Contact Management¶
User Guide¶
Manage contact information for authority records (persons, organizations) and repositories in your archive.
Overview¶
+-------------------------------------------------------------+
| CONTACT MANAGEMENT |
+-------------------------------------------------------------+
| |
| AUTHORITY RECORDS REPOSITORIES |
| | | |
| v v |
| +----------+ +----------+ |
| | Person | | Archive | |
| +----------+ +----------+ |
| | | |
| +---------- CONTACTS ----------+ |
| | |
| +-----------+-----------+ |
| | | | |
| v v v |
| Primary Secondary Additional |
| Contact Contact Contacts |
| |
+-------------------------------------------------------------+
What is Contact Management?¶
Contact Management allows you to: - Store multiple contact entries for authority records - Designate primary contacts for quick reference - Record extended details like cell phones, departments, and roles - Support multiple languages for city, region, and notes - Track preferred contact methods
Contact Types¶
+-------------------------------------------------------------+
| CONTACT FIELDS |
+-------------------------------------------------------------+
| STANDARD FIELDS (AtoM Core) |
| +-------------------------------------------------------+ |
| | Contact Person - Name of the contact | |
| | Street Address - Physical address | |
| | City - City name (translatable) | |
| | Region - Province/State (translatable) | |
| | Postal Code - ZIP/Postal code | |
| | Country Code - Country (e.g., ZA, US, GB) | |
| | Telephone - Main phone number | |
| | Fax - Fax number | |
| | Email - Primary email | |
| | Website - URL | |
| | Note - Additional notes (translatable) | |
| +-------------------------------------------------------+ |
| |
| EXTENDED FIELDS (AHG Extension) |
| +-------------------------------------------------------+ |
| | Title - Mr, Mrs, Dr, Prof, etc. | |
| | Role - Job title/Position | |
| | Department - Department/Division | |
| | Cell - Mobile phone number | |
| | ID Number - ID/Passport number | |
| | Alternative Email - Secondary email | |
| | Alternative Phone - Secondary phone | |
| | Preferred Method - Email/Phone/Cell/Fax/Mail | |
| | Language Pref. - Preferred language | |
| +-------------------------------------------------------+ |
+-------------------------------------------------------------+
How to Access¶
From Authority Records¶
Authority Record (Person/Organization)
|
v
Edit Mode
|
v
Contact Information Section ----------------+
| |
+---> View Contacts (read-only list) |
| |
+---> Add Contact (new entry) |
| |
+---> Edit Contact (modify existing) |
| |
+---> Delete Contact (remove entry) |
From Repositories¶
Repository Record
|
v
Edit Mode
|
v
Contact Information Section ----------------+
| |
+---> Same operations as authority |
Adding a New Contact¶
Step 1: Open the Record¶
Navigate to the authority record or repository you want to add contact information to.
Step 2: Enter Edit Mode¶
Click the Edit button to open the record for editing.
Step 3: Locate Contact Section¶
Scroll to the Contact Information section.
Step 4: Click Add Contact¶
Click the Add contact button:
+-------------------------------------------------------------+
| Contact Information [+ Add contact] |
+-------------------------------------------------------------+
| (Your contacts will appear here) |
+-------------------------------------------------------------+
Step 5: Fill in the Form¶
+-------------------------------------------------------------+
| Contact #1 [X] |
+-------------------------------------------------------------+
| |
| Contact person: [_____________________________] |
| |
| [ ] Primary contact |
| |
| Street address: |
| +-------------------------------------------------------+ |
| | | |
| +-------------------------------------------------------+ |
| |
| City: [___________] Region: [___________] |
| |
| Postal code: [___________] Country: [___________] |
| |
| Telephone: [___________] Fax: [___________] |
| |
| Email: [_____________________________] |
| |
| Website: [_____________________________] |
| |
| Note: |
| +-------------------------------------------------------+ |
| | | |
| +-------------------------------------------------------+ |
| |
+-------------------------------------------------------------+
Step 6: Save the Record¶
Click Save to store the contact information.
Setting a Primary Contact¶
What is a Primary Contact?¶
The primary contact is the main point of contact for the record. It is highlighted in the display view.
How to Set Primary¶
+-------------------------------------------------------------+
| Contact #1 [X] |
+-------------------------------------------------------------+
| |
| Contact person: [John Smith______________] |
| |
| [X] Primary contact <-- Check this box |
| |
+-------------------------------------------------------------+
Only one contact can be primary. When you set a new primary contact, the previous one is automatically cleared.
