Introduction§

Contacts can be stored and managed in Yesplan. A contact can be a person or an organization, and relationships between both can be defined. Contacts can be segmented based on labels. Contacts can also be booked for events, resources and even for contacts.

Concepts§

A contact can be a person or an organization. Both are linked by the contact link, the person’s job title at an organization. This link can be seen under the person and under the organization, but it concerns the same link. For example, Anne is a choreographer at Rosas; you can see this under Anne’s links and under the links of Rosas.

A person or organization can have multiple links. For example, Anne is a choreographer at Rosas as well as the managing director at P.A.R.T.S. And Marieke does the production at P.A.R.T.S.

People, organizations and links are called types of contacts.

In Yesplan people are primarily a type of resource; they are ‘human resources’. These human resources can be grouped into one or more teams, and you can assign tasks to human resources.

We also speak of users. Users are people who have a username to sign into Yesplan. Users are given authority to see or not to see certain things, or to alter or delete things in Yesplan. Users are always linked to a human resource.

Contacts can also be linked to human resources, but usually there are lots more contacts who must be kept track of than people who you work with or who you schedule. In other words: not all contacts will have a human resource as a counterpart.

Labels§

Labels can be used for everything that helps to further describe or segment the contacts, such as ‘client’, ‘volunteer’ or ‘partner’.

One or more labels can be added directly to the person or the organization. Labels can also be specifically added to the link, so to the person in the organization.

The labels can be used to search for contacts and to export them if desired.

Bookings§

Contacts can be booked for events. You can also add them to resources and booked resources, or even to contacts and booked contacts.

Unlike human resource bookings, contact bookings do not have times or prices.

Managing Contacts§

Creating a Person§

A new person can be created by hovering over the Contacts tab in the navigation menu and clicking on “New Person…”.

You can immediately enter the person’s basic data on the “Contact” tab of the inspector that is opened. This is the personal data of this person; their name, title, address, language and some additional contact info (e-mail address, telephone number, etc.). You can also add a picture of the person.

Remark

In Yesplan, titles (Mrs, Mr, Miss, etc.) can be created and added by a Yesplan administrator under the system settings, under the “Contacts” tab.

An arbitrary title can be set as the default. It will automatically be entered when creating a new person. Choosing a default title is optional. If a default is not set, the field will be empty when creating a new person.

When creating a person, you can also immediately create a linked resource.

You can also choose to link the person to an existing human resource as long as the name matches. If you link with an existing human resource who was already linked to a contact, the link with the old contact will be broken.

Attention

If this new link with the resource is broken, the old link will not be re-established. It will have to be restored manually.

If a contact is linked with a resource that is already linked to a user, this link is continued and the contact is also linked to the user (via the resource). When deleting a contact that is linked to a user, the link between the human resource and the user will continue to exist.

Linked contacts are also marked with an icon in the contacts finder and the contact inspector. Contacts that are linked with a user (and therefore also with a resource) are given a black icon that represents a user. Contacts that are only linked with a human resource are indicated by a green circle with an H (for ‘human resource’).

Remark

Several additional contact items can be created by a Yesplan administrator. For example, the administrator can determine whether – in addition to the first name and last name – Yesplan also uses initials and last name prepositions (as is common in the Netherlands). You can find more information on diverse preference settings in the system settings manual.

Creating an Organization§

A new organization can be created by hovering over the Contacts tab in the navigation menu and clicking on “New Organization…”.

You can immediately enter the organization’s basic data on the “Contact” tab of the inspector that is opened. This is data pertaining to the organization; the name, business entity, address, VAT number and additional general contact info (e-mail address, telephone number, etc.). You can also add a picture to this organization.

Remark

In Yesplan, business entities for organizations (NV, LLC, NPO, etc.) can be created and added by a Yesplan administrator under the system settings, under the “Contacts” tab.

An arbitrary business entity can be set as the default. It will automatically be entered when creating a new organization. Choosing a default business entity is optional. If a default is not set, the field will be empty when creating a new organization.

Multiple Addresses for Contacts§

You can store multiple addresses for a contact – a person or organization. Each address is of a certain address type, for example “Postbox” or “Billing address”. A Yesplan administrator determines which address types are available (see system settings manual under the chapter Managing Address Types).

