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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. 


Prerequisites

  • Only the contact persons of the beneficiary, co-beneficiary and/or partner organisations with edit rights for the project are able to perform these actions.
  • As contacts are linked to organisations, you must add the participating organisations first.
  • A grant agreement has been signed for the project, and it is visible in My projects.
  • To update the project it must have the status Project Ongoing.

Steps

1. Access "Contacts" in the Content menu

In your project, click on Contacts in the Content menuThe Contacts screen displays.

A Search filter is also available. You can narrow down the list of contacts using the filter, for example by searching for a contact via their first or last name. 

Access contacts


 

2. List of contacts

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.

If other contacts are required to have access to the project, the existing beneficiary user(s) can add them. 

List of contacts

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.

  • Export button: to export the list of contacts. (not yet available)

 

3. Add a contact 

3.1. Click on the "Add contact" button

Click on the Add contact button. 

Click add a contact

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 (*).

Some fields have a character limit, indicated by the number displayed in the right top corner of the specific field. The character counter will count down as you type. Once 0 is reached, the number displays in red and no more characters can be added. 

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. 

Click back to list to return to the list

 

3.2. Select the organisation the contact belongs to

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.

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.

Select organisation from drop-down list

3.3. Provide the required information

After you have selected the organisation, continue to provide all required details. 

Take note of the following rules for contacts in Beneficiary module: 

  • The email address used for a contact must be unique across all organisations within the same project, except when the legal representative and the contact person share the same email. 
  • A contact may not belong to any organisations other than the beneficiary organisation, the co-beneficiary organisations or other organisations participating in the project.
  • There can only be one Legal Representative for any given participating organisation within the same project.
  • The list of contacts belonging to the beneficiary organisation must include at least one contact flagged as the primary contact. This will ensure 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 (i.e Edit access).
  • By default all contacts from the other participating organisations have view access to the entire project data, but this can be changed by beneficiary contacts with edit access.
  • Contacts from an Invited Organisation (KA2 projects) do not have access to the project in My projects.

Fill in the available fields:

  1. General information such as First name, Last name and email address
  2. Select the contact's Role within their organisation by checking the appropriate boxes: 
    • Primary Contact - all automated notifications regarding the selected project are sent to this contact's registered email address.
    • Learning Manager - this option indicates that the user has the Learning Manager role in the EU Academy system.
    • The Legal Representative check box cannot be selected, as all Legal representative information is retrieved from the National Agency's project management system.
  3. Select whether the contact has Edit, View or No Access to:
    • the project in My projects and
    • project dissemination
  4. Address and further contact information

Provide the required information

 

3.4. Click on "Save"

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.

Click Save

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.

The list has been updated

 

4. Edit a contact 

4.1. Click on the "Edit" icon

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.

4.2. Make the required changes and click on "Save"

You can update all information for a contact, with the exception of the Legal representative check box.

Make changes for type of contact

Make the required changes for the contact person. Click on the Save button to save the changes.  

Make changes for Contact person

4.3. Contact updated

A success message is displayed. The contact information is updated. You are redirected to the Contact list

 

5. Remove a contact 

5.1. Click on the Delete icon

To remove a contact from the list, click on the Delete icon. The contact is deleted immediately (no confirmation required) and a success message is displayed.

Remove a contact

Take note

The list of contacts belonging to the Beneficiary organisation must include at least one contact flagged as the primary contact at 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.


Expected Outcome

  • Email notifications are sent to added contacts

  • Added contact has access to the project in Beneficiary module as per access given; except for contacts of Invited Organisations in KA2 projects

 
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