Contact Administration

The address book in InEight Document is project specific and is structured in two levels:

1. Contacts.

2. Companies.

Departments can be added as an optional third level. Companies can be categorized by both company type and trade.

The address book contains details of all users of InEight Document and any external contacts. The address book can be populated manually, imported from another project or imported from MS Excel.

Adding or editing contacts is restricted to primary and additional project administrators, third party company administrators and users of the project administrator’s company. It is possible to enable company administrators to also create contacts in other companies.

To access contact administration settings:

1. Click the Module Menu and hover over Address Book.

2. Select one of:

   • Contacts.

   • Companies.

   • Company types.

     

   Action Menu user options

   Click the Actions menu to access various options for managing users or contacts:

   

   Action Menu Items	Description
   Send Login Info	Resend the 'Welcome to InEight' notification, which includes the user's login details.
   Set User Preferences	Apply user preferences here. For more information, see Understanding User Preferences.
   Making inactive	This is treated in a similar way to Deleting contacts. When a contact is made inactive they will not receive notifications. They are also removed from listed document distribution rules and any assigned security groups.
   Make restricted:	Restricted users can only view a limited section of the address book, which may be necessary for privacy reasons. To apply restrictions, select the user you want to limit, then choose the company contacts you want to restrict access to. For more information, see Restricting Users.
   Make external	External contacts are contacts that need to be sent mail or documents but are not required to log in to InEight Document as a user. Select the users you want to make external and then select the preferred send method. For more information, see: Creating External Contacts and Users
   Add/Remove to security group	Select the users you want to add or remove from a security group. For more information, see: Adding Users to Security Groups in Bulk
   Import	Contact and company details can be imported from a Microsoft Excel worksheet. For information, see: Importing Contacts from Microsoft Excel
   Contract groups	Contact groups can be set up on a per user basis and made available to other users from within the same company. For more information, see Creating Contact Groups.
   Free form review teams	Instead of selecting reviewers directly from the address book, you can select them via Free Form Review teams or roles already defined.
   Roles	You can define contact roles for your organization. Roles are used throughout Document to represent a group of people with the same responsibilities. For more information, see Create Roles.
   Manage Tags	Create and modify user tags which you can filter the contact register by.
   Re-link to Global Address Book	Sometimes updating an entry in the Address book in a project can break the link to the Global Address Book. This option lets you update the contact details with the Global Address Book details. For more information, see Maintaining the Global Address Book.
   Delete	Use this option to delete a user or contact.