Who is this article for?

System Managers, System Administrators

The contacts screen in the System Module of Ideagen Quality Management Cloud is where you will find a list of all of the contacts that have been created on your system. Sometimes, you will create new contacts when required from within other Ideagen Quality Management records such as Issues or Audits. Within the contacts section you are also able to create new contacts, as well as export a full or filtered list.

This article is split into the following sections:

1. How to View the Contacts List
2. How to View the Contacts Details
3. How to Create a Contact
4. How to Edit a Contact
5. How to Copy a Contact

1. How to View the Contacts List

To view the contacts list:

1. Navigate to Home then System and then Contacts.  You will be taken to the Contacts page as per the image below:

2. Select any user from the list to view their details.

2. How to View the Contacts Details

To view a contact's details you can either:

• Click the Full Name field from the contacts list page.

or

• Select  Options button from the right hand side of the Contacts page and click View. 

You will be taken to the Contact Details page as per the image below:

3. How to Create a Contact

To create a new record:

1. Navigate to Home then, System and then Contacts.
2. Click the  Create button and you will be taken to the create contact screen as per the image below:

3. The first section of the user details screen contains their key details such as:

• • • Name
    • Job
    • Title
    • Contact Details

4. Each mandatory field is shown with a * next to the field title. Complete the mandatory details fields.
5. Optionally, provide additional information in the remaining fields.
6. Ensure that the Active check box is ticked. If the Contact is made inactive, it will not be available for selection in the system.
7. Associate at least one company that the contact is associated with.
8. Select Save to confirm the creation of your new contact.

All contacts must be associated with a company for them to be available for selection throughout the system.

4. How to Edit a Contact

To edit an existing contact record:

1. Navigate to Home then System and then Contacts
2. Either:

• Select a user record from the list to view the record details. Then select the edit icon to edit the contact record.
• Click the  Options  button and click Edit on the right hand side of the page on the relevant row.

3. You will be taken to the edit contact page as per the image below:

4. To confirm any changes you have made, click Save.

Any contacts that are also a user on Ideagen Quality Management Cloud will not be able to be amended in this section.

5. How to Copy a Contact

To copy an existing contact record:

1. Navigate to Home then System and then Contacts
2. Click the  Options  button and click Copy on the right hand side of the page on the relevant row.

3. You will be taken to the copy contact page as per the image below:

4. The new contact record should include key details from the copied contact record:

• • • Business unit
    • Job Title
    • Telephone
    • Companies

5. To confirm any changes you have made, click Save.