Assignments / Contacts

In Departments, the Assignments/contacts tab provides a centralized view of personnel and their roles within a department.

• Assignments: Displays the resources currently assigned to the department.

• Contacts: Shows the department’s contacts along with their associated information.

Your organization's administrator sets up a default form within the Classic TMS modules. The display of tabs, field groupings, and fields varies depending on whether it's in Create, Update, or Query mode.

The tabs and fields you see within this content may differ from those configured by your organization's administrator. Use this information as a guideline.

The default page view is List view, which displays all information in a spreadsheet-like format. Card view displays the same items as blocks. You can switch between views on desktop platforms by clicking either the list or card icon located at the upper right of the list. Mobile phone and tablet devices only display Card view.

Assignments

In the Assignments section, view and create department assignments:

• Name: Resource first and last name.

• Phone: Resource assigned phone number.

• Pager: Resource assigned pager number.

Add assignment

Add an assignment to link a person or role to a department, define their responsibilities, and manage related details such as start and end dates.

The resource must be active.

1. Go to Departments > Quick Search or Query and find a department.

2. On the department page, select the Assignments/contacts tab.

3. In the Assignments section, do one of the following:

   • Select a resource from Add from list.

   • Enter a resource number in Add by number and press Enter. The resource number identifies a resource record. Find resource numbers in the Resource module.

   The system attaches the resource to the department.

Remove assignment

Remove a resource when the person no longer needs to be associated with this department or assignment list. Keeping the list current ensures that only active, relevant resources receive assignments and notifications.

1. On the department page, select the Assignments/contacts tab.

2. In the Assignments section, select Remove from the Actions menu on the left of a row.

3. In the confirmation message, click Remove.

   The system removes the resource from the department and the record remains in the database.

Contacts

In the Contacts section, view, and create department contacts.

• Name: First and last name.

• Title: Refers to the role or job title such as manager, director, technical support, and so on.

• Phone: Include a phone number as an alternative method of communication, which can be useful for urgent matters.

• Fax: Include a fax number if necessary for certain types of communication, especially in industries where faxing documents is standard practice.

• Email: The email address allows for efficient communication and direct sending of important information.

• Primary contact: Identifies the designated individual who serves as the main point of contact.

Add contact

Add contacts directly within the Departments > Assignments/contacts tab to manage department contacts.

1. Go to Departments > Quick Search or Query and find a department.

2. On the department page. select the Assignments/contacts tab.

3. In the Contacts section, click Create.

4. In the Create contact window, enter the information.

5. Select Primary contact if this individual serves as the main point of contact.

6. Click one of the following:
   • Create to add the contact.
   • Create another to add and then clear the values to add another record.

Update contact

To ensure accuracy and address other considerations, update a contact when details change.

1. In the Contacts section, select Update from the Actions menu on the left of a row.

2. In the Update contact window, make changes.

3. Click Update to save.

   The contact updates.

Delete contact

To maintain accurate records, avoid duplicates, or correct errors, you may need to delete a contact.

1. In the Contacts section, select Delete from the Actions menu on the left of a row.

2. In the confirmation message, click Delete.

   The system removes the contact from the department.

3. Click Update to save.