Contacts

Modified on Tue, 3 Mar at 1:16 AM

Contacts

The Contacts form allows the end-user to associate an existing Company or Contact, or to create a new Company or Contact:

Associating an Existing Company

Click the Search icon leaving the search field blank in the Companies section. This will display the list of all companies that are available in the database. The New Company, New Contact and Link Company Contact command buttons will be enabled allowing the user to click on either.

Use the scroll feature in the Companies section to find the appropriate company. Alternately, enter full or partial criteria in the search field and click the Search icon.

*Note: All suppliers where the ‘Is Payee’ flag is denoted as Y will be not editable. This is to ensure that suppliers received through vendor interface are not updated/managed through the User Interface (UI). The source for updates will be through the Client’s external Enterprise Resource Planning (ERP) system. If an immediate update is required to be made within Tango, then only authorized users will have been granted access to do so via the Supplier Management module and as defined through security configuration.

Highlight the row of the Company. This will refresh the list of associated contacts displayed in the Related Contacts section of the form.

*Note: To link the Company to the Lease at the contact level, a Related Contact record is required; hence, if there is no valid contact associated to the company as displayed in the figure below, a new contact will need to be created populating, at minimum, one field (i.e. Title).

To link the company using an existing contact, proceed to step 4 in Associating an Existing Contact or to create a new contact Proceed to steps 3-5 in Creating a New Contact.

Creating a New Company

Click the Search icon leaving the search field blank in the Companies section. This will display the list of all companies that are available in the database. The New Company, Link Company, and New Contacts command button will be enabled allowing the user to click on either one.

Click on the New Company command button.
From the Add Supplier Site pop-up window enter all details on the form, where available, and click OK. The newly added company will appear in the company list on the screen and will be available for future selection.

When completed, click on the Link Company command button.
This will link the company to the lease and it will appear in the Linked Contacts section of the form.

*Note: All suppliers deemed to be payment vendors, where the ‘Is Payee’ flag is denoted as Y, will be received and added to the database through vendor interface. The source for updates will be through the Client’s external ERP system. Please refer to the Client’s business defined process.

Associating an Existing Contact

Click the Search icon leaving the search field blank in the Companies section. This will display the list of all companies that are available in the database. The New Company, Link Company and New Contacts command buttons will be enabled allowing the user to click on either one.

In the Companies section, use the scroll feature to find the appropriate company. Alternately, enter full or partial criteria in the search field and click the Search icon.
Highlight the row of the Company. This will refresh the list of associated contacts displayed in the Related Contacts section of the form.

Select the contact by using the checkbox in the Select column and click the Link Company Contact command button. From the pop-up window that is displayed next, use the drop-down menu to select one or more roles and then click OK. This will link the contact and the associated company to the lease and it will appear in the Related Contacts section of the form.

*Note: All suppliers deemed to be payment vendors, where the ‘Is Payee’ flag will be denoted as Y, will be received and added to the database through vendor interface as the source for updates will be through the client’s external ERP system. Please refer to the Client’s business defined process.

Figure 1: Contact is linked to the Lease with one Role

Figure 2: Contact is linked to the Lease with more than one role

*Note: To edit the role(s) for a contact that is currently linked to a Lease, simply click on the pencil symbol located to the left of the current role(s) displayed. From the pop-up window that is displayed next, use the drop-down menu to select the one or more new roles required and/or uncheck any existing role(s) which may no longer apply.

Creating a New Contact

Click the Search icon leaving the search field blank in the Companies section. This will display the list of all companies that are available in the database. The New Company, New Contact and Link Company Contact command buttons will be enabled allowing the user to click on either one.

Highlight the row of the added Company in the Companies section.
From the Contacts form click on the New Contact command button in the Related Contacts section:

From the New Contact pop-up window enter all details on the form, where available, and click OK. The added contact will appear in the contact list on the screen and will be available for future selection.

*Note: In the case where no valid contact exists but the record is needed to associate a company to the Lease as described in Section 4.1.5.1, then simply populate, at minimum, one field to create a valid contact record (i.e.Title).

Select the contact by using the checkbox in the Select column and click the Link Company Contact command button. From the pop-up window that is displayed next, use the drop-down menu to select one or more roles and then click OK. This will link the contact and the associated company to the lease and it will appear in the Linked Contacts section of the form.

Figure 1: Contact is linked to the Lease with one Role

Figure 2: Contact is linked to the Lease with more than one role

Creating a New Internal Contact

From the Contacts form click on the Add command button immediately below the Linked Contacts section.

From the pop-up window enter all details on the form, where available, and click OK. The added contact will appear in the contact list on the screen and will be available for future selection.

*Note: At a minimum, the roles that must be listed as Internal Contacts are those which have been defined by the Client and deemed required to systematically approve a lease abstract.

Lease Reviewer
Lease Director
Lease Notification

Any other internal contacts listed in the table are there simply to serve as an internal contact reference deemed to have some form of association to each lease. The presence or non-presence of these contacts have no direct impact/bearing on how or when a lease record is systematically created or updated.

A single person can be assigned to many roles in the Internal Contacts table. For instance, Joe Smith can be linked as both the ‘Lease Administrator’ and the ‘Lease Reviewer’ if applicable.

User can also link a single role to the table more than once (i.e. Lease Administrator, Occupancy Accountant, etc.), except for the Lease Reviewer, Lease Director and Lease Notification roles as they are tied to the Lease Abstract Workflow functionality.

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