Contacts

Click on the menu icon displayed on the left side of the Z-suite logo and select “Roles” from the menu options.

The Main Contacts

This is how the main “Contacts” page looks like.

If the user wants to create a Contact there are two ways. 

1. To create individual contact, click on the “Add Contact” button displayed on the top right.
2. To create bulk contacts, click on the “Upload Contacts” button.

  Creating an Individual Contact:

   Click on the “Add Contact” button displayed on the top right.

The User will be navigated to the “New Contact” page

For creating a new Contact, the user needs to fill in the information like “Contact Details”, “Delivery Methods” and “Address” of the contact that needs to be created.

Contact Details

Fill in the details that are mandatory i.e., “User Name”, “External ID”, “Record Type”.

User Name: The user has to give the details of the User as asked below. 

Note: First Name, Last Name, and Suffix like Mr/Ms are mandatory.

External ID: This is a unique ID given by the user, it can be numbers, alphabets or Alphanumeric.

Record Type: There are some categories in record type. For example, Manager, Employee, Customer and Vendor.

 If the user is adding a Contact as “Customer” record type, the user needs to add the product details. Press the “Enter” key in the keyboard after providing each product detail.

If the user is adding a Contact of an Employee, the user should add the skills of that employee.

Delivery Details:

Here we can set the delivery methods such as SMS, email, and voice call for which the user needs to be notified during a crisis, emergency, event invites, etc

Note: “Email” and “SMS” details should be provided in order to create a contact.

Click on “Add Delivery Method”. The User can add as many delivery methods they need.

Email: For the “Email” Delivery method there are two options, The User can add “personal” or “office” Email Id. And add the mail address in the Delivery Method Details.

SMS: For “SMS” add mobile and give the number there. Give the country code and mobile number.

Phone: For the “Phone” Delivery Method there are three options, like mobile, office, home. Add the preferred number there.

 We can adjust the priority of the Delivery Method.

By clicking on the Up and Down arrow, we can change the sequence of delivery method.

Delivery Method List:

Email – Office: Upon selecting this option, an Email notification will be sent on the Official Email ID.

Email – Personal: Upon selecting this option, an Email notification will be sent on Personal Email ID

Phone: Upon selecting this option, notification will be shared via phone call.

SMS: Upon selecting this option, notification will be shared via Message.

Address Details:

For adding a new contact User has to give the address of the contact to be created. One address is mandatory. Every detail here is mandatory here except the “Apartment/suite”.

After filling in all the details, the map is located.

Click on the “Save” button after filling in the details. 

Multiple Address:

In case a user/member wants to add more than one address then he can surely add multiple addresses by clicking on the option Add More Addresses.

Now the User can see this Contact on the Contacts tab of the “Contacts” page.

 Creating Bulk Contacts:

 After clicking “Upload Contacts” the User has to click on the “Add Uploads” button.

The User will be redirected to the “New Upload” page.

Firstly, the User has to download the “Sample Template” given. After that fill the Contacts details accordingly and Add the file using the “Browse” button available there.

Below this, there are some “Upload Options”, select preferred one and “Save”.

Under the Upload Contacts tab, we can see all the history of contacts which are uploaded till date.

By clicking on the uploaded file name, we can see the complete details and contacts uploaded with that sheet.

 Editing Individual Contacts:

There are two options for editing the contacts.

1. If the user wants to edit the contact details click on the “First Name” in Contacts tab.

The user will be redirected to the “Contact details” page. Click on the “Edit” button.

The user can edit the details and click on the “Save” button.

2. By clicking on the “Actions” dropdown button, the user has two options: “Edit” and “Delete”. Click on “Edit” for Editing.

The user will be redirected to the Contact details page. Edit the preferred details and “Save”.

Deleting Individual Contacts:

 There are two ways for deleting an Individual Contact:

1. If the user wants to delete the contact details click on the “First Name” in Contacts tab.

It will be redirected to the contact details page, click on the “Actions” button and Delete the contact details.

2. If the user wants to delete the contact details click on the “Actions” in Contacts tab.    

A dropdown with Edit and “Delete” options are seen. Select “Delete”.

