Contacts

Last modified: 08 Apr 2025

Unlike organization users, contacts include operations and maintenance teams, banks, and other individuals involved in the daily operations of your assets who may not use the platform.

Views of the contacts domain

Enter the contacts domain in platform view, by selecting the dedicated domain tab for Contacts at every asset level. Display your documents in three different views: overview, quick view, and detailed view.

Overview

In the overview, you see a list of all contact.

Note

Contacts from sub-assets are consolidated to higher asset levels. You can see the respective sub-asset in the column Organizational level.

Quick view

Detailed view

Select Go to detailed view in the quick view to open the contact’s details on a separate page.

Create contacts

As an asset manager, you may need to track various types of contacts and may collect new contact information during meetings, phone calls, or other interactions. Often, you may have minimal information, such as a name and telephone number, or just the name of a company. You can swiftly add contacts by filling in a single field and filling in additional details later. Or you simply upload a list of your already collected contacts as CSV file.

Create a single contact

Prerequisites

• An organizational structure with assets already exists.

• You are the organization owner, an admin, or a member of all domains or the operations domain

Steps

Note

You only need to fill in a single field to create a contact. You can add more information at a later time by selecting the Options menu > Edit for each contact in the list.

Import several contacts via CSV file

Prerequisites

• An organizational structure with assets already exists.

• You are the organization owner, an admin, or a member of all domains or the operations domain

Steps

1. Select an organization level from the side bar and select the domain tab Contacts.

2. Select Upload file and select the CSV file with the contacts you want to import. After the upload, the system scans your file for matching columns:

   • Matching columns: The system matches your data to the system columns with the contact attributes automatically. If some of your data could not be matched to a system column, you will have to match the columns from your CSV file manually to the missing system columns:

     • Select the column of your CSV file to match the missing system column. Then select Next.

       

     • On the next page, a table with all the matching data is displayed. Select Finish when you reviewed the table. All imported contacts appear in the contacts list.

Note

The upload of contacts has to be done on each level separately, so that the contacts are linked to the correct assets.

Manage existing contacts

Edit or delete a contact

Edit or delete existing contacts in any view by selecting Options > Edit or Delete.

Link other items with a contact

Note

Linking items is always bidirectional. See also Linking items.

Prerequisites

• The items you want to link already exist.

• You have access rights to the domain with which you want to link an item. See also User groups and permissions.

Steps

1. Select a contact from the overview to open its Quick view or go further to the Detailed view.

2. In the area Linked items, select +New. A pop-up window appears.

3. Choose the domain with which you want to link the document:

   • Task: Select the task you want to link from the dropdown.

   • Document: Select the document you want to link from the dropdown.

4. Select Link to link the contact with the chosen item. The item appears in the area Linked item of the contact. Navigate to the linked item by selecting it. You will see the contact as linked item there as well.

Monitor contacts on the dashboard

To help you work efficiently, contacts are evaluated in the following widgets on the dashboard:

• Topics with the type Contacts