Use Contact Health Check to Clean Up Employee Assignments Follow

Topics Covered
Manage Employees/Assignments

Target Users
Directory Administrators
Organization Administrators

Required Permissions
n/a

Accessing the Contact Health Check

Navigate to Contacts > Contact Health Check.

A prompt at the top says, "Below are contacts that may need corrective action. This could include a contact that has been removed from SAFE or Workflows and hasn’t been removed from the Directory or a contact that exists twice in the same Directory.” 

The page displays a list of contacts requiring corrective actions, including errors such as:

• Employee is departed in Workflows: This error indicates that the employee has been marked as departed in Workflows, but their status has not been updated accordingly in ATLAS Directory.
• Employee is departed in SAFE: This error appears when an employee is marked as departed in SAFE but remains active in the ATLAS Directory.
• Position already used by another contact: This error occurs when a position is assigned to more than one contact at the same time
• Employee has a duplicate assignment: This error shows up when the same employee is assigned to multiple posts at the same time.
• Duplicate contact: This error occurs when the same contact appears more than once in the ATLAS Directory, either due to a data entry mistake or because multiple records were created for the same person.
• Employee should be departed: This error indicates that an employee is still listed as active, even though they should have been marked as departed based on their departure date or status.

Step 1: Use the Error dropdown to filter specific types of issues. Review the details provided in the Error and Details columns for the description of the issue and any relevant context.

Step 2: Use the checkboxes next to each contact or position to select the records you want to address.
If you need to select multiple records at once, you can use the Select All, Select None, or Invert Selection options at the top of the page.

Step 3: After selecting the records, the Fix Selected Assignments dropdown will become visible.

Choose one of the following actions based on the issue:

• Hide Notification: Select this if the employee is on TDY and will return to your Post later.
• Clear Position Information: Use this if the contact has left the Post but is still attached to the position. This removes the position details from the selected record.
• Merge Duplicate Assignments: If two contacts have overlapping assignments, you can merge them into one.
• Merge Duplicate Contacts: If the same contact appears twice in the ATLAS Directory, you can merge their entries to eliminate duplicates.
• Deactivate Assignments: If the employee has departed or is no longer active, you can deactivate their assignments.

After selecting the appropriate fix, a pop-up window will appear. Click OK to confirm your action.

Additional Notes:

• Departed employee assignments are not automatically deactivated unless a departure date is set. When employees are moved out of SAFE or disabled in SAFE, remember to manually remove them from the ATLAS Directory as well.
• If you select the wrong fix, a warning message will appear, informing you of the correct tool you should use.

Exporting or Editing Contact Data

You can export the list with Excel, CSV, Copy the list to their clipboard, or edit the Columns within the list. You can also select the magnifying glass button to go to the Edit Employee page to make any adjustments necessary.  

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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