Configure Groups and Contacts from an Everyday User

This topic provides information on the following: 

Create Groups and Contacts from the Everyday User

After you have configured a new user, you can create groups and contacts from the user.

  1. On the EMS menu bar, click Configuration> Everyday User Applications > Everyday Users. 

    The Everyday Users window opens. The number of configured users for EMS Web App shows in the upper left. The number of users for which your organization is licensed shows in the top center.

  2. Locate the user you want to work with. Specify any combination of search criteria, and then click Display to see all users that meet the criteria.

    If you leave Find blank, a list of all active users appears. Entries must be in the correct order but are not case-sensitive. For example, a search string of Bar returns Barry Jones, but not Amanda Barry.

  3. Continue to one of the following:

Configure a Group from a User

  1. Select the user from which you are creating a Group, and then click More > Create Group. 

    The Group window opens. Name populates with the name of the selected user. You can edit this value.

  2. Configure the new Group.

Configure a Contact from a User

  1. Select the user from which you are creating a contact, and then click More > Create Contact. 

    The Groups window opens.

  2. Search for the Group for which you are creating the Contact.
  3. Select the Group on the Results tab, and then click Select. 
  4. On the Contact dialog, enter the information for the new contact. Click Spelling to spell-check before saving.
Contact Tab Field Descriptions

Field

Description

Contact

By default, the Contact field is populated with the name of the user that you selected. You can edit this value (maximum of 50 characters, including spaces).

Title

The job title of the Contact.

Group

Populated with the name of the Group that you selected. You cannot change this value.

Address

Populated with the address of the Group that you selected. If the Contact address is not the same as the Group address, then clear Use Group Address and enter the appropriate values in the Address fields.

International

Select this option to drop the State and Zip fields for an international group.

Phone and Fax

The phone number and fax number for the group.

The Phone and Fax fields have a dropdown list available on which you can select a different value (Fax, Mobile, Other, or Phone) for the field label, or you can enter a user-defined value. To enter a user-defined value, double-click the current field label to select it, and then enter the user-defined value over the selected label.

Email Address

The email address for the contact.

If your computer is connected to a network, click the Search icon to open a Global Address Lookup dialog and search for the email address.

External Reference

Links the contact to an outside program or another EMS record if needed.

Notes

Any other information that is pertinent for the contact. This information only displays within the EMS Desktop Client.

Set as Default

Select this option if the contact is to be the default Contact for the selected Group.

If a default Contact has been defined for a Group, then when you specify the Group information for a reservation, the Contact field is automatically populated with the name of the default Contact.

You can always specify a Contact as the default contact for a selected Group at a later date. To do so, select the Contact in the right pane of the Group-specific window, click Set Default, and then click Yes at the prompt to set the selected user as the default contact.

Inactive

Leave this option blank to add the Contact as an active Contact. Select this option to deactivate the Contact.
  1. Click OK. 

    The Contact is created from the user and added to the Group. The Group-specific window opens with the Contact selected.