People
Creating a new person
Last Updated: November 8, 2024General information Full name*: The complete name of the person. ID: If the person has a unique identification number, you can enter it here. Position/Title: Enter the position or title of the person, for example CFO. Active: Select if the person is active or not, for example if he or she is still with the company or not. Responsible for Contracts/People: Select if the person is responsible for other people in the company and for contracts. Profile picture: Optionally, you can add a profile picture for the person. Either browse to upload or drag and drop a picture file. You can add more files below the “Files” section. Connections Responsible person: Select the person who is responsible (manager) for this person. Click Add new to create a new person. User account: The Contractpedia account of the person if they have one. You can connect more than one person to the same user account. In order to get maximum value from the automatic to-dos for expiring contracts, it is important to connect all responsible people to a Contractpedia user account. Read more here: Connecting a person to a user account and here: What are Contractpedia To-dos Location*: The Location that the person belongs to. Click Add new to create a new location. Department: The Department that the person belongs to. For example “Administration”, “Sales” or “Finance”. Dates & comments Date of birth: Enter the person’s date of birth. Date comments: You can create date comments for various things, such as Education, Work experience and more. Click + to enable the first record and click the + again to add new. For each record you need to enter Start date and Comments. End date is not a required field. Contact information Email*: Enter the email address of the person. Phone number: Enter the main phone number of the person. Phone number (Mobile): Enter the mobile phone number of the person. Address: Enter the first line of the address of the person. Zip/Postal: Enter the Zip or Postal code. City: Enter the city where the person is located. Country: Choose the correct country from the list. Files Attachments: You can attach documents from your local computer. Simply drag and drop files or click the button to browse files and upload them. External links: You can paste links to documents or folders stored on cloud storage locations or on your local server. Hit Enter to add a link. Comments Comments: Add comments about this person in the text field below. When you’re done, click Save.
Connecting a person to a user account
Last Updated: October 7, 2024It is best to connect each person’s record to a user account. To-dos can be assigned to a person only if a user account has been linked to him. Contractpedia will automatically create to-dos for contracts that are due to expire only if the responsible person for the contract is connected to an existing user account. If a person has a user account, connect the person’s record to their user account. If a person does not have a user account but he is responsible for a contract, you can connect the person’s record to another user account (for example to the user account of the Company account owner). This way the Company account owner will be able to receive email notifications for expiring contracts. If the person who is responsible for a contract is not connected to a user account, Contractpedia will not be able to create automatically to-dos for expiring contracts. How to connect a person to a user account: Go to the Person’s record that you wish to connect to a user account, click on the Edit button and do the following:Below Connections, click on the User account field. Choose a Contractpedia account from the list to connect it to this person. Click Save. Now when you create to-dos or contracts, they can be assigned to this person. How to connect a person to a user account when creating a new contract: When you are creating a new contract you can create a new responsible person and connect him/her to an existing Contractpedia account without leaving the contract form. Here is how to do it: Below Connections, click on the Responsible person field. Click Add new. Enter the person’s name. Choose the User account that this person should be connected to. Click Save.
Creating a person on other pages
Last Updated: October 7, 2024You can also create a new person when creating or editing other records in Contractpedia, Companies, Contracts, Assets, To-dos and Alerts. Here is how to do that: Creating a person when creating/editing a company 1. Click on Responsible person and then Add new. 2. Enter the Name of the person. 3. Choose a User account from the drop-down list to connect this person to and click Save. Creating a person when creating/editing a contract 1. Click on Responsible person and then Add new. 2. Enter the Name of the person. 3. Choose a User account from the drop-down list to connect this person to and click Save. Creating a person when creating/editing an asset 1. Click on Assigned person and then Add new. 2. Enter the Name of the person. 3. Optionally, choose a User account from the drop-down list to connect this person to and click Save. Creating a person when creating/editing a to-do 1. Click on Assigned to and then Add new. 2. Enter the Name of the person. 3. Choose a User account from the drop-down list to connect this person to and click Save. Creating a person when creating/editing an alert 1. Click on Assigned to and then Add new. 2. Enter the Name of the person. 3. Optionally, choose a User account from the drop-down list to connect this person to and click Save.