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Contacts

Contacts document the people you work with: vendor account managers, support engineers, consultants and other external stakeholders. Link contacts to suppliers to build a vendor contact directory, and reference them from applications and locations for support information.

Getting started

Navigate to Master Data > Contacts to see your contact directory. Click New to create your first entry.

Required fields: - Email: The contact's email address (used as unique identifier)

Strongly recommended: - First Name / Last Name: The contact's name - Supplier: Which vendor this contact works for - Contact type: The contact's role at the supplier (Commercial, Technical, Support, or Other). Choosing a supplier sets it to Commercial; change it if needed.

Optional but useful: - Job Title: Their role or position - Phone / Mobile: Phone numbers, entered with a country dial code - Country: Location (ISO country code)

Tip: Link contacts to suppliers first, then reference them from applications and locations for consistent support information.

Working with the list

The Contacts grid provides a searchable directory of all external contacts. Every cell in a row is a clickable link that opens the contact page.

Default columns: - Last Name / First Name: Contact name - Supplier: The vendor they work for - Email: Email address - Active: Whether the contact is currently active (Yes / No)

Additional columns (via column chooser): - Job Title: Their role - Phone / Mobile: Phone numbers - Country: Location - Created: When the record was created

Default sort: By last name, alphabetical.

Actions: - New: Create a new contact (requires contacts:member) - Import CSV: Bulk import contacts (requires contacts:admin) - Export CSV: Export to CSV (requires contacts:admin) - Delete Selected: Remove selected contacts (requires contacts:admin). They are removed from the suppliers, budget lines, contracts, applications, assets, locations, projects and requests that name them; these records stay

The contact page

Click any row to open the contact page. Every change saves on its own: there is no save button.

Title: The contact's name. Click it to edit the first and last name side by side; the change saves when you leave the two fields or press Enter, and Escape cancels it. A contact without a name shows its email instead.

Header, under the name: - Supplier: The vendor this contact works for, as a link to its page. A contact without a supplier shows No supplier: click it to open the properties and choose one. - Contact type: The contact's role at the supplier: Commercial, Technical, Support, or Other. Click it to choose another. It appears once the contact has a supplier. - Status: Active or Inactive. Click it to change it. - Used by: How many suppliers, budget lines, contracts and other items the contact is linked to. Click it to scroll to the Used by section.

Properties (the panel on the right, opened with its tab or the P key): - Supplier: Choose the vendor from the list. A contact always has a contact type once it has a supplier: choosing a supplier for a contact without a type gives it Commercial, which you can change at once. Clearing the supplier clears the contact type too. - Contact type: The same choice as in the header. - Email: Required, and unique across your contacts. - Job title: Their role or position. - Phone / Mobile: A dial code and a number. Pick the dial code from the list or type it. When the contact has no country yet, the dial code sets it. - Country: Searchable list of countries.

Text fields save when you leave them or press Enter, lists save as soon as you choose. A value KANAP cannot accept (an email that is not valid or that another contact already uses, a phone number that is not a dial code followed by a number of 7 to 15 digits in all) shows its message under the field and is not saved.

Notes: Free-form notes (up to 2,000 characters), under the header. They save a moment after you stop typing, and when you leave the field.

Press Escape or click the close button to go back to the list.

Used by

The Used by section, under the notes, lists everything the contact is linked to, one list per type, each with its count: suppliers, budget lines (OPEX and CAPEX, with their BL- reference), contracts, applications, assets, locations, projects (PRJ-) and requests (REQ-). Each row shows the contact's role there: the contact type for suppliers, budget lines and contracts, the role typed on the application, asset or location.

Click a row to open that page. A list shows up to 50 items and says how many there are in all. You only see the lists you are allowed to read. A contact linked to nothing shows one line that says so.

Creating a contact

Click New in the list. Fill in the email (required) and the other fields, then click Create. Choosing a supplier sets the contact type to Commercial, which you can change before creating. You return to the list once the contact is created.

Where contacts are used

Contacts appear in several places throughout KANAP. The Used by section of the contact page lists them all.

Supplier contacts

Each supplier has a Contacts tab showing all contacts linked to that vendor. You can create a new contact directly from the supplier workspace:

  1. Open the supplier workspace and go to the Contacts tab.
  2. Click New contact next to a contact type.
  3. Fill in the contact details: the supplier and contact type are pre-filled.
  4. Click Create: you return to the supplier's Contacts tab.

Application support

In the Applications workspace, the Technical & Support tab references contacts for support escalation.

Technology support

In the Technologies workspace, the Operations tab lists the support contacts of a technology. See Technologies. In the contact's Used by section, a retired technology comes last, marked Disabled.

Location contacts

Locations can have support contacts (facility managers, NOC contacts, etc.).

CSV import/export

Manage contacts in bulk using CSV.

Export: Downloads the contacts the list shows with their details. Choose The whole register in the dialog for every contact.

Import: - Use Preflight to validate before applying - Matched by email address - Can create new contacts or update existing ones

Required fields: Email

Optional fields: first_name, last_name, job_title, phone, mobile, country, notes, active

Notes: - See CSV files for the encoding, the separator and the two import steps

Tips

  • Always set a supplier: Linking contacts to suppliers makes them easier to find and manage.
  • Set the contact type: Once a supplier is linked, choose whether the contact is Commercial, Technical, Support, or Other. This helps when browsing contacts from the supplier workspace.
  • Use consistent naming: Enter names in a consistent format (e.g., always "FirstName LastName").
  • Mark inactive contacts: When someone leaves a vendor, mark them as inactive rather than deleting them. This preserves the audit trail.
  • Include job titles: Job titles help identify the right contact for different needs (sales vs. support vs. account management).