Editing bulk Contacts:

This is useful for Editing more “Contacts” at a time. There are two ways for editing bulk Contacts.

1. Click on the “Upload Contacts” tab, then click on “Actions” dropdown button and click on “Edit”.

The user will be redirected to a page where the user can see all the details, do the preferred action and click on “Save”.

1. The other way is to click on the “Upload Contacts” tab, click on “File Name”, the user will be redirected to the contact details page, then click on the “Edit” button.

Edit the preferred one and click “Save”.

Deleting bulk Contacts:

If the user wants to delete a bulk of Contacts there are two ways.

1. Click on the “Upload Contacts” tab, then click on “Actions” dropdown button and click on “Delete”.

2. Click on “Add Uploads”, upload the data to be deleted and select the “Delete” option. Click on the “Save” button to save the changes.

Filters

Introduction: 

In these filters users can add their own filters to make them easily. in these filters we can add filters and edit  and delete the filters.

Who Can Access:

Users with the roles of Organization Admin, IT Incident Manager, Mass Notification Manager and its Dispatcher, HR, Incident Operator, Staff Schedule Manager, Contact Managers and Contact Organizers can access these features in the tool to create contacts in the organization and manage the same.

 Adding a Filter:

Users can add their own Filters to make their task easy. Click on the “Add Filter” button to create one.

The users will be redirected to the “New Filter” page. Fill in the details and click on the “Save” button.

A new “Filter” is created with “country matches India”. Filter name is given as “Country Filter”.

Editing a Filter:

A user can “Edit” an existing filter in two ways.

1. Click on “Actions” which is shown on the “Filters” tab. A dropdown with “Edit” and “Delete” is found. Click on “Edit”, it redirects to the General Information. The User can edit the details and click on “Save”. 

1. Click on the name of the filter.

Then click on the “Edit” button provided to edit the details. Click on the “Save” button after completing the changes.

Deleting a Filter:

The user can delete a “Filter” in two ways.

1. Click on “Actions” which is shown on the “Filters” tab. A dropdown with “Edit” and “Delete” is found. Click on “Delete”.

2. The other way is to click on the name of the filter. Then Actions – > “Delete”.

Groups

Introduction:

This is the place where the user can create a group with available contacts for sending information in bulk like Notifications etc. A single contact can be in as many groups.

Creating new Groups:

Adding a new group: For creating a Group click on the “Add Group” button.

The user will be directed to a “New Group” page. Fill the mandatory details for creating a new group.

Group Name: Name for the Group the User wanted.

Group Description: Users can write a description of the group here.

Select Contacts: Here Users can select Contacts for a Group in three ways.

Select from filters:

 Here there are already some filters that are created. Users can select from them and add a   group with the contacts which are available through that filter. 

 New Filters: 

Users can add new filters here and create a Group from them. The process is the same as creating “Filters”. Give the filter name, then click on “Add” to add the requirements of the Filter.  Select from the options given and apply filters and “Save” the changes.

Contacts: 

 A list of all the “Contacts” will be displayed here. Select the required Contacts and “Save”. 

• A User cannot create a “Group” with single Contact.

Users can now see the Group created.

Note: There are two types of “Groups”. One is “Static” and the other is “Dynamic”

A “Group” created by selecting contacts manually is referred as “static”

A “Group” created by selecting contacts from “Filters” is referred to as “dynamic”

Editing new Groups:

The user can edit a group’s details in two ways.

1. Click on “Actions” which is shown on the “Filters” tab. A dropdown with “Edit” and “Delete” is found. Click on “Edit”, it redirects to the Group Information. The User can edit the details and click on “Save”.

1. Click on the name of the “Group”, the user will be redirected to the group details page, click on the “Edit” button, edit the details needed and click on “Save” button.

Deleting a new Group:

There are two ways to “Delete” a Group.

1. Click on “Actions” which is shown on the “Filters” tab. A dropdown with “Edit” and “Delete” is found. Click on “Delete”.

1. Click on the name of the “Group”, the user will be redirected to the group details page, click on “Actions” and then click on “Delete”.