Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page explains how to add, update and delete contacts for a project in Beneficiary module.
For a quick overview of the contacts in Beneficiary module, please view the eLearning video.
In your project, click on Contacts in the Content menu. The Contacts screen displays.
At least two contacts for the Beneficiary organisation will be available in the list by default, the Contact Person and the Legal Representative of the project as submitted with the related Application form. Contacts for the participating organisations part of the grant agreement, for example partner organisations, are also transferred upon project creation.
Contact persons transferred from the NA project management system and flagged as Primary Contact or Legal representative will obtain their respective Read/Write access rights for both the project and project dissemination.
Take note
The list of contacts belonging to the Beneficiary organisation must include at least one contact flagged as the primary contact so that automatic notifications can always reach a valid recipient. The list of contacts belonging to the Beneficiary organisation must include at least one contact with full access to the project.
In this example, two contacts for the beneficiary organisation are available in the project.
If other contacts than the ones available in the project are required to have access to the project, the existing beneficiary user(s) can add them.
The contact list has the following functionalities:
Sorting by column: by clicking on a column header (1st click ascending, 2nd click descending, 3rd click off). An arrow indicating the current sort sequence is displayed next to the selected column header.
Browsing: use the browsing options below the list to change the display of items per page and/or the arrows to view more results.
Horizontal and vertical scroll bars: move from left to right and top to bottom to view all data in the table.
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
The contacts for the beneficiary organisation cannot be edited or deleted. The relevant icons are inactive for these.
Click on the Create button.
The Contacts screen opens. Here you have to provide all required information.
Information
All mandatory fields show the message value required and a red asterisk ( * ). Use the available scroll bars to access all fields to be completed.
The Back to list button allows you to return to the list of contacts. The Save button is disabled until all mandatory information is provided for the contact.
The Contacts form consist of three sections:
By default, these sections are expanded when accessing the contact form. They can be collapsed/expanded individually by using the available arrows.
Click on the Organisation drop-down box and select the organisation for which you want to fill in the contact details. All organisations available in the project are available for selection.
If the organisation is not available, you can add it from the Organisations section in your project. See the page Organisations in projects for details.
Information
The role of an organisation in your project affects the contact's access to the project as well as certain options you can check in relation to the contact person.
After you have selected the organisation, continue to provide all required details.
Take note of the following rules for contacts in Beneficiary module:
Fill in the available fields:
The Save button in the bottom right corner of the screen becomes available when all mandatory information is filled in. Click on the Save button to save the contact details. A success message displays.
A success message displays.
The newly added contact is displayed in the list. The role in the organisation and the project access level are indicated in the respective columns. You may have to use the scroll bar of the table to access all information.
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
If you want to make changes to a contact's information, click on the Edit (pencil) icon.
Take note
It is only possible to edit contacts that you have created in My projects.
You can update all information for a contact, with the exception of the Legal representative check box.
Make the required changes for the contact person.
If the Same as organisation tick box was selected upon creation of the contact, all fields in the Contacts section are read-only. You have to untick the box in order to make changes to these details manually.
Click on the Save button to save the changes made.
A success message is displayed. The contact information is updated. You are redirected to the Contact list.
To remove a contact from the list, click on the Delete icon.
Confirm the deletion in the confirmation pop-up window.
The contact is no longer available in the contacts list and no longer has access to the project.
Email notifications are sent to added contacts