PP Contacts

Step 1:    Receive request to correct a Contact’s Organisation(s) (if applicable)

Action

Details

Requests to correct an existing Contact’s Organisation details will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to correct the Contact’s Organisation details).

The following information is required:

-   Contact to be corrected

-   Details of the Organisation(s) to be added and/or deleted from the Contact

Step 2:    Access the Contact record in ‘Correction’ mode

Application:   Medici

Navigation:    Student Placements®Placement Providers®Contacts

            Contact ID:          Type the relevant [Contact ID].

            Name:                       Type the [name of the Contact to be corrected].

Correct History:       Select the Correct History checkbox so that a tick is displayed.

Select the Search button (or press Enter).

Result:  The Contacts page is displayed in ‘Correction’ mode.

Warning:  The Effective Date field should only be updated in ‘Correction’ mode if the effective date currently entered for the Contact record is incorrect.  ‘Correction’ mode is generally used to correct information within the other fields on the page ‘as at’ the existing effective date.

Effective Date:           If required, type or select the [correct date for the Contact record].

Question 1: Does an Organisation need to be added to the Contact record?

Question

Yes

No

Does an Organisation need to be added to the Contact record?

Go to step 3.

Go to question 2.

Explanation:

If an Organisation needs to be added to the Contact, add the Organisation(s) to the Contact record (step 3).

If an Organisation does not need to be added to the Contact, the process continues by determining if an Organisation needs to be deleted from the Contact (question 2).

Step 3:    Add the Organisation(s) to the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 2

Organisations

In the Organisations section, select the Add a New Row button ().  There is no need to insert a new row if there are no existing Organisations for the Contact.

           Organisation ID:      Select the [Organisation to be added to the Contact record].

           Job Title:                   Type the [Contact’s job title with the selected Organisation].

           Email Address:          Type the [Contact’s email address at the selected Organisation].

Phone Type:             Select the [type of number being entered for the Contact] (business, mobile, fax, etc).

      Telephone:                Type the [Contact’s number].

        Phone Extension:      Type the [Contact’s Extension] (if applicable).

        Preferred:                 If the number being entered is the Contact’s preferred or only number, select the Preferred checkbox so that a tick is displayed.

If the Contact has further numbers to be recorded for the selected Organisation:

In the Organisation Phones section, select the Add a New Row button ().

           Phone Type:             Select the [type of number being entered for the Contact] (business, mobile, fax, etc).

           Telephone:               Type the [Contact’s number].

           Phone Extension:      Type the [Contact’s Extension] (if applicable).

           Preferred:                If the number being entered is the Contact’s preferred number, select the Preferred checkbox so that a tick is displayed.

Continue to repeat parts D and E of this step until all numbers for the Contact at the selected Organisation have been recorded.

Continue to repeat this step until the Contact has been attached to all relevant Organisations.

Question 2: Does an Organisation need to be deleted from the Contact record?

Question

Yes

No

Does an Organisation need to be deleted from the Contact record?

Go to step 4.

Go to question 3.

Explanation:

If an Organisation needs to be deleted from the Contact, delete the Organisation(s) from the Contact (step 4).

If an Organisation does not need to be deleted from the Contact, the process continues by determining if the Contact’s details for an existing Organisation (eg. Job Title, Phone Number) need to be corrected (question 3).

Step 4:    Delete the Organisation(s) from the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 2 or 3

If there is more than one Organisation record attached to the Contact, in the Organisations section, select the View All link to display all Organisation records attached to the Contact.

In the Organisations section, select the Delete Row button () adjacent to the Organisation to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

Result:  The selected Organisation is deleted from the Contact.

Continue to repeat this step until all Organisations that are no longer required have been deleted from the Contact record.

Question 3: Do existing Organisation details require correction?

Question

Yes

No

Do existing Organisation details require correction?

Go to step 5.

Go to step 6.

Explanation:

If the Contact’s existing Organisation details need to be corrected, correct the details as required (step 5).

If the Contact’s existing Organisation details do not need to be corrected, the next step is to perform any other required corrections to the Contact record, and then save the record (step 6).

Step 5:    Correct the existing Organisation details as required

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 2, 3 or 4

Job Title:                  Type the [Contact’s correct job title at the selected Organisation] (if required).

Phone Type:              Select the [correct type of number for the Contact] (if required).

        Telephone:                Type the [corect telephone number for the Contact] (if required).

        Phone Extension:       Type the [Contact’s correct Extension Number] (if required).

        Preferred:                If the number is the Contact’s preferred or only number, select the Preferred checkbox so that a tick is displayed (if required).

Step 6:    Save the corrections to the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 2, 3, 4 or 5

If further Contact details need to be corrected (eg. Payment Rate or Site details), correct these details prior to saving the record.

Refer to the relevant process instructions on the ‘Correcting a Contact Record’ process page if required.

Result:  The corrected information will apply to the Contact as of the entered effective date.

Step 7:    Send notification that the Contact record has been corrected (if applicable)

Action

Details

Advise the Placement Officer that the Contact record has been corrected in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Contact record has been corrected using the details supplied in the request.