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EMS Software, LLC

Configuring Contacts

A contact is a person who serves as the coordinator or focal point for a group. You have two options for configuring a contact for a group. You can configure a” free form” contact, which requires you to manually enter the contact information, or you can configure a contact from another group, which means that you do not have to manually enter the contact information. Instead, the group information is automatically used for the contact.

You can also configure and edit a contact “on the fly” during the reservation process. See the EMS User’s Manual for details.

To configure contacts

1. Open the Groups window and search for the group for which you are configuring the contact. See To search for a group and/or contact”.

2. Select the group, and then click Open.

A group-specific window open. The group is automatically selected in the window.

Group-specific window

3. In the left pane of the group-specific window, select Contacts.

A list of all currently active contacts for the group is displayed in the right pane of the group-specific window.

Optionally, to display all group contacts regardless of status, click Show Inactive. Any inactive contacts are displayed in red italics in the right pane.

4. Continue to one of the following:

“To configure a contact manually” below.

To configure a contact from a group”.

To configure a contact manually

1. Click New.

The Contact dialog box opens.

Contact dialog box

2. Enter the information for the new contact.

Field

Description

Contact

The name of the contact.

Note: The name can be a maximum of 50 characters, including spaces.

Title

The title (Mr., Ms., Dr., and so on) of the contact.

Group

Populated with the name of the group that you selected. You cannot change this value.

Address

Populated with the address of the group that you selected. If the contact address is not the same as the group address, then clear Use Group Address and enter the appropriate values in the Address fields.

International

Select this option to drop the State and Zip fields for an international group.

Phone

Fax

The phone number and fax number for the contact. By default, they are set to the phone number and fax number for the group, but you can always edit these values.

Note: The Phone and Fax fields have a dropdown list available from which you can select a different value (Fax, Mobile, Other, or Phone) for the field label, or you can enter a user-defined value. To enter a user-defined value, double-click the current field label to select it, and then enter the user-defined value over the selected label.

Email Address

The email address for the contact.

Note: If your computer is connected to a network, click the Search icon to open a Global Address Lookup dialog box and search for the email address.

External Reference

Links the contact to an outside program if needed.

Notes

Any other information that is pertinent for the contact.

Set as Default

Select this option if the contact is to be the default contact for the selected group.

Note: If a default contact has been defined for a group, then when you specify the group information for a reservation, the Contact field is automatically populated with the name of the default contact.

Note: You can always specify a contact as the default contact for a selected group at a later date. To do so, select the contact in the right pane of the group-specific window, click Set Default, and then click Yes at the prompt to set the selected user as the default contact.

Inactive

Leave this option blank to add the contact as an active contact. Select this option to inactivate the contact.

3. Optionally, do one or both of the following:

• Click Spelling to spell check the information for the contact before you save it.

• Create a web user from the contact. See To create a web user from a contact.

4. Click OK.

The Contact dialog box closes. The contact is added to the group. The group-specific window remains open.

To configure a contact from a group

1. Click Tools > Click Create Contact from Another Group.

A second Groups window opens.

2. Search for the group that is to be the source of the contact, and then click Select. (See To search for a group and/or contact”.)

The Contact dialog box opens. The name of the group that you just selected is displayed in the Group field and you cannot edit this value. The remainder of the fields display the information for the selected group or user (Contact Name, Address, Phone, and so on.)

Contact dialog box

3. If needed, edit the information for the new contact.

Field

Description

Contact

The name of the contact.

Note: The name can be a maximum of 50 characters, including spaces.

Title

The title (Mr., Ms., Dr., and so on) of the contact.

Group

Populated with the name of the group that you selected first (the group for which you are configuring the contact). You cannot change this value.

Address

Populated with the address of the contact. If the contact address is the same as the group address, then select Use Group Address to populated the address fields with the group address; otherwise, you can edit these values.

International

Not applicable if Use Group Address is selected. Select this option to drop the State and Zip fields from the address for an international contact.

Phone

Fax

The phone number and fax number for the group.

Note: The Phone and Fax fields have a dropdown list available from which you can select a different value (Fax, Mobile, Other, or Phone) for the field label, or you can enter a user-defined value. To enter a user-defined value, double-click the current field label to select it, and then enter the user-defined value over the selected label.

Email Address

The email address for the contact.

Note: If your computer is connected to a network, click the Search icon to open a Global Address Lookup dialog box and search for the email address.

External Reference

Links the contact to an outside program if needed.

Notes

Any other information that is pertinent for the contact.

Set as Default

Select this option if the contact is to be the default contact for the selected group.

Note: If a default contact has been defined for a group, then when you specify the group information for a reservation, the Contact field is automatically populated with the name of the default contact.

Note: You can always specify a contact as the default contact for a selected group at a later date. See To edit the contacts for a group”.

