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Adding Multiple Contacts to Workspaces within a Portfolio

When a contact or staff member in your Organization work area becomes involved in a workspace, you can add the contact to the workspace using the add feature in Proliance. Contacts or staff members must be added to the Workspaces work area before they are considered to be part of a workspace, even if their company has already been added. This is true even when a person has already been added to the portfolio controlling the workspace. When added to a workspace, both contact and staff documents appear as Contact documents in the Contacts register.

As part of the process of setting up or maintaining your Proliance environment, it may be necessary for you to add a large number of contacts to one or more Workspaces which are held within a Portfolio. Using the Add Contact to Workspace feature to carry out this task can be tedious and time consuming especially if the numbers of contacts and / or Workspaces is large. In order to make this process more efficient you can use the Add Contacts wizard to add multiple contacts to one or more Workspaces within a Portfolio.

In order for a person to access a workspace, he or she must be added to that workspace, given a user account, and granted Workspace Access. While you can choose to grant Workspace Access when adding the user to a workspace, you can always deny or grant access at a later time from the Account page. For more information, see "Setting Work Area Access". The Add Contacts wizard also allows you to view, define or amend a user's Workspace Access rights and Security Permissions as part of the adding multiple contacts process.

In addition to allowing you to add multiple contacts to workspaces within a portfolio, the Add Contacts wizard also allows you to access the Add Contacts to a Workspace and the Add Contacts to a Portfolio features also.

You can access the Add Contacts wizard from either of the following locations:

ClosedTo add multiple contacts to all workspaces within a portfolio

  1. Open either the Contacts register or the Staff register from the Organization work area.
  1. Select the check boxes next to the contacts or staff members to export.
  2. If adding Staff, then Click Tools > Add Selected Staff to

— or —

If adding Contacts, then Click Tools > Add Selected Contacts to

  1. The Add Contacts wizard appears.
  2. Click the "Workspaces in a Portfolio" radio button on the first page of the wizard, and then click Next.
  3. Select the Portfolio you wish to add the contacts to by clicking the appropriate radio button adjacent to the desired portfolio, and select the All Workspaces option and click Next.
  4. A listing of the selected contacts and their current Workspace Access, Account Status and Security Permissions is displayed.
  5. Unwanted Contacts may be removed at this stage by selecting them and clicking Remove.
  6. To define or amend Workspace Access or Security Permissions for contacts that have an Account, edit the following fields for the specific contact:
  1. Once you are satisfied with the list of contacts and their permissions, click Start Adding Contacts.
  2. A final page will be displayed stating that Proliance is adding your selected Contacts to the required Workspaces as a background process, click Finish to exit the wizard.

ClosedTo add multiple contacts to specific workspaces within a portfolio

  1. Open either the Contacts register or the Staff register from the Organization work area.               
  1. Select the check boxes next to the contacts or staff members to export.
  2. If adding Staff, choose Tools > Add Selected Staff to

— or —

If adding Contacts, choose Tools > Add Selected Contacts to

  1. The Add Contacts wizard appears.
  2. Click the "Workspaces in a Portfolio" radio button on the first page of the wizard, and then click Next.
  3. Select the Portfolio you wish to add the contacts to by clicking the appropriate radio button adjacent to the desired portfolio, and select the "Specific Workspaces" option and Click Next.
  4. The Select Workspaces page will be displayed.
  5. Select the specific Workspaces you wish to add the contacts to, and click Next.
  6. A listing of the selected contacts and their current Workspace Access, Account Status and Security Permissions is displayed.
  7. Unwanted Contacts may be removed at this stage by selecting them and clicking Remove.
  8. To define or amend Workspace Access or Security Permissions for contacts that have an Account, edit the following fields for the specific contact:

  1. Once you are satisfied with the list of contacts and their permissions, click Start Adding Contacts.
  2. A final page will be displayed stating that Proliance is adding your selected Contacts to the required Workspaces as a background process, click Finish to exit the wizard.

The process of adding contacts is run in the background so you may continue to use Proliance for any other tasks in the meantime.

When the contact addition process is complete, you will receive a Notice informing you of the results. The contacts that were added should now be visible in the Contacts register in the relevant Workspace work area.

Note:

  • You need the 'Add Contact' security role in order to add a person to a workspace. If you wish to create your own security role, ensure that this role has the following security permissions at a minimum:  
    - Accounts: Read
    - Company: Read All Instances, Read
    - Contact: Read All Instances, Read
    - Org Company: Read All Instances, Read
    - Portfolio Properties: Read All Instances, Read
    - Workspace Properties: Read All Instances, Read
    - Staff: Read All Instances, Read
    Note that the Add Contact role is only available for Orgs created in Proliance 2.32 or later.
  • When adding a person to a workspace, Proliance will add the contact or staff member's company to the workspace if it isn't already part of the workspace. For more information, see "Indirectly Adding a Company to Another Work Area".
  • When first adding a person to a workspace, if the contact or staff document is missing information in a field that is required in the workspace, a conflict will not be triggered. This ensures that any account associated with the document can still access the workspace. However, on subsequent synchronization updates, any missing information will result in a conflict.
  • When you assign a staff member to a workspace, Proliance creates a new entry in the staff member's workspace history.

Tip:

  • It may take a number of hours to add a large number of contacts to a number of workspaces within a portfolio, and so you should consider initiating this process in the evening so that it  runs overnight when demand for system resources and usage levels may be reduced.