Each contact has at least one address (address type of your choosing). One address of each address type can be added to a contact, but this is not required.

One address is marked as “default” per contact, the default address of that contact. If a contact only has one address, it is automatically the default address.

In addition to requesting the default address of a contact, the query language also foresees specific keywords for every different type of address that can appear for a contact. You can read all about it in the query language manual under the chapter Requesting Addresses of Contacts.

The contact link presents a person’s job title at an organization.

Links can be added to the person or the organization. It doesn’t matter where this is added because these links are always symmetrical. If Bart is a Salesman at De Theaterlampenshop, this will be visible under the links of Bart and the links of De Theaterlampenshop.

Please note that a person can only be linked with an organization, and vice versa. You cannot link a person with another person, or an organization with another organization.

Create a link by clicking on “Add a Link” on the “Links” tab of the person (or organization). Then search for the organization (or person) you want to link the contact to. If it does not exist, it can be created immediately. If found, an existing one can be chosen from the suggestion list.

Then the person’s contact info at the organization can be completed; their job title at the organization, their department, the contact info in function of the organization (e-mail address, telephone number, etc.).

You can also add links to people and organizations in the contacts finder.

Adding Labels§

One or more labels can be added directly to the person or the organization. This is done on the “Contact” tab of the contact inspector.

Depending on the settings, labels can be chosen from the suggestion list and/or entered into the input field that appears. When you start typing you will refine the list that appears.

Remark

Label capabilities can be determined by a Yesplan administrator under the system settings, under the “Contacts” tab.

Labels can also be specifically added to the link, so to the person in the organization. This is done on the “Links” tab of the contact inspector, under the relevant link, in the same way as for people and organizations.

If the label was added in the correct place (the person, organization or link), this allows you to specifically search for the correct contact info.

For example:

You will find a detailed description of the capabilities of specific queries related to people, organizations, the links between both, contact bookings, or combinations of all the above in the query language chapter.

Deleting Contacts§

A contact can be deleted. As a result, the contact will no longer appear in query results or suggestion lists. Any contact bookings remain intact, e.g. for events. On the booking of a deleted contact you can still click through to the contact. You can only view the contact info, it’s no longer possible to modify it.

You can also wipe a contact permanently (#wiping-contacts-permanently).

You delete contacts in the contacts finder. Search for the relevant contact then choose “Delete” in the context menu (the menu that is opened by right-clicking). Please note that you can select multiple items by clicking on them while holding down the CTRL key (on Windows) or CMD key (on Mac OS).

Wiping Contacts Permanently§

A contact can be wiped permanently. All the contact’s personal details and all their bookings are discarded permanently. References to the relevant contact are also removed from the list of updates, which you can consult from the navigation menu. You can only permanently wipe people, not organizations. When deleting the person, all related links are also deleted. This cannot be undone.

If a customers requests that you permanently delete their details from your Yesplan database – you are able to do this.

You wipe a contact permanently in the contacts finder. Search for the relevant person then choose “Wipe Permanently” in the context menu (the menu that is opened by right-clicking). Please note that you can select multiple items by clicking on them while holding down the CTRL key (on Windows) or CMD key (on macOS). Because this action cannot be undone, extra confirmation is required. The deleted data cannot be recuperated.

A deleted contact, will no longer appear in the contacts finder. The contact can still appear in the database if it was booked for an event. You can wipe the person permanently via one of his/her bookings.

Exporting Contacts§

Contacts can be exported in two ways:

Importing Contacts§

Contacts can be imported by a Yesplan administrator. You will find a detailed description of importing contacts in the system settings chapter.

Duplicates§

When creating or editing a person or organization, Yesplan checks whether it was already entered. Based on a calculation, Yesplan looks at the degree of similarity with existing contacts. If the similarity is striking, both contacts are indicated as potential duplicates. A notification will appear on the “Contact” tab. Duplicates are also marked with an icon in the contacts finder and in the suggestion lists of the contact fields; they receive a red circle with the letter D next to their name.

