Contact Email/Phone Number for Alerts
You can set up Alerts to be sent to your Employees and other Contacts such as Suppliers, Customers, Organisations, and Sites. To ensure that Alerts fire correctly to your selected Contacts, you need to set up the Emails and Phone Numbers correctly within the Contact's Master Data page. Generally, this will be completed when the Employee/Contact is added to Master Data for the first time, but if these details were not added, you can add them at any time via the ‘Actions>Edit’ button for the specific Contact.
This Article will cover how and where to add the Email and Phone Number for the following Contact types:
Adding an Employee Email and Phone Number
Image: Navigating to the Employee Page in the Employees Module
1. Navigate to ‘Master Data>Employees’.
2. In the ‘Employees’ tab, search for the required Employee using the search bar or use the navigation arrows to scroll through the pages. Click on the name of the Employee, which is a blue hyperlink, to open the main Employee page.
3. Click 'Add Employee' if you are setting up a new Employee. Click here to learn more about setting up a new Employee.
Image: Accessing an Existing Employee Page to Make Changes
Click 'Actions>Edit' to access the Employee page and to add new or edit the existing mobile and email address information.
Image: Adding/Editing 'Mobile' and/or 'Email Address'
1. Locate the 'Mobile' field and enter the Employee's phone number using the specific phone number format, e.g., +353890000001.
For the Mobile number, you must use the ‘+’ not ‘00’ for the international dialing code. If you use 00 in front of the phone number, the Alert will not be sent to the Mobile number provided.
2. Locate the 'Email Address' field and enter the Employee's email address using the correct email format, e.g., test@example.com
Once the Email Address and Mobile number have been completed, scroll down to the end of the Employee page and click the 'Save' button. If you want to discard the changes made and return to the Employees module dashboard, click ‘Cancel’.
If the Employee is being added for the first time, no following steps will be required. If the Employee details have been edited fan existing Employee, you will be required to enter ‘Reason for Change’. Enter the reason and click ‘Confirm’ to save the changes or click ‘Cancel’ to stay in the Record and continue making changes.
Image: Employee Details Edited - 'Reason for Change' Requested Upon Clicking the 'Save' Button
Adding a Supplier Contact Email and Phone Number
Image: Navigating to the Supplier Page in the Contacts Module
1. Navigate to ‘Master Data>Contacts’.
2. In the ‘Suppliers’ tab, search for the required Supplier using the search bar or use the navigation arrows to scroll through the full list of Suppliers. Click on the Supplier ‘Name’, highlighted in blue. This will open the main menu page for your selected Supplier.
3. If your required Supplier has not been added to Master Data yet, you can do so by clicking ‘Add Contact>Supplier’. Click here to learn more about completing new Supplier Details.
Image: Accessing an Existing Supplier Page to Make Changes
Click 'Actions>Edit' to access the Supplier Details page and to add new or edit the existing mobile and email address information.
Image: Adding/Editing 'Email Address' and/or '24 Hour Contact'
1. Locate the Email Address field and enter the Supplier Contact's email address using the correct email formatting, e.g., test@example.com
2. Locate the 24 Hour Contact field and enter the Supplier Contact's phone number using the specific phone number format, e.g., +353890000001.
For the 24 Hour Contact number, you must use the ‘+’ not ‘00’ for the international dialing code. If you use 00 in front of the phone number, the Alert will not be sent to the Mobile number provided.
3. Once the Email Address and 24 Hour Contact number have been completed, scroll down to the end of the Supplier page and click the 'Save' button. If you want to discard the changes made and return to the Supplier module dashboard, click ‘Cancel’.
If the Supplier is being added for the first time, no following steps will be required (given that all mandatory fields are completed). If the Supplier details have been edited, you will be required to enter ‘Reason for Change’. Enter the reason and click ‘Confirm’ to save the changes or click ‘Cancel’ to stay in the Record and continue making changes.
Image: Supplier Details Edited - 'Reason for Change' Requested Upon Clicking the 'Save' Button
Adding a Customer Contact Email and Phone Number
Image: Navigating to the Customer Page in the Contacts Module
1. Navigate to ‘Master Data>Contacts’.
2. In the ‘Customers’ tab, search for the required Customer using the search bar or use the navigation arrows to scroll through the full list of Customers. Click on the Customer ‘Name’, highlighted in blue. This will open the main menu page for your selected Customer.
3. If your required Customer has not been added to Master Data yet, you can do so by clicking ‘Add Contact>Customer’. Click here to learn more about completing new Customer Details.
