Manage contacts
To assign people to events of any kind, whether as discoverers, analysts, donors, etc., a contact management system is provided. Here you can create contacts and, if required, attach documents to a contact. For example, a photo of the person or a collector profile can be stored as .jpg or .pdf.
To create contacts, go to your collection and open the hamburger menu (3 horizontal lines) at the top left by clicking on it. Then select the menu item “Contacts”. Now click on “+ New”.
You can now enter a “Contact designation”, for example “Hans Mustermann”. Please use the suggested syntax “First name Last name, academic title” whenever possible. This enables easier assignment of contacts across collections.
It is recommended to store an email address if it is known. Name and email address allow contacts to be matched when copying between collections and help prevent duplicate entries.
You can enter the address in the “Address” field and, if desired, add a “Comment”.
Note: The contact designation and the comment can be entered in multiple languages.
Now click on “Save”.
After saving the contact, an option appears at the bottom to upload one or more files and then attach them to the contact.
When you are finished, you can switch to the contact overview by clicking on the icon showing two people. The same happens when clicking on the “Contacts” button.
By clicking on the magnifying glass, you can see which collection objects already use this contact. If the contact was newly created, the list should be empty. By clicking on the open folder or the collection button, you return to your collection.
In the search bar at the top, you can reduce the number of contacts displayed. Simply enter, for example, “Erwin” to find all contacts containing Erwin. Since this function makes any sorting unnecessary, we have omitted additional sorting options.
Tip: Create contacts in a new browser window or tab. They will then be immediately available in other open browser tabs without having to switch views.
