PP Contacts: Update a Contact's Site(s)

Update a Contact's Site(s)

Process Overview

Placement Administrators and Placement Officers have access to update Contact records as required.

If the Contact record needs to be updated due to a recent or future change, insert a new effective dated row to update the Contact record as at the date of the change. If the Contact record needs to be corrected rather than updated (ie. incorrect information has been entered for the Contact), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting a Contact Record’ process page).

Step by Step Instructions

Note: This process provides instructions on how to update a Contact’s Site(s). Instructions on how to update a Contact’s basic details (eg. name, Contact Reference Number, Comments, etc), Payment Rate or Organisation details are available from the ‘Updating a Contact Record’ process page.

Step 1: Access the Contact record and insert a new effective dated row

Question 1: Does a Site need to be added to the Contact record?

Step 2: Add the Site(s) to the Contact record

Question 2: Does a Site need to be deleted from the Contact record?

Step 3: Delete the Site(s) from the Contact record

Step 4: Save the updates to the Contact record

Step 1: Access the Contact record and insert a new effective dated row

Application: Medici

Navigation: Student Placements®Placement Providers®Contacts

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Populate one or more of the following search fields:

Contact ID: Type the [Contact ID].

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

Select the Search button (or press Enter).

Result: The Contacts page is displayed.

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Contact Details

In the Contact Details section, select the Add a New Row button ().

Effective Date: Type or select the [date from which the updates will apply to the Contact].

Question 1: Does a Site need to be added to the Contact record?
Question	Yes	No
Does a Site need to be added to the Contact record?	Go to step 2.	Go to question 2.
Explanation: If a Site needs to be added to the Contact, add the Site(s) to the Contact record (step 2). If a Site does not need to be added to the Contact, the process continues by determining if a Site needs to be deleted from the Contact (question 2).

Step 2: Add the Site(s) to the Contact record

Application: Medici

Navigation: The Contacts page will already be displayed as a result of performing step 1

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Sites

If there is an existing Site attached to the Contact:

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

Populate the new row in the Sites section as follows:

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

Job Title: Type the [Contact’s job title at the selected Site].

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

Site Phones

Phone Type: Select the [type of number being entered for the Contact] (business, mobile, fax, etc) if the pre-populated value is incorrect.

Telephone: Type the [Contact’s number] if the pre-populated number is incorrect.

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 Site:

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

Populate the new row in the Site Phones section as follows:

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 Site have been recorded.

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

Question 2: Does a Site need to be deleted from the Contact record?
Question	Yes	No
Does a Site need to be deleted from the Contact record?	Go to step 3.	Go to step 4.
Explanation: If a Site needs to be deleted from the Contact, delete the Site(s) from the Contact (step 3). If a Site does not need to be deleted from the Contact, the next step is to perform any other required changes to the Contact record for the same effective date, and then save the record (step 4).

Step 3: Delete the Site(s) from the Contact record

Application: Medici

Navigation: The Contacts page will already be displayed as a result of performing step 1 or 2

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Sites

If there is more than one Site record attached to the Contact, select the View All link to display all Sites attached to the Contact.

In the Sites section, select the Delete Row button () adjacent to the Site 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.

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Select the OK button (or press Enter).

Result: The selected Site is deleted from the Contact.

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

Step 4: Save the updates to the Contact record

Application: Medici

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

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If further Contact details need to be updated from the same effective date (eg. Payment Rate or Organisation details), update these details prior to saving the record.

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

Once all required updates to the Contact have been completed, select the Save button.

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