Maintaining the Key Contacts List
About Key Contacts
In order to improve communication to your organisation’s Crisisworks contacts, a central register of key contacts is maintained by Datalink, which draws from your contacts list in Crisisworks.
These are currently used for:
Registering contacts for Crisisworks support purposes
Maintaining (and reviewing) the list of authorised Crisisworks users for your organisation
As distribution lists for sending important communications to your staff from Crisisworks, such as newsletters, outage notifications, planned outages and feedback/satisfaction surveys.
It is important that you ensure that your contact lists are up to date on an ongoing basis because your contacts will be synchronised daily.
Key Contact types and Usage
There are currently 4 categories of Key Contact in Crisisworks. You can add as many contacts in your organisation to each of these types, though it is important that you maintain them so it is best to keep them to a manageable number (between 1-3 each is fine). They do not need to be Crisisworks users.
NOTE: Key Contacts are not positions and do not grant any special user roles or permissions in Crisisworks
Key Contact Type | Used for | Crisisworks Classification code |
|---|---|---|
Champion | A key user who wishes to gain advanced knowledge and lead in the usage, training, adoption and upkeep of Crisisworks at your organisation | CW-Champion |
Technical Staff | One or more IT contact(s) for information security, integrations and GIS matters | CW-Technical-Staff |
Authorised Manager | The owner(s) of the contract, an authorised person for business and contractual related matters | CW-Authorised-Manager |
Billing | The billing contacts for payment and invoicing matters | CW-Billing |
Checking your Key Contacts
You can check your key contacts easily from the Classifications counters in the Contacts register. If you have none of these classifications listed you will need to add them.
Alternatively you can use the Contacts Search to search and filter by these roles.
Maintaining your key contacts
Key contacts must be users of Crisisworks that are members of your staff, and you should update these when there are staff changes. You should not assign external contacts or users as key contacts.
The following process identifies your key contacts in Crisisworks by using the classification field against each of your key contact’s user record.
Adding Classifications to Individual Key Contacts
NOTE: These steps are for user administrators only.
You should be familiar with Contacts Register, particularly for updating and creating new contacts and users.
To identify your key contacts, apply one or more of the following system classifications as follows
Locate the contact you wish to identify as a key contact or create a new contact.
Locate the Classifications field under the Workflow section of the contact form.
Click the field to select it, scroll through the list to find each classification then click the entry to add it to the list. If you begin typing, the system filters the classifications. In this example type “CW”, to see the 4 options
Once added, please save the record.
Classification | Used for |
|---|---|
CW-Champion | A key user who wishes to gain advanced knowledge and lead in the usage, training, adoption and upkeep of Crisisworks at your organisation |
CW-Technical-Staff | One or more IT contact(s) for information security, integrations and GIS matters |
CW-Authorised-Manager | The owner(s) of the contract, an authorised person for business and contractual related matters |
CW-Billing | The billing contacts for payment and invoicing matters |
Subscribing your key users to email distributions lists
It is recommended that your key contacts be subscribed to relevant email subscriptions such as system outages, system maintenance, and news.
While editing the key contact’s record, under the Email Subscriptions section you can select one or more of the subscriptions as per below. Note the contact must also be a user for these options, you can use the check box on the top RHS “[ ] Enable user account for this contact” to make a contact into a user.
For more information on managing email subscriptions, see Email notifications: opt-out / opt-in
Contact visibility - Advanced note
If you want to keep records private from others but still synchronise to the central register, you can save the record into a different global event. In this example below records in the “Contacts Directory(Private)” event will only be accessible by your Crisisworks administrators and full access administrator users by default (you can change which positions can access the event).
If you want any contacts to be available in future events or other events you will need to associate them with a global event.
In this example below, if the contact is saved in the current training event, it is only available in that event.
|