Populate the following fields:

  • Section*: This is the section that contains this attribute. You may move the attribute to another section by selecting another section from this drop-down list.

  • Position*: Enter the position of the attribute (in relation to other attributes within the same section), which must be an integer between 0 and 255. Attributes with the same position within each section are then sorted alphabetically by name.

  • Name*: Enter the name of the attribute.

  • Data Type*: Enter the type of answer the system will accept.

  • Required: Toggle this if the attribute does not allow for blank or null values.

  • Read Only: Toggle this if the value cannot be modified.

  • Default: The default data to populate this attribute the first time it is edited.  Either enter the direct text to use or one of these variables: {Current User}, {Now}, {Today}.

  • Searchable: Select if this attribute may be searched to locate the contct.

  • Allow Comments: Select if the attribute allows the user to enter comments alongside the value.

  • Description: Enter the description of the attribute.  This displays when the user hovers over the attribute when viewing or editing.

  • External Identifier: Enter a unique identifier that represents this record in an external system.

Depending on the data type selected, there may be additional fields to configure the attribute.​

Additional Fields

Populate the following fields to define the attribute based on the data type.

  • Size: The number of alphanumeric characters in text or number fields (must be an integer between 0 and 400).

  • Precision: For numeric fields, this specifies how much of the size is allocated to the right of the decimal place (must be an integer between 0 and 20).

  • Minimum: The minimum value allowed for the attribute (dates must be in the format YYYY-MM-DD).

  • Maximum: The maximum value allowed for the attribute (dates must be in the format YYYY-MM-DD).

  • Pattern: The regex pattern to use to validate the entered data.  To learn more, please visit https://www.w3schools.com/tags/att_input_pattern.asp.

  • List: The pre-defined list of values to use for this attribute.

  • List Values: The pipe-separated list of values to use for the drop-down list or radio button data type.

  • Value Lookup Type: The type of identifier that is stored as the answer.  This will be used to display the name of the item instead of the identifier (relevant for Contact names and Asset names).

If you have just finished adding a new contact type, skip to Step 6.

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

  2. Expand the "Lists & Types" menu under "Configuration".

  3. Expand the "Types" menu under "Lists & Types".

  4. Select the "Contact" menu.

  5. Select the "Edit" button for the desired contact type.

  6. Within the "Section and Attributes" section, locate the attribute within the appropriate Section.

  7. Select the "Edit" button to edit the attribute.

You may also "Delete" an attribute from this menu, which will also delete all of the associated attribute data within the deleted section.

Manage attributes
 
 

​Once contact types have been created, manage these records to maintain accurate information. 

  1. Edit: To edit an existing contact type, select the "Edit" button to the right of the contact type name, under Actions.

  2. Delete: You may delete a contact type from this menu, which will only be allowed if there are no contacts of this type in the system. If contacts of this type are present in the system, you will need to remove those contacts first (or reassign their contact type) before deleting the contact type itself.

  3. Download: Expand the "Actions" menu to download the contact type definition (and associated attributes) for importing into another database.

Manage contact types