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  3. Create Corporate Directories

 

Create Corporate Directories

You can create directories of customer contacts and external business contacts. These are then available in the DTA contact list for all users or selected user groups. You must first create a blank directory and then add contacts to it singly or in bulk.

storm uses a standard set of fields to store contact details, to which you can add custom fields at directory level.

Creating a Directory

  1. Select Organisations > Corporate Directory > Add Directory.
  2. Enter a name and then click Save Directory.

  1. (If required) To limit access of the directory to particular users or user groups, click the Assign Directory to User Groups button on the View Directory screen. Select user groups to which to assign the directory and then click Update Assignment.

You can now add contacts to the directory (singly or in bulk).

Adding a Single Contact to a Directory

  1. Select Organisations > Corporate Directory > Add Contacts.
  2. Select the target directory and then add a first name, a last name and at least one contact number or email address as shown:

The illustration above shows the standard fields. Any custom fields are listed below these.

  1. Click Add Contact.

Adding Contacts to a Directory (In Bulk)

Directory contacts can be added in bulk by importing data via a CSV file. Use the CSV file to replace or append to an existing directory of contacts. You can also use the import to update existing contact details.

Note: to create a correctly formatted CSV file, export an existing directory containing at least one entry.
Select Organisations > Corporate Directory > View Contacts, select the required directory and then click Export All Directory Contacts. The CSV file must contain a header row in the following format:

First Name,Last Name,Home,Work,Mobile,Alternative,Email Address

If you use custom fields, append the values for each custom field to this list (separated by commas) in the order in which the custom fields are displayed when entering contact details.

Note: the field headings are case sensitive, and must be entered in the order shown. The first two standard fields and at least one other (non-custom) field must contain valid values. All commas must be present. The maximum number of entries in an organisation directory is typically set to 10,000 by default.

Shown below is a CSV file of three contacts, without any custom fields, as seen in Windows Notepad:

First Name,Last Name,Home,Work,Mobile,Alternative,Email Address
Josephine,Murray,01184960301,01154960522,07700900356,,josephine.murray@cortexworld.com
Phoebe,Grantham,01414960283,01214960597,07700900294,,phoebe.grantham@onetelcomm.co.uk
Dennis,Parker,01164960027,01184960616,07700900524,,,

Shown below is a CSV file of three contacts, with a custom field, as seen in Windows Notepad:

First Name,Last Name,Home,Work,Mobile,Alternative,Email Address,Out of hours

Phoebe,Grantham,01414960283,01214960597,07700900294,,phoebe.grantham@onetelcomm.co.uk,01414960288

Josephine,Murray,01184960301,01154960522,07700900356,,josephine.murray@cortexworld.com,01184960399

Dennis,Parker,01164960027,01184960616,07700900524,,,

To import a CSV file:

  1. Select Organisations > Corporate Directory > Add Contacts.
  2. Select the directory to add the contacts to, and then select Import from file.

  1. Select the desired options and then click the Choose File button to select the CSV file.
  2. Click Import Contacts.

Assigning Directories to User Groups

The Organisations > Corporate Directory > Assign Directory menu option allows you to assign a directory to one or more user groups. Once assigned, users in the assigned groups will be able to see the contacts in that directory. If they have the right to add external contacts, they will be able to edit the directory using DTA.

Once you have selected the check boxes for the groups you wish to access the directory (or cleared the user groups you wish to remove), click Update assignment to apply your changes.

Note: if a directory is not assigned to any user groups, it will be available to all by default.

Import Error Log

If errors are encountered while uploading a CSV file, troubleshooting information can be seen in the import log.

  1. Click View Import Log to open the error log.

  1. Click the + against invalid lines to see the reason for the failure.

Creating Custom Fields

  1. Select Organisations > Corporate Directory > Configure Directory Fields.
  2. Select the directory.

  1. In the field that is displayed, type the name of the first custom field. As you do so, a second field is displayed for you to enter the name of the next field, if required.

  1. Click Update when you have entered all the required custom fields.