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Adding Contacts or Staff to Portfolios

When a contact or staff member in your Organization work area becomes involved in managing a portfolio, you can add (or export) the contact to the portfolio using the add feature in Proliance. Contacts or staff members must be added to a portfolio before they can begin work in the Portfolios work area, even if their company has already been added. However, contacts that have been added to a portfolio must still be added to each workspace in which they want to work. When added to a portfolio, both contact and staff documents appear as Contact documents in the Contacts register.

In order for a contact to access a portfolio, he or she must be added to that portfolio, given a user account, and granted Portfolio Access. While you can choose to grant Portfolio Access when adding the user to a portfolio, you can always deny or grant access at a later time from the Account page. For more information, see "Setting Work Area Access".

You can add a contact from either of the following places:

ClosedTo add a contact or staff from the register or tab

  1. Open either the Contacts register or the Staff register from the Organization work area.

    2. — or —

    Open the Contacts tab or the Staff tab from the appropriate company document in the Organization work area.

  2. Select the check boxes next to the contacts or staff members to export.
  3. Click Tools > Add Selected Staff to or Add Selected Contacts to.

    4. The Add Contacts wizard appears.

  4. Choose the "Portfolio Only" option and click Next.
  5. Follow the instructions in the wizard to add the contact to the portfolio.

ClosedTo add a contact or staff while viewing their document

  1. Open either the Contacts register or the Staff register from the Organization work area.

    2. — or —

    Open the Contacts tab or the Staff tab from the appropriate company document in Organization work area.

  2. Open the contact or staff document to export.

    3. The Main page of the contact or staff document appears.

  3. Click Options > Add to Portfolio.

    4. The Add to Portfolios wizard appears.

  4. Follow the instructions in the wizard to add the person to the workspace.

When the addition process is complete, the contact should now be visible in the Contacts register in the Portfolios work area.

Note:

  • You need the 'Add Contact' security role in order to add a person to a portfolio. 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 portfolio, Proliance will add the contact or staff member's company to the portfolio if it isn't already part of the portfolio. For more information, see "Indirectly Adding a Company to another Work Area".
  • When first exporting a person to a workspace, if the contact or staff document is missing information in a field that is required in the portfolio, a conflict will not be triggered. This ensures that any account associated with the document can still access the portfolio. However, on subsequent synchronization updates, any missing information will result in a conflict.