Contacts¶

Contacts document the people you work with—vendor account managers, support contacts, consultants, and external stakeholders. Link contacts to suppliers to build a vendor contact directory, and reference them from applications and locations for support information.

Getting started¶

Navigate to Master Data → Contacts to see your contact directory. Click New to create your first entry.

Required fields: - Email: Contact's email address (used as unique identifier)

Strongly recommended: - First Name / Last Name: Contact's name - Supplier: Which vendor this contact works for

Optional but useful: - Job Title: Their role - Phone / Mobile: Contact numbers - Country: Location

Tip: Link contacts to suppliers first, then reference them from applications and locations for consistent support information.

Working with the list¶

The Contacts grid provides a directory of all external contacts.

Default columns: - Last Name / First Name: Contact name (click to open workspace) - Supplier: The vendor they work for - Email: Email address - Active: Whether the contact is currently active

Additional columns (via column chooser): - Job Title: Their role - Phone / Mobile: Contact numbers - Country: Location - Created: When the record was created

Default sort: By last name (alphabetical).

Actions: - New: Create a new contact (requires contacts:manager) - Import CSV: Bulk import contacts (requires contacts:admin) - Export CSV: Export to CSV (requires contacts:admin) - Delete Selected: Remove selected contacts (requires contacts:admin)

The Contacts workspace¶

Click any row to open the workspace. It has one tab:

Overview¶

What you can edit: - First Name / Last Name: Contact's name - Email: Email address (required) - Phone / Mobile: Contact numbers - Job Title: Their role or position - Supplier: Link to a supplier from master data - Country: Location (ISO country code) - Active: Whether this contact is currently active - Notes: Free-form notes

Where contacts are used¶

Contacts appear in several places throughout CIO Assistant:

Supplier Contacts¶

Each supplier has a Contacts tab showing all contacts linked to that vendor.

Application Support¶

In the Apps & Services workspace, the Technical & Support tab references contacts for support escalation.

Location Contacts¶

Locations can have support contacts (facility managers, NOC contacts, etc.)

CSV import/export¶

Manage contacts in bulk using CSV.

Export: Downloads all contacts with their details.

Import: - Use Preflight to validate before applying - Matched by email address - Can create new contacts or update existing ones

Required fields: Email

Optional fields: First Name, Last Name, Supplier Name, Job Title, Phone, Mobile, Country, Active

Notes: - Use UTF-8 encoding and semicolons as separators - Supplier is matched by name—ensure supplier exists before importing

Tips¶

Always set a supplier: Linking contacts to suppliers makes them easier to find and manage.
Use consistent naming: Enter names in consistent format (e.g., always "FirstName LastName").
Mark inactive contacts: When someone leaves a vendor, mark them as inactive rather than deleting.
Include job titles: Job titles help identify the right contact for different needs (sales vs. support).