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Companies & Users - Contacts Lookup

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Overview

Contacts are used in a number of fields throughout Scenario - and can be a Company or a User with a Scenario login to access data.

Documents are almost always sent to and from companies.  Therefore the From and To fields indicate the primary ownership of a particular Document.  On occasions, individuals as Users may be Cc or Bcc on Documents.

By contrast, Conversation emails are always between individual Scenario Users.

Contacts are distinguished within Scenario as either Organisations or Persons/Individuals and are configured with their specific details set to Global and with access set by Project.  Any Organisation or Individual User is unique globally within the overall database – even if a Contact only has access to a single project.

A key code defined for each Company is the Originator Code (eg. NBC).  This is used in document number generation for both when a company creates a document (From – Originator code) or receives a document (ie. To - Recipient code).  It is also used to identify every User when their name appears – followed by their Company Originator code, eg. Grace Wong, NBC.

Also available is a common name or Alias for a company.

Once selected on the Contact field, the Contact details that display is in the following format.

Contact Name + "," + Originator Code

Contacts Lookup in Scenario form fields are the following:

  1. From - From field is a single Contact selection. It does not allow the User to select multiple Contacts.
  2. To, Cc, and Bcc - To, Cc and Bcc fields are multiple Contact selection fields. User can select one or more Contacts. (Note - normally To is a Company).
  3. Attention, Raised By, Responsible Person - Attention, Raised By and Responsible Person fields are a single Contact selection. User can only select one Contact per field

Screen Explanation

From/To Fields

The From/To field has an autocomplete function. User can type any text in the field to search for a valid Contact. The items are displayed in a table having the Originator Code, Name and Alias as headers.
  • In using the autocomplete function, the fields return Contacts that are:
  1. Tagged as an Organisation on the Contact record
  2. Parent Contact Organisation is linked to a Contact Group where IsEISContact = True, e.g. Scenario Collaborator (Internal) or Scenario Collaborator (External).  
  3. Belongs to the selected Project of the Document
  4. The autocomplete function searches across the following fields on the Contact Table:
    – Shortname
    – Name
    – RecipientCode
    – OtherLanguageName
    – Alias

Search Lookup (From)

  • To open search lookup, the User must click the magnifying glass icon next to the field.
The lookup will close when the User single clicks on a Contact (to select a Contact) or click on ‘X’ (to cancel selection).
  • By default, only the ‘Organisations’ filter is ticked on. Since the search is within the Project xxx, the Search field is not mandatory.
The search results will be ordered by the Contact's Originator Code by default. The sorting can be changed by the user by clicking on column headers.


  • If ‘Expand search beyond Project xxx' is selected then several filters are ticked, the filter 'Organisations' will be switched on and other filters will be switched off. Note that once the checkbox 'Expand search beyond Project xxx' is ticked, the Search field becomes mandatory.
The search results will be ordered by the Contact's Originator Code by default. The sorting can be changed by the user by clicking on column headers.

Cc/Bcc Fields

These fields have an autocomplete function where user can type any text in the field to search for a valid Contact (searches both Organisations and Individuals). The items are displayed in a table having the Originator Code, Name and Alias as headers.
  • In using the autocomplete function, the fields return Contacts that are:
  1. Tagged as an Organisation or an Individual
  2. Parent Contact Organisation is linked to a Contact Group where IsEISContact = True, e.g. Scenario Collaborator (Internal) or Scenario Collaborator (External).  
  3. Belongs to the selected Project of the Document
  4. The autocomplete function searches across the following fields on the Contact Table:
    – Shortname
    – Name
    – RecipientCode
    – OtherLanguageName
    – Alias


  • If multiple Contacts are selected, a count is displayed on the right side of the control indicating the number of records selected.


Search Lookup (To/Cc/Bcc)

  • To open search lookup, the User must click the Magnifying glass icon next to the field. The lookup title should change accordingly to which address field it came from (i.e. To = Select To, Cc = Select Cc, Bcc = Select Bcc).
The lookup will close when user single clicks on a Contact (to select a Contact) or click on ‘X’ (to cancel selection).
  • By default the ‘Organisations’ and ‘Individual’ filters are ticked on; yet, other filters can also be selected. Since the search is within the Project xxx, the Search field is not mandatory.
The search results will be ordered by the Contact's Originator Code by default. If Organisation and Individual are ticked, by default it is sorted by Company followed by Individual/Employee Name; but the sorting can be changed by the user by clicking on column headers.
  • If ‘Expand search beyond Project xxx' is selected then the filter 'Organisations' and 'Individuals' will be switched on and other filters will be switched off; (although other filters can still be selected). Like in Select From, once the checkbox 'Expand search beyond Project xxx' is ticked, the Search field becomes mandatory.
The search results will be ordered by the Contact's Originator Code by default. The sorting can be changed by the user by clicking on column headers.

  • The lookup displays two tables: Selections and Search Results

The Selections table list all records that are chosen from the search results

The Search Results table list all valid Contacts and be sorted by the Contact's Originator Code by default. The sorting can be changed by the user by clicking on column headers.



Attention (Attention), Raised By (RaisedBy), Responsible Person (ResponsiblePerson) Fields

Attention, Raised By and Responsible Person fields are a single Contact selection. User can only select one Contact per field.  
These fields have an autocomplete function where the User can type any text in the field to search for a valid Individual Contact. The items are displayed in a table having the Originator Code, Name and Alias as headers.
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  • In using the autocomplete function, the fields return Contacts that are:
  1. Tagged as an Individual on the Contact record
  2. Parent Contact Organisation is linked to a Contact Group where IsEISContact = True e.g. Scenario Collaborator (Int) or Scenario Collaborator (Ext).  
  3. Belongs to the selected Project of the Document
  4. Able to log into system – records are linked to an Authuser account
  5. The autocomplete function searches across the following fields on the Contact Table:
     -Shortname
     -Name
     -RecipientCode
     -OtherLanguageName
     -Alias


Examples of Use

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Related Topics

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