Key Contacts

Introduction

The main function of the Key Contacts component is to display an overview of people related to the workspace. The component is used for both External and Internal contacts, each with different source data.

The purpose is to have contact information easily accessible for workspace users and to provide a quick overview of who is associated with the workspace.

External Contacts

The Key Contacts component used for external contacts retrieves and displays data from the contacts list.

Loading in Workspace

When you enter a workspace, normally only items added by a user will be loaded, except for the company workspace. In the company workspace, all contacts linked to the current company will be loaded by default.

Add

When you want to add an external contact in the key contacts component, the component will by default select the company chosen for the current workspace. When a company is selected, the contacts associated with the company will be loaded and allow the user to select one or more contacts to add.

When the contact is added, the user will appear in the component. Their information will be available by hovering over the user.

Edit

Click on a contact to open the edit form. Any details changed here will be reflected on the contact in the contact list, except for the role which is only changed for the current workspace.

The purpose of editing an external contact is if new details are received and need to be updated. Since the updated details are relevant for everyone else who adds this contact, the contact list will also be updated.

In the edit form you can also choose not to display the contact on the workspace page. This is checked by default when you add external contacts.

Create

If the external contact you want to add for a company does not exist in the contact list, you can add contacts directly from the component.

This will result in a new contact being registered in the contact list and the contact being added to the external contact component.

Internal Resources

The Key Contacts component used for internal resources retrieves and displays a mix of personnel and user data. It is mainly used to link company personnel to the current workspace, as well as to provide specific access for workspaces that are restricted by access groups.

Add

By clicking add, a form will load where you must enter the name of the resource you want to add.

Edit

To edit a resource in internal resources, click the name. In the form that loads, users can change the role of the added personnel. When you create the internal resource, you can only change the role the resource has in the workspace. This is because personnel details are only editable by HR users.

When creating an internal resource, the project role is normally set to the employee's title/position in the company. In the edit form, this can be changed to fit the role the resource has in the project (such as project manager or purchaser).

Functionality

The key contact component allows you to add internal resources to a workspace, and if the workspace is set to restricted, the new internal resource will now gain access.

Companies: Adds the user to the group so they can access collaboration tools such as Conversations, Planner and Teams

Projects: Adds the user to the group and grants access to the project if it is set to restricted,  and collaboration tools such as Conversations, Planner and Teams

QHSE reports: Grants user access to the workspace and measures