All potential duplicates appear on the “Duplicates” tab where you can merge both duplicates or indicate that they are not duplicates. Contacts that were indicated as “Not a Duplicate” are retained; you can request them later by clicking on “Show contacts that have been marked as ‘not a duplicate’” and you can merge if appropriate.

Please note that potential duplicates can also disappear by removing the similarity between both contacts. For example, if you edit the name so that the similarity is no longer striking, the duplicates calculation will no longer regard this as a potential duplicate.

You can request the duplicates via the query language. You will find a description of the capabilities of specific queries for contact duplicates in the query language chapter.

Merging Duplicates§

It is possible to merge the data of duplicates. You merge from the “Duplicates” tab in the contact inspector.

After clicking on “Merge” you will get a window with two columns that display the differences between both items. For each field you can indicate which values you want to retain after the merge. Please note that after merging the data, the bookings of both contacts are also merged.

After merging, all contact links of both contacts will be retained.

The merging of custom data fields goes like this:

Remark

Merging contacts when one of the two contacts has a lined human resource (or user) can only occur in one direction. You must always start from the contact with the link. The link is retained after the merge.

Custom Data§

Custom data can be added to contacts. These are additional fields that can be added in addition to default data on a separate tab of the contacts inspector and contact bookings.

There are also custom data fields of the contact type, the contact fields. These are specific input fields that allow you to add contacts to events, resources or contacts.

You will find a detailed description of the capabilities of custom data in the system settings chapter.

Searching for Contacts§

Contacts Finder§

The contacts finder is opened by hovering over the Contacts tab in the navigation menu and clicking on “Search Contacts…”.

At the top of the search box you can enter a query and set filters. The found contacts are displayed in a table; you can choose which contact characteristics you see by adding or deleting columns.

Searching for Contacts§

In the contacts finder you can search by typing (part of) the name in the search field (start searching by hitting ENTER or by clicking on the magnifying glass next to the search field).

If a query yields lots of results, only a limited portion of those results will be displayed simultaneously. If you scroll through the table with query results and the list is long, you will reach a seemingly empty part of the table. When you stop scrolling that part of the table will automatically be filled with contacts.

You can open the contact inspector by double-clicking on a record in the results table or by choosing “Show Info” from the context menu (the menu was opened by right-clicking on the record).

You can also use specific queries, such as label:volunteer.

Please note that it is not necessary to enter the scope contact; this is implicit in this search box. In addition to the scope contact you can also search in other scopes, namely person_or_organization, person, organization, contact link. In that case, you must explicitly enter these scopes.

You will find a detailed description of the capabilities of specific queries related to people, organizations, the links between both, contact bookings, or combinations of all the above in the query language chapter.

Filters in Contacts Finder§

There are two different filters available in the contacts finder with which you can limit the query results: a filter for the contact type and a filter based on the owner of the contact.

The filter for the contact type – people, organizations or links – is handy when you are only interested in seeing certain types of contacts in your query results (for example only organizations and links). This filter is set in the menu on the left side of the search field. By activating or deactivating a contact type, this type will or will not be included in the query results.

The filter based on the owner of the contact can be deactivated by an administrator so it might not appear in your installation. It is to the right of the search field and has the options “My User Group Only” and “All User Groups”. Under the option “My User Group Only”, the query results are limited to the contacts where the owner is a member of your primary user group. Under the option “All User Groups”, the query results are not limited.

Working with the Query Results§

People, organizations and links are all displayed in the query results. You can recognise organizations and links by their specific icons (an office building for organizations and a chain-link for links). People who are a human resource or a user also have a specific icon (an ‘H’ in a green circle for human resources and a silhouette of a person for users).

You can make the links of people and organizations visible by clicking on the triangle in the second column; the links will be displayed in a list in an extra row below.

Query results can be sorted by the column of your choice. Columns can be added, deleted and shifted around. To add or delete multiple columns simultaneously, click on the + button in the upper-right of the table. This opens a popover where the visible columns are checked. You can check the columns that you want to add and uncheck the columns that you want to delete. To find a certain field quickly, you can enter its name in the search field; the fields in the list will be limited to those that match your query. Then click on “Apply Changes”.

