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How to Add an Unregistered Contact |
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| What is this? |
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This web page serves as a "How to..." guide for adding a contact without an EIMS account. It contains an overview of the process and a summary of the steps involved, followed by detailed instructions with screen shots from the EIMS application. Red markings on the screen shots highlight or describe screen content.
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Overview |
What is the purpose of adding an Unregistered Contact? |
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If you want to add a contact to an EIMS metadata record, but the person doesn't have an EIMS account, use the Unregistered Contact data entry form to enter the pertinent information.
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| Who can add Unregistered Contacts? |
| Any registered user of EIMS can add a metadata record, the first step toward sharing information about an Information Object with the EIMS user base. Once the record has been added, any user with editing permissions (DEP, Co-Owner, Librarian) may add, edit, and/or delete any of the Information Component data as often as necessary to ensure complete and accurate population of the metadata. The record will not be released to the designated user base until its Metadata Status has been set to Reviewed by the applicable Librarian. |
Prerequisites |
| Before you can add, edit, and/or delete the data of an EIMS record, the record must already exist (see "How to..." guide for adding a record), you must have Logged in with a registered account, and you must have editing permissions for the record. |
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How do you add an Unregistered Contact?
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Select the Add new person to list link from the Contacts data entry form.
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Populate the Unregistered Contact page.
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Select the Save button.
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Select the Person Organization link to associate the newly added unregistered contact with an organization in EIMS.
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| Populate the organization information. |
Select the Save button.
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Select the Contacts link from the Navigation Sidebar to add the contact you just added to the EIMS metadata record.
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| Detailed Instructions |  |
| Step 1 |
If the contact you wish to add is not in the pop-up screen for registered contacts, select the Add new person to list link from the Contacts data entry form. |
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| Step 2 |
Populate the Unregistered Contact page (see instructions below).
| NOTE | In addition to the mandatory fields indicated by an asterisk (*), you must enter one of the following fields: Mailing Address, Primary Phone, or Primary Email. |
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The following table provides definitions and instructions for each field. (Please see Conventions for an explanation of the form's buttons.)
| Enter the social title (e.g., Dr., Mr., Ms., etc.) of the contact. |
| Enter the surname of the contact. |
| Enter the given name of the contact. |
| Enter the middle initial (the first letter of your second given name) of the contact. |
| Enter the 10-digit telephone number (in 999-999-9999 format) where the contact can be reached most often. |
| Enter the main email address at which the contact can be reached. |
| Enter the postal address of the contact's place of employment. 4 lines are available for entry of organization name, street address, suite, department, mail stop, etc. |
| Enter the city in which the contact works – i.e., the local political subdivision (state-chartered municipality occupying a definite area) identified in the mailing address. |
| Enter the state in which the contact works – i.e., the major subnational political division (one of the 50 states of the United States of America or one of the Canadian provinces). |
| Enter the 5 or 9 digit postal area identification number for the contact's work address. |
| Use this field to enter any explanatory text and/or further details about the contact. |
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| Step 3 |
Select the Save button, and a Success! message displays indicating that the unregistered contact has been added. |
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| NOTE | If you want to associated the newly added contact with an organization, continue to Step 4. If not, skip to Step 7. |
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| Step 4 |
Select the Person Organization link. |
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| Step 5 |
Populate the Unregistered Contact data entry form for Person Organization(see instructions below). |
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The following table provides definitions and instructions for each field. (Please see Conventions for an explanation of the form's buttons.)
| Do not key in a value. Click on the magnifying glass icon to access the Organizations pop-up screen and select a value from among those saved in EIMS. The pop-up search results contain a concatenation of the 4 Org Level fields to generate the Organization Name. Org Level 1 contains the primary name of the organization. Org Levels 2 - 4 provide optional identification such as location and contact information. |
| Do not key in a value. Select from the pop-up screen provided to classify the role of the contact in the specified organization. (See Roles & Responsibilities for definitions of each role.)
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| Step 6 |
Select the Save button, and a Success! message displays indicating that the organization has been associated with the contact. |
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| Step 7 |
Select the Contacts link from the Navigation Sidebar to add the contact you just added to the EIMS metadata record. |
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