Maintaining the Global Address Book

If the Global Address Book is updated with changes to contact details, linked projects are automatically updated (for those contacts within the linked projects that are linked to the Global Address Book).

If contact details in a linked project are updated the Global Address book and other linked project will also automatically update.

Delete contacts

If a contact is deleted from the Global Address Book, the administrator will be prompted to delete the contact from all linked projects. If they choose yes, the contact will be deleted from projects with no transactions. If there are transactions within a project the contact is not deleted however the link to the Global Address Book is broken.

If a contact is deleted from a local project linked to a Global Address Book project, the Global Address Book is not affected.

Make contacts Inactive

You can make a contact inactive when they are no longer on the project. The user remains in the address book, but they are removed from listed document distribution rules and any assigned security groups. To deactivate a contact, select the contact, expand the Actions menu, and then select Make inactive.

If you are unable to make a contact inactive because they are a project administrator or a document review coordinator, you can force the inactivation of a contact. The user remains in place on key processes and must be replaced or removed to ensure that these processes can be completed. To force deactivation, select the Force user inactivation check box in the Unable to make inactive dialog box.