Saved Queries§

Frequently used queries can be saved for future use. The saved queries can be displayed by clicking on “Saved Queries” to the right of the search field. You can add, edit and delete your own queries. The saved queries are personal.

Clicking on a saved query will perform the query immediately.

Remark

An administrator can also predefine queries and make them available to users. These users can edit them if desired and save them in their personal saved queries list. See the system settings manual.

Managing Contacts in the Contacts Finder§

People and organizations can be created in the contacts finder, and existing contacts can be duplicated and deleted. You do this by opening the context menu on the correct record of the results table.

You can also link a person with an existing organization via the option “Link with Person…” or “Link with Organization…”, depending on whether you selected a person or an organization.

Contact Bookings§

Booking Contacts for Events§

You can book contacts for events. This is possible via the “Contact” tab of the event or via custom data fields of the contact type (contact fields) that can be placed on a tab of your choosing. Contacts that are added via the “Contact” tab are presented in a separate list and have a few special capabilities (see Contacts tab of the event, below).

Please note that unlike human resource bookings, contact bookings do not have times or prices.

When booking contacts you can choose a person, organization or link by searching for their name. You can also create a new person or organization, if desired.

If a contact was added that has one or more links, you will receive an additional option: “Edit”. This allows you to quickly choose another link for this contact. If a contact link was booked, you can also switch immediately to the person or the organization.

Contact Role§

You can also add a role to the contact booking. These roles are optional, purely informative, and (in addition to the link) can be used to indicate what this person is expected to do. Lists of the roles of all booked contacts are not kept and you cannot search for roles. The roles for contact bookings differ greatly from the roles of resources; the roles of resources have more capabilities and they can be managed and requested.

Contacts Tab of the Event§

Contacts that are added via the “Contacts” tab of the event inspector are presented in a separate list. This list is different from the contacts that are booked for this event via custom data; contacts that are booked via custom data do not appear in the list on the “Contacts” tab.

Remark

The list of contacts that were added via the “Contacts” tab of the event inspector can be requested via the API, but not via the query language. The list of contacts that were booked for an event via custom data can be requested either via the API or via the query language.

Contacts that are added to the list via the “Contacts” tab have another special feature: you can see whether a contact was added to an event group or to the event. If the event group is viewed, you can only see contacts from that group. But, if the event is viewed you can see contacts from the event and from the overlying event group.

They are displayed separately so that you can see where the contact was added, to the event or to the event group.

Contacts added via the “Contacts” tab of the event inspector can also be sorted in the order of your choosing. You can sort contacts by dragging them to the desired position. Contacts can only be dragged within their own list. A contact that was added to an event group cannot be placed amongst those added to the event. Please note that this order is respected when these contacts are requested via the API (/event/{id}/contactbookings).

Booking Contacts for Resources or Contacts§

Contacts can also be booked for resources. This is similar to booking for events. Just like events, resources also have a “Contacts” tab. Resource bookings do not have such a tab. Both have the capability of using contact fields as custom data fields on separate tabs.

Please note that contacts can also be booked for contacts and contact bookings, but only via custom data. This is similar to booking for events or resources.

You can request the contact bookings via the query language. You will find a description of the capabilities of specific queries for contact bookings in the query language chapter.

Remark

When searching for contact bookings for a resource, contact or event, you will also see bookings that were added via custom data on those elements.

List of Contact Bookings§

All contact bookings are displayed in the contact inspector on the “Bookings” tab. When you open the tab you will only see by default the event bookings of that particular contact. The bookings are sorted by default by the event date (most recent on top). The search can also be limited in time (before, after or between certain dates).

You can also request contacts that are booked for resources or contacts (by customizing the filter). You can also sort the results by name or by the booking creation date. Bookings for the event can be sorted by event date or by the contact booking date (by activating “Sort events by booking date of contact”).

Remark

To see this tab you must have the appropriate capabilities. This can be created by a Yesplan administrator.

You can request the contact bookings via the query language. You will find a description of the capabilities of specific queries for contact bookings in the query language chapter.

Remark

When searching for contact bookings for a resource, contact or event, you will also see bookings that were added via custom data on those elements.