Working with Contacts (On-Demand)

The on-demand Global Process App contains the Contacts system auxiliary table, which stores contact records for users. A contact record enables you to define custom user attributes in addition to what is available on the user or resource record. A single contact record is associated with a single user record in the system.

Common use cases involving Contacts include:

You can add additional fields to the Contacts table and add custom auxiliary tables to the Global Process App using SBM Composer after you "Get" the process app in SBM Application Repository.

Tip: To populate User and Multi-User fields that you add to auxiliary tables in the Global Process App, edit the user field in SBM Composer, associate one or more roles, deploy the process app, and then assign users and groups to those roles in Application Administrator using the following steps:
  1. In Application Administrator, select Projects.
  2. In the Projects tree, select All Projects.
  3. Select the base project, and then click Details.
  4. Open the Roles view, select a role, and then click User Assignment or Group Assignment to assign users.
The assigned users will now appear as selections in the user fields that you added to the auxiliary table.

Getting Started with Contacts

Before you begin working with contacts, ensure that you have granted the proper privileges:

You can create contact records for yourself and your users using either of the following options:

Adding Contact Attributes to the User Profile Card

You can add customized contact record attributes to the User Profile Card that is displayed in the end user interfaces. To add new contact record attributes to the User Profile Card:

  1. Log in to Application Repository and "Get" the Global Process App from the repository.
  2. Open the Global Process App in SBM Composer and add new fields (attributes) as desired.
    Tip: When you add field to the Contacts table, note that View privileges apply to the privilege section that you specify on the field. For example, if you add a field and specify the Manager privilege section, only users who can view fields in the Manager section will be able to see the field on the User Profile Card.
  3. Deploy the Global Process App.
  4. Update contact records individually using the Auxiliary Data page in Application Administrator or use the Import users from spreadsheet option to update the new attributes for your contact records.
  5. Edit the User Profile Card page in Application Administrator and select which new contact attributes should appear in each section of the card.

Associating Contacts with Primary Items

To allow users to associate contacts with primary items:

  1. Open a process app in SBM Composer, and add the Contact system field to the primary table.
  2. Deploy the process app.
  3. Open the Global Process App in SBM Composer, and then select the View if Contact Item privilege on applicable roles (for any roles that do not have View All Items selected already) in the Global Process App. This enables users to view items for which they are the contact.

    For example, if you want to limit what Occasional Users can view, remove all View privileges except for View if Contact. This ensures that Occasional Users can only view items for which they are the contact.

  4. Deploy the Global Process App.

Users should now be able to update or transition an item and select an associated contact, and the contact should be able to view the item.