Introduction
The Internal Contacts feature is used to create groups of users that have similar functions. Though Internal Contacts can be of any type, they are commonly used to group users involved with processes in GEMS such as Approvals, Verifications, Attestations, and the Compliance Tracker.
Internal Contacts are implemented as a lookup list in which you can create Internal Contact Types that are used to group users. You can then assign users to the Internal Contact Types for specific entities. The users can be the same or different for different entities/contracts.
For example, if you create an Internal Contact Type lookup item called ‘Legal Updater’, you can then assign User A to the ‘Legal Updater’ Internal Contact Type for Company XYZ and User B to the ‘Legal Updater’ Internal Contact Type for Company DEF.
If the Approvals and Verifications licensed modules are installed, there are three Internal Contact Types available in GEMS by default: Updater, Approver, and Verifier. The default Updater and Approver Internal Contact Types are used for Approvals. Please see the ‘Approvals Module Tutorial’ for details. The default Verifier Internal Contact Type can be used for verifications but you can also create custom Internal Contact Types and assign them as updaters and verifiers while setting up verification phases. Please see the ‘Verifications Module Tutorial’ for details.
You can assign users to Internal Contacts for an entity by navigating to the Internal Contacts section in the entity navigation menu. However, this method allows you to add only one user to an Internal Contact Type for one company/ business entity at a time.
The Internal Contacts Wizard enables you to assign multiple users to an Internal Contact Type and then assign that Internal Contact Type to multiple companies/ business entities. This saves a lot of time compared to assigning users to Internal Contact Types one company/ business entity at a time.
Before you can use the Internal Contact Wizard, you must have set up the following items that you intend to use.
Internal Contact Types
GEMS users
Companies/Business Entities or Contracts
Launching the Internal Contact Wizard
To launch the Internal Contact Wizard, do the following:
Click the Search bar on any GEMS homepage and choose ‘Wizard’ from the drop-down list.
Type Internal Contact Wizard in the text box and then click Search.
On the results list that is displayed, click the Internal Contact Wizard link to launch the Internal Contact Wizard.
Step 1: Internal Contact Wizard - Basics
On the Basics page of the Internal Contact Wizard:
Select the Internal Contact Type that you want to assign from the Internal Contact Type lookup list. It contains a list of active Internal Contact Types that have been marked as Favourites. Entering a few letters of the name of the Internal Contact Type displays a list of Internal Contact Types containing those letters.
If the Internal Contact Type you are about to assign will only be valid from or to a fixed date, enter the dates in the ‘Effective From’ and ‘Effective To’ fields.
Click the Next hyperlink.
Step 2: Internal Contact Wizard - Select Users
On the Select Users page of the Internal Contact Wizard, you need to search for and select the users to assign to the Internal Contact Type you selected in the previous step. To do this:
View a summary of the values you entered in the Basics page at the top of the page.
Use the Advanced Search section to find the users you want to assign to the Internal Contact Type. Please see the Advanced Searches Tutorial document for details on how to set up an advanced search. When you click the Search button, the Advanced Search panel is minimized and the Search Results panel is displayed.
In the Search Results panel, you can select all the search results by clicking the Select All Returned hyperlink. If you do this, the Search Results panel is minimized and the Selected Users panel is displayed. You can also choose specific users from the search results by selecting the checkbox next to their names. This automatically adds them to the Selected Users panel. To remove them from the Selected Users panel, just clear the checkbox again. When you have finished selecting users in this manner, click on the maximize button next to ‘Selected Users’ and the Selected Users panel is displayed.
Once the selected users are displayed in the Selected Users panel, you can click the Remove hyperlink next to a user if you wish to remove it from the list. You can also click the Clear hyperlink to remove all the users from the list.
Once you have selected the users to be assigned to the Internal Contact Type, click the Next hyperlink.
Step 3: Internal Contact Wizard - Select Entities
On the Select Entities page of the Internal Contact Wizard, you need to search for and select the companies/ business entities to which the Internal Contact Type you selected should be assigned. To do this:
View a summary of the values you entered in the Basics & Select Users pages at the top of the page.
Use the Advanced Search section to find the companies/ business entities to which you want to assign to the Internal Contact Type. Please see the Advanced Searches Tutorial document for details on how to set up an advanced search. When you click the Search button, the Advanced Search panel is minimized and the Search Results panel is displayed.
In the Search Results panel, you can select all the search results by clicking the Select All Returned hyperlink. If you do this, the Search Results panel is minimized and the Selected Entities panel is displayed. You can also choose specific companies/ business entities from the search results by selecting the checkbox next to their names. This automatically adds them to the Selected Entities panel. To remove them from the Selected Entities panel, just clear the checkbox again. When you have finished selecting companies/ business entities in this manner, click on the maximize button next to ‘Selected Entities’, and the Selected Entities panel is displayed.
Once the selected companies/ business entities are displayed in the Selected Entities panel, you can click the Remove hyperlink next to a company/ business entity if you wish to remove it from the list. You can also click the Clear hyperlink to remove all the companies/ business entities from the list.
Once you have selected the Contracts to be assigned to the Internal Contact Type, click the Next hyperlink.
Step 4 Internal Contact Wizard - Select Contracts
On the Select Contracts page of the Internal Contact Wizard, you need to search for and select the Contracts to which the Internal Contact Type you selected should be assigned. To do this:
View a summary of the values you entered in the Basics & Select Users pages at the top of the page.
Use the Advanced Search section to find the contracts to which you want to assign to the Internal Contact Type. Please see the Advanced Searches Tutorial document for details on how to set up an advanced search. When you click the Search button, the Advanced Search panel is minimized and the Search Results panel is displayed.
In the Search Results panel, you can select all the search results by clicking the Select All Returned hyperlink. If you do this, the Search Results panel is minimized and the Selected Entities panel is displayed. You can also choose specific contracts from the search results by selecting the checkbox next to their titles. This automatically adds them to the Selected Entities panel. To remove them from the Selected Entities panel, just clear the checkbox again. When you have finished selecting contract entities in this manner, click on the maximize button next to “Selected Contracts” and the Selected Contracts panel is displayed.
Once the selected Contracts are displayed in the Selected Contracts panel, you can click the Remove hyperlink next to a contract if you wish to remove it from the list. You can also click the Clear hyperlink to remove all the contracts from the list.
Once you have selected the Contracts to be assigned to the Internal Contact Type, click the Next hyperlink.
Step 4: Finish
On the Finish page of the Internal Contact Wizard, review the summary information displayed. If you are satisfied, click the Add button to assign the selected users to the Internal Contact Type and add the Internal Contact Type to the selected companies/business entities and/or contracts.
If you then look at the Internal Contacts screen of the selected companies/ business entities you will find that an Internal Contact Type record has been created for each selected user. The Audit Trail is also updated with all the changes made by the Internal Contacts Wizard.
Please note: When an entity is deleted, its Internal Contacts are also deleted. This means that if a user is assigned to an Internal Contact Type for one entity only, and that entity is deleted, the user is no longer associated with that Internal Contact Type.