Inactive

Leave this option blank to add the contact as an active contact. Select this option to inactivate the contact.

4. Optionally, do one or both of the following:

• Click Spelling to spell check the information for the contact before you save it.

• Create a web user from the contact. See To create a web user from a contact.

5. Click OK.

The Contact dialog box closes. The contact is added to the group. The group-specific window remains open.

To create a web user from a contact

A web user is a registered user who can submit requests for reservations or schedule reservations in VEMS. When you add a contact to a group in your EMS database, you might also need to create a web user from the contact. This web user can then create and view reservations on behalf of the contact in VEMS. You can create only one web user from a contact. When you create a web user, you can also specify one or more delegates for the web user. A delegate is a web user who can create and view reservations on behalf of another web user.

1. If needed, open the group that contains the contact in the group’s specific window. See To configure contacts”.

2. In the left pane of the group-specific window, make sure that Contacts is selected.

3. In the right pane of the window, select the contact from which you are creating the web user.

4. Click Tools > Create Web User from Contact.

A contact-specific dialog box opens. The Web User tab is the active tab.

The User Defined Fields tab displays the questions that a web user was required to answer when the user requested to create an account through VEMS and it is not relevant to the procedure that is described below.

Contact-specific dialog box, Web User tab

5. Enter the information for the new web user.

Ideally, you should enter all the necessary information for your web user before you save the web user; however, at any time if you need to access your web user, on the EMS menu bar, click Configuration > Web > Web Users.

Field

Description

Name

Automatically populated after you select the contact.

Password

The password that a web user must enter to log in to VEMS.

Email address

If this information has been entered for the contact, then this field is automatically populated after you select the contact. If the field is blank, you must enter the full email address for the user. (The user must enter this address to log in to VEMS.)

Phone/Fax

Optional fields. If this information has been entered for the contact, then these fields are automatically populated after you select the contact. If the fields are blank, you can enter values if needed.

Notes

Optional field.

External Reference

Optional field. Links the web user to an outside program if needed.

Network ID

Optional field. The web user’s network ID.

Email Opt Out

Select this option if the web user is not to receive automatic emails (such as reservation summary emails) from VEMS. The user will still receive manually sent emails.

Status

Required field. Select the status for the web user:

• Active—The web user can log in to VEMS.

• Inactive—The user cannot log in to VEMS and is instructed to contact the EMS administrator.

• Pending—The web user cannot log in to VEMS and is informed that he/she must check back at a later time.

Security Template

Required field. This determines the web user's access to the system—the menu items that the user can see and the information that the user can view in a tooltip when 'rolling-over' an event in VEMS.

Note: For detailed information about web security templates, see Configuring Web Templates.

Time Zone

Required field. Select the time zone for the user.

Ideally, you should enter all the necessary information for your web user before you save the web user; however, at any time if you need to access your web user, on the EMS menu bar, click Configuration > Web > Web Users.

6. Open the Process Templates tab and on the Available list, select the web process template or CTRL-click to select the multiple templates to which to which you are assigning the user, and then click the Move button (>) to move the selected templates to the Selected list.

A web process template defines the functions that are available to each type of web user in VEMS when the user is submitting a request for a reservation. For detailed information about web process templates, see Configuring Web Templates”.

7. Open the Groups tab and do one of the following to specify the groups on whose behalf the web user can view and make reservations in VEMS.

• The contact’s group is selected by default. You can leave this group in the Selected list, or you can select the group and click the Remove button (<).

• Specify any combination of search criteria for the Find field and Group Type, and then click Display to produce a list of all groups that meet the criteria. In the Available list, select a group, or CTRL-click to select multiple groups, and then click the Move button (>) to move the selected groups to the Selected list.

If you leave the Find field blank, then a list of all currently active groups for the selected group type is displayed. If you enter a search string in the Find field, the string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, a search string of AAA returns AAA Colorado, but not Colorado AAA.

8. Open the Delegates tab, and on the Search by dropdown list, do one of the following to specify the delegates for the web user:

• Leave the Find field blank, and then click Display to open a list of all currently available web users. Select a web user, or CTRL-click to select multiple web users, and then click the Move button (>) to move the selected web users to the Selected list.

• On the Search By dropdown list, select the option by which to search (Email Address or User Name), and in the Find field, enter the string by which to filter your search, and then click Display. Select a web user, or CTRL-click to select multiple web users, and then click the Move button (>) to move the selected web users to the Selected list.

The string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bob.worth@dea.com but not dbobbett@dea.com.

9. Optionally, click Spelling to spell check any information that you manually entered for the user.

10. Click OK.

The dialog box for creating a web user closes and a message opens indicating that the web user was created successfully.

11. Click OK to close the message and return to the group-specific window.