This article provides information about the Settings/Configuration/Contacts page. Typically a plan review project will also include contact information from one or more individuals.

Prerequisites:

    None

Contact records require:

1. A first and last name.
2. A unique email address.

Add a Contact record

1. Select Configuration/Contacts from the navigation menu to open the Contacts page
2. Click the + button at the bottom of the page to open the New Contact form.
3. Provide the required detail information and optional Address and state license information.
   1. If available, this information can be included on reports, emails, etc.

Image Removed

Associate a Contact to an existing Project

1. From the Contact form, select the Projects tab.
2. Click the + button to open the Select a Project form.
   1. Enter the project number.
   2. Choose the appropriate contact role for the selected project (required).

   3. Switch on the Primary toggle if this individual is a primary contact for the selected project.

   4. Click the Confirm button to return to the Projects tab.

Image Removed

...

...

Contacts are managed within e-PlanReview® (EPR) from the Settings > Configuration > Contacts page. 

...

What is the Difference Between a Contact and a User within EPR?

EPR defines “Contacts” as people who are associated with a project and can be contacted, but they do not have access to EPR themselves. Usually, the main contact is the person who submits a project application to an agency and is communicating with the agency about the project status. Additional contacts are sometimes provided, either as secondary points of communication about a project or simply as additional reference details when filling out the application. For example, an applicant may list the project architect or engineer in their application but do not want this other person to be contacted about the application status.

This differs from “Users” within EPR, who are typically agency staff who can login, view, and/or perform tasks based on their assigned User Role and Group(s).

...

Where Do Contacts Come From?

Contact details may arrive in EPR from one of three places, depending on the agency’s set-up.

...

Creating a Contact

To create a contact within EPR:

1. Click on Configuration within the EPR navigation menu.

2. Click on Contacts to open the CONFIGURATION / CONTACTS page.

3. Click on the (Add) button in the lower right corner.

4. In the “New Contact” form that pops up, enter the contact information in each of the three sections, as needed:

   1. DETAILS

      1. Enter a unique email address (required).

      2. Enter the First Name (required).

      3. Enter the Last Name (required).

      4. Enter the Phone number.

      5. Enter a Secondary Phone number.

      6. Enter the firm, company, or affiliation under “Firm” (if applicable).

      7. Enter the title or position under “Title” (if applicable).

      8. Enter the State License Number (if applicable).

      9. Select the State/Province.

         Image Added

   2. ADDRESS

      1. Enter any desired contact address information.

         Image Added

   3. PROJECTS

      1. To associate a user to one or more existing project applications, click on the (Add) button in the lower right corner.

         Image Added

      2. In the “Select a Project” form that opens, begin typing in the project number and select it from the dropdown results.

      3. Next, select a role from the “Contact Role” dropdown. This role is only to indicate how this user is associated to the project application and does not confer any permissions.

      4. Click CONFIRM.

      5. Projects are added one at a time from this form, so repeat steps c.i.-c.iv. as needed.

5. Click SAVE when finished.

A contact only needs to be created once within EPR. After a contact exists, it can be added to as many projects as needed, either through the Contact itself or from within a project application.

...

Promoting a Contact to a Licensed User

Inactive a Contact record

Inactivating a contact record will prevent the individual from being linked to new projects and from receiving emails

1.Open the Contact detail record.

2.Switch the Active toggle off.

Inactivating a contact record results in the following:

• Projects in which the individual is associated no longer display the contact name.
• The individual will not be included in email alerts for downloading project deliverables.

Deleting a Contact record

...

Because a single email address can only be used for either a Contact or a User account, there may be the need to change an existing Contact into a User account instead (most often, this may be the result of testing or accidentally setting up a planned User as a Contact). Instead of deleting the Contact record, EPR provides an option called “Promote to User” that allows the account to be transitioned.

To promote a Contact account to become a User, an Administrator must:

1. Navigate to the Settings > Configuration > Contacts.

2. Edit the desired contact by clicking on under the “Actions” heading. The contact form will open.

3. On the upper right, click on PROMOTE TO USER.

   Image Added

   1. Clicking PROMOTE TO USER will immediately move you over to the Settings > Security > Users page and the “Edit user” form, where you will need to provide additional information.

   2. For instructions on how to create a user account, see Add a User Account.

4. Once you have provided all required information, remember to toggle the account from “Inactive” status to “Active” to grant login privileges.

5. Click on SAVE to complete the process.

...

...

Deleting a Contact

To prevent a contact from displaying in existing project applications, from being linked to additional project applications, and from receiving emails about the project application, delete the contact.

To delete a contact:

1. Navigate to the Settings > Configuration > Contacts.

2. Edit the desired contact by clicking on under the “Actions” heading. The contact form will open.

3. In the upper right, within the header, click on (ellipses).

4. Within the dropdown, click on Delete.

5. Either click on DELETE again to confirm the account removal or click on CANCEL to undo.

...

Related articles

...

...