Viewing Contact Information¶
Contact information displays on the record's view page:
+-------------------------------------------------------------+
| Contact Information |
+-------------------------------------------------------------+
| |
| [Primary] Badge |
| |
| Contact person: John Smith |
| |
| Address: |
| 123 Main Street |
| Pretoria, Gauteng, 0001 |
| ZA |
| |
| Telephone: +27 12 345 6789 |
| Email: john.smith@example.co.za |
| Website: https://www.example.co.za |
| |
| Note: Available weekdays 8am-5pm |
| |
| -----------------------------------------------------------+
| |
| Contact person: Jane Doe |
| ... |
+-------------------------------------------------------------+
Editing a Contact¶
Step 1: Open Record in Edit Mode¶
Navigate to the record and click Edit.
Step 2: Locate the Contact¶
Find the contact entry you want to modify in the Contact Information section.
Step 3: Make Changes¶
Update the fields as needed.
Step 4: Save¶
Click Save to apply changes.
Deleting a Contact¶
Step 1: Open Record in Edit Mode¶
Navigate to the record and click Edit.
Step 2: Find the Contact Entry¶
Locate the contact you want to remove.
Step 3: Click Remove Button¶
+-------------------------------------------------------------+
| Contact #2 [X] |
+-------------------------------------------------------------+
| Click X to remove ^ |
Step 4: Save¶
The contact will be removed when you save the record.
Multiple Contacts¶
You can add multiple contacts to a single record:
+-------------------------------------------------------------+
| Contact Information [+ Add contact] |
+-------------------------------------------------------------+
| |
| +--- Contact #1 (Primary) -------------------------[X]--+ |
| | John Smith - Director | |
| | john@archive.org | |
| +-------------------------------------------------------+ |
| |
| +--- Contact #2 ---------------------------------[X]----+ |
| | Jane Doe - Archivist | |
| | jane@archive.org | |
| +-------------------------------------------------------+ |
| |
| +--- Contact #3 ---------------------------------[X]----+ |
| | Public Enquiries | |
| | enquiries@archive.org | |
| +-------------------------------------------------------+ |
| |
+-------------------------------------------------------------+
Common Uses¶
+-------------------------------------------------------------+
| USE CONTACT MANAGEMENT TO: |
+-------------------------------------------------------------+
| + Store repository contact details |
| + Record donor/depositor information |
| + Track organizational contacts |
| + Manage researcher contact details |
| + Document creator/author information |
| + Store vendor/supplier contacts |
| + Keep staff contact records |
+-------------------------------------------------------------+
Tips¶
+--------------------------------+-----------------------------+
| DO | DON'T |
+--------------------------------+-----------------------------+
| Set a primary contact | Leave all contacts equal |
| Include multiple contacts | Rely on single contact |
| Add notes for context | Skip important details |
| Use standard country codes | Use full country names |
| Keep information updated | Let data become stale |
| Include preferred method | Assume contact preference |
+--------------------------------+-----------------------------+
Country Codes¶
Use standard ISO 3166-1 alpha-2 country codes:
+--------+----------------------+
| Code | Country |
+--------+----------------------+
| ZA | South Africa |
| US | United States |
| GB | United Kingdom |
| AU | Australia |
| CA | Canada |
| DE | Germany |
| FR | France |
| NL | Netherlands |
| NA | Namibia |
| BW | Botswana |
+--------+----------------------+
Integration with Other Features¶
Donor Agreements¶
Contact information links to donor records for agreement management.
Access Requests¶
Researcher contacts are used for PAIA/access request processing.
Loan Management¶
Contact details support loan agreement workflows.
Privacy Compliance¶
Contact information is subject to POPIA/GDPR compliance rules.
Troubleshooting¶
+-------------------------------------------------------------+
| ISSUE | SOLUTION |
+-----------------------------+-------------------------------+
| Contact not saving | Check required fields |
| Primary not showing | Ensure checkbox is checked |
| Contact missing in view | Clear cache, refresh page |
| Multiple primaries shown | Edit and re-save record |
| Address not formatting | Check field entries |
+-----------------------------+-------------------------------+
Need Help?¶
Contact your system administrator if you experience issues with contact management.
Part of the AtoM AHG Framework