Unity: Contacts (Alberta Council)

From SJA

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 2.5 References and Related Statements of Policy and Procedure 3 Procedures 3.1 Entering New Contacts 3.2 Editing Contacts 4 Attachments

The Need

There is a need to identify the process for creating new contacts in the Unity database. Contact records can be created for students, volunteers, staff, instructors, etc. Prior to creating a new contact it is important to understand the process for completing a query.

Policy

Prior to creating a new contact a query must be completed.

Purpose

The purpose of this Statement of Policy and Procedure is to set out the contact policy and ensure that contacts are being created and maintained correctly.

Scope

This Statement of Policy and Procedure applies to all Unity users.

Responsibilities

Administration is responsible for ensuring that:

• Prior to creating a new contact record a query is performed

The Finance Department is responsible for ensuring that:

• Users are provided with the correct information to complete a query

Definitions

"Contacts" is used to query, create, or edit contacts in the Unity database. Contacts include students, volunteers, employees, etc.

"Accounts" is used to query, create, or edit accounts in the Unity database. Accounts include credit and non-credit accounts.

"Queries" is a function used to search the Unity database for specific information.

References and Related Statements of Policy and Procedure

• Unity: Queries (Alberta Council)
• Unity: Accounts (Alberta Council)

Procedures

Prior to creating a new contact in Unity a query must be performed. Once certain the contact does not exist in the Unity database create a new contact. Ensure to include as much information as possible on the contact record.

Entering New Contacts

1. Click on the Contacts screen tab.
2. Ensure All Contacts is selected from the drop down menu.
3. Click the New button.
4. Fill in the following required fields:
   

   

   Contact Screen
   1. Last name
   2. First name
   3. Middle name
   4. Mr./Ms.
   5. Address
   6. Phone numbers
   7. Email
   8. Date of Birth
   9. Lead Source
5. Review each of the fields to ensure the correct information has been added.
6. Save the record Ctrl+S.

Editing Contacts

After performing a query for a contact that is in the system but the contact information has changed or additional information is available, the contact record needs to be modified. It is important to have as much information as possible to identify contacts with the same name.

1. After querying the contact highlight the contact name that needs to be modified.
2. Prior to updating the contact record click the 'lock flag' field to unlock the field.
   

   

   Editing Contacts
3. Add/edit the contact record.
4. Save the record.
5. End.

Attachments

None