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Address Book and User Types

The Address Book is a compilation of the names and contact information for all Novatus User Types:

  • Users - Program users are added to the Novatus system by your Administrator.
  • Company People (Contacts) - Points of Contact (POCs) for a company are added to the Company Profile via the Add Person button in the People browse screen. The browse screen is accessed by selecting the People link in the Company Profile. Once a company person is added, a Person Profile is created for that person.
  • Legal Entity Person - similar to a company person except that the POC is added to a Company Profile that has been marked as a legal entity.
  • External People - These are people whose email addresses have been added to the Novatus system so that they can take part in specialized program features, such as Document Packages, eSignature process, and Supplier Registrations.

The Address Book also stores any email distribution lists that have been created by users with the Email Distribution List permission, and is automatically available for use in many of the Novatus program features, including Messaging, Events, Scheduled Reports, Workflows, Scorecards, and Project Teams. However, distribution lists are not available for use with the Document Package and eSignature Package wizards.

The Address Book contains key information for each individual, such as their email address, work number, and the roles they play in the Novatus system. A distribution list allow users to quickly and easily communicate with several people without having to select each person individually.

The Address Book is easy to use since it allows you to quickly locate a person or distribution list using the Search option.

image020.png

A

People category list

If you want to narrow the default view from All People, click on the list arrow and select Users, Company People, or External People. The default view of the Address Book shows all people, which includes the email distribution lists that have been added to the Novatus system.

B

Navigation icons and Page field

If you want to navigate the Address Book, use the previous and next arrow icons to move forward or back one page. To jump to the first page, click the icon, and to jump to the last page, click the icon. To advance to a specific page, enter a number in the Page field, and depress the Enter key on your keyboard.

C

Show Items list

Click on the list arrow in the Show items list if you want to change the number of data records that display on each screen. The default is 25 records per screen and the list is scrollable, but you change the default to 5, 10, 50, or 100.

D

Search option

If there are several records listed, and you want to quickly locate a person or distribution list, enter the first few letters of the name in the Search field and click on the icon. Click on the icon to clear the search results.

E

Search filter

If you want to filter the results that are returned when you perform a search, click on the image029.png arrow to the right of the Search field to display a pop-up window with a list of available fields that can be searched. De-select the check boxes for the fields you do not want to search.

Note: The default is to search all the fields in a record, which may display results unrelated to your search, especially if you enter only a few letters or characters.

F

Refresh screen

Click on the icon if you want to refresh the screen after a running a search or making changes to the display. The screen will be returned to the default view.

G

Sort option

Click on any column heading to select it, and then click on the arrow icon to display the Sort/Column menu. Click on Sort Ascending (A-Z and 0-9) or Sort Descending (Z-A and 9-0) to sort the data in that column.

Note: You can also quickly sort the data in a column in ascending or descending order by clicking (toggling) on the column heading.

H

Column Display option

Click on the arrow icon to the right of any column to display the Sort/Column menu, and select Columns to display a list of available fields. Select the fields you want displayed in the browse screen by clicking in the check box to the left of the field.

I

Reorder and Resize Columns

  • To resize a column, mouse over the right or left border of the header until the resize icon appears. Then, click on the border and drag it until the column is the desired width.
  • To move a column to a different location in the browse screen, click on the column header and then drag it to the left or right, and drop it in the desired location. If you are successfully moving a column of data, the icon displays during the move.

J

Person or Distribution List record

Click on the person's name to select the individual, or click on the name of a distribution list to select it.

K

Addresses list box

Ensure the person or distribution list has been selected by verifying the correct name appears in the list box. To remove a selection from the list box, simply click on the corresponding delete image034.png icon. Continue adding people or distribution lists to the list box, as needed.

L

Submit button

Click to add all the selected people or distribution lists to the event, task, message, workflow, report, project team, or scorecard.

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