Project Center Administration Activity Center Contacts tab

Use this activity center to manage and configure Project Center and all of the contacts in its database. Information including the contact's first and last name, email address, street address, company, department, and phone number are stored in the contacts database.

● To add a contact to the database manually, click the Add Contact > Add Contact Manually task to open the Add Contact dialog box.

● To add contacts to the database form the Global Address List, click the Add Contact > Add/Update Contact from GAL to open the Add/Update Contacts from Global Address List dialog box.

After you add contacts, Project Center will automatically list them in the Choose New Team Members from Global Contact List dialog box. From there you can add the contacts to the project team.

If you import contacts from the Global Address List, Project Center cannot read the status, so the Status field will be editable. All contact statuses will be set to Active by default.

This activity center is only available to Project Center administrators. Administrators are listed in the Licensing tab. If no administrators are listed, all Project Center users have administrative privileges until the first administrator is added.

Switching tabs does not update the information in this activity center. Click the button to get the latest information.

The following list shows all available tasks for the Contacts tab.

Contact Management

● Add Contact > Add Contact Manually

Click to open the Add Contact dialog box to add a new contact to the database manually.

● Add Contact > Add/Update Contact from GAL

Click to open the Add/Update Contacts from Global Address List dialog box to add contacts from the Microsoft Exchange Global Address list to the Project Center Server contacts database.

When you import contacts from the Global Address List, Project Center cannot read the status, so the Status field will be editable. All imported contact statuses will initially be set to Active by default.

● Import Contacts from Template

Click to open the Select Spreadsheet dialog box to select the Microsoft Excel spreadsheet containing the contacts you want to import into the contacts database.

● Export Contacts to Template

Click to open the Save Template dialog box to save the contacts in the database to a Microsoft Excel spreadsheet that can be used as a project template.

Before exporting contacts, the Export Contacts dialog box opens so you can choose whether to parse contact address information into separate columns.

● Email > Info Exchange Users (Internal and External)

Click to open an email message in Microsoft Outlook addressed to all users that are listed as Yes under the Info Exchange User column.

● Email > Info Exchange Users (External Only)

Click to open an email message in Microsoft Outlook addressed to all users that are listed as Yes under the Info Exchange User column, but are listed as No under the Internal column.

● Email > All Contacts

Click to open an email message in Microsoft Outlook addressed to all users listed as Active under the Status column.

● Create Report

Click to open the Create Report dialog box to select the type of Project Center contacts report to create. All contacts are listed.

● Show Ad Hoc Contacts

Click to show ad hoc contacts.

● Access Newforma Support

Click to open the Newforma support website.

● Return to My Project Center

Click to close this activity center and return to the My Project Center activity center.

Selected Contact

● Modify

Click to open the Modify Contact dialog box to edit the selected contact's information.

● Remove

Click to remove the selected contacts from the Contacts tab, from all projects they are members of (their information is removed from the Project Team activity center for all projects that they are members of), and from Info Exchange. Once removed, the contacts will no longer be able to log into Info Exchange.

● Email

Click to open a new email message to send to the selected contact.

● Generate Form Letter

Click to open the Select Form Letter Template dialog box to select a form letter to send to the selected Project Center contacts.

● Create a Projects by Member Report

Click to open the Create Report dialog box to select the type of report to create. The report lists contacts and the projects they have been added to.

● Export Selected Contacts to Template

Click to open the Save Template dialog box to save the selected contact to a Microsoft Excel spreadsheet that can be used as a project template.

Before exporting contacts, the Export Contacts dialog box opens so you can choose whether to parse contact address information into separate columns.

● Request a File Transfer

Click to open the Request File Transfer dialog box to send an email message to request a file transfer from the selected contact.

● Send Password Reset Instructions

This task is only available for external contacts.

Click to send password reset instructions to the selected Info Exchange contact. An email message is sent to the contact.

● Merge Contacts

This option is only available when two contacts are selected.

Click to open the Merge Contacts dialog box to merge two duplicate contacts into one across all projects.

Project Center Administration

Columns

All columns are listed here. Right-click on any column header to list or de-list columns. Click the icons for more filtering options.

Filter All Columns

You can filter by any text that appears in any of the columns. For example, if you know the name (or part of the name) of the contact you are searching for (or the company, discipline, department, etc.), enter at least part of the text in this field. The contact list updates automatically as you type. For example, if the contact you are searching for has the letter m somewhere in one of the columns, enter m in this field. The list will be narrowed down to only contacts that have the letter m somewhere in one of the columns.

Click to clear all filters.

Click to toggle between showing and hiding the column filter fields.

> >

Click to group by the any of the columns. For example, if you want to group the list of items by name, select Name from the drop-down list. The items will be grouped into separate sections alphabetically by name. See Column Sorting, Filtering, and Grouping for more information.

Name

The full name of the contact.

You can drag and drop contacts from this tab into Microsoft Outlook.

First Name/Last Name

The first and last names of the contact.

Email Address

The contact's email address.

Disciplines

Any disciplines applied to the contact.

Job Title

The contact's job title.

Company

The name of the company the contact works for.

Company Role

The project role of the contact's company.

Office Location

The contact's office location.

Department

The contact's department.

Work/Mobile/Home/Fax Number

The contact's work, mobile, home, and fax numbers.

Mailing Address

The contact's address.

Notes

Any notes about the contact.

Info Exchange User

Indicates whether the contact has an account on Info Exchange. This is set when adding or editing a project team member. When a project team member is added, and an Info Exchange account is created, the value becomes Yes. If the Info Exchange account is not created, the value is No.

Internal

Yes indicates that the contact is an internal Project Center user (the contact has logged into Project Center). No indicates that the contact is not a Project Center user (the contact has not logged into Project Center). A contact who uses Info Exchange but does not use Project Center would be an external user.

City/State/Zip/Country

The contact's address information.

Address Type

The type of address listed.

Accepted Disclaimer

Indicates whether the contact has accepted the Info Exchange disclaimer. You can set the disclaimer for a contact by right-clicking on the contact and selecting Change Filed Value > Accepted Disclaimer > Yes/No.

Source

Indicates if the contact was added to the database manually, from the Global Address List, or imported from another source.

Status

You can set this value in the Add Contact dialog box or the Modify Contact dialog box for each contact.

- Active indicates this contact is an active Project Center user.
- Inactive indicates this user is inactive. Inactive users cannot log onto Info Exchange, and do not appear in project teams. If the users are reactivated, they will reappear in project team lists.

Has Logged In

Indicates whether the contact has logged onto Info Exchange.

Show in Contact Lists

Yes indicates that this contact is listed in contact dialog boxes and contact lists throughout Project Center. All users will be able to see this contact. Refer to the Add Contact dialog box topic for more information about this column.

Send Reminders

Indicates whether this user receives project reminders from Project Center via email. You can change this value by right-clicking on the contact and choosing Change Field Value > Send Reminders > Enabled/Disabled.

Switching Project Center servers instantly

Click the icon in the lower left corner of the Project Center Administration activity center to switch the Project Center Server you are connected to. You can also type in the name of a server. When a new project is opened or created, the server it is on is added to the list.

The home server location is determined by the name of the Project Center Server entered when Project Center was installed. This server is added to the registry. If your home location is not the same as the location of the Project Center Server hosting another project, it is not switched in the registry when you switch to that server.

To access this activity center

Click Project Center Administration from the Tasks panel of the My Project Center activity center or from the Activities list, then click the Contacts tab.

Table of Contents

Index

Search (English only)

Back