Image: Accessing an Existing Customer Page to Make Changes
Click 'Actions>Edit' to access the Customer Details page and to add new or edit the existing mobile and email address information.
Image: Adding/Editing 'Email Address' and/or '24 Hour Contact'
1. Locate the 'Email Address' field and enter the Customer’s email address using the correct email formatting, e.g., test@example.com
2. Locate the ’24 Hour Contact’ field and enter the Customer phone number using the specific phone number format, e.g., +353890000001.
For the Mobile number, you must use the ‘+’ not ‘00’ for the international dialing code. If you use 00 in front of the phone number, the Alert will not be sent to the Mobile number provided.
Once the Email Address and 24 Hour Contact number have been completed, scroll down to the end of the Customer page and click the 'Save' button. If you want to discard the changes made and return to the Customer module dashboard, click ‘Cancel’.
If the Customer is being added for the first time, no following steps will be required. If the Customer details have been edited, you will be required to enter ‘Reason for Change’. Enter the reason and click ‘Confirm’ to save the changes or click ‘Cancel’ to stay in the Record and continue making changes.
Image: Customer Details Edited - 'Reason for Change' Requested Upon Clicking the 'Save' Button
Adding an Organisation Contact Email and Phone Number
Image: Navigating to the Organisations Page in the Contacts Module
1. Navigate to 'Master Data>Contacts'.
2. In the 'Organisations' tab, search for the required Organisation using the search bar or use the navigation arrows to scroll through the full list of Organisations. Click on the Organisation 'Name', highlighted in blue. This will open the main menu page for your selected Organisation.
3. If your required Organisation has not been added to Master Data yet, you can do so by clicking 'Add Contact>Organisation'. Click here to learn more about completing new Organisation details.
Image: Accessing an Existing Organisation Page to Make Changes
Click 'Actions>Edit' to access the Organisation Details page and to add new or edit the existing mobile and email address information.
Image: Adding/Editing 'Email Address' and/or '24 Hour Contact'
1. Locate the 'Email Address' field and enter the Organisation's email address using the correct email formatting, e.g., test@example.com
2. Locate the '24 Hour Contact' field and enter the Organisation's phone number using the specific phone number format, e.g., +353860000001.
For the Mobile number, you must use the ‘+’ not ‘00’ for the international dialing code. If you use 00 in front of the phone number, the Alert will not be sent to the Mobile number provided.
Once the Email Address and 24 Hour Contac number have been completed, scroll down to the end of the Organisation page and click the 'Save' button. If you want to discard the changes made and return to the Employees module dashboard, click ‘Cancel’.
If the Organisation is being added for the first time, no following steps will be required. If the Organisation details have been edited, you will be required to enter ‘Reason for Change’. Enter the reason and click ‘Confirm’ to save the changes or click ‘Cancel’ to stay in the Record and continue making changes.
Image: Organisation Details Edited - 'Reason for Change' Requested Upon Clicking the 'Save' Button
Adding a Site Contact Email and Phone Number
Image: Navigating to the Site Contacts Page in the Contacts Module
1. Navigate to 'Master Data>Contacts'.
2. In the 'Sites' tab, search for the required Site using the search bar or use the navigation arrows to scroll through the full list of Sites. Click on the Site 'Name', highlighted in blue. This will open the main menu page for your selected Site.
3. If your required Site has not been added to Master Data yet, you can do so by clicking 'Add Contact>Sites'. Click here to learn more about setting up a new Site.
Image: Accessing an Existing Site Page to Make Changes
Click 'Actions>Edit' to access the Site Details page and to add new or edit the existing mobile and email address information.
Image: Adding/Editing 'Email Address' and/or/ 24 Hour Contact'
1. Locate the 'Email Address' field and enter the Site's email address using the correct email formatting, e.g., test@example.com
2. Locate the '24 Hour Contact' field and enter the Site's phone number using the specific phone number format, e.g., +353860000001.
For the Mobile number, you must use the ‘+’ not ‘00’ for the international dialing code. If you use 00 in front of the phone number, the Alert will not be sent to the Mobile number provided.
Once the Email Address and 24 Hour Contact number have been completed, scroll down to the end of the Site page and click the 'Save' button. If you want to discard the changes made and return to the Contact module dashboard, click ‘Cancel’.
If the Site is being added for the first time, no following steps will be required. If the Site details have been edited, you will be required to enter ‘Reason for Change’. Enter the reason and click ‘Confirm’ to save the changes or click ‘Cancel’ to stay in the Record and continue making changes.
Image: Site Details Edited - 'Reason for Change' Requested Upon Clicking the 'Save' Button
