Managing External Contacts in the ATLAS Directory Follow

External Contacts

Select External Contacts under the Contacts drop-down menu.  

The interface provides access to several key features:

• External Organizations: Allows the creation of new external organizations.
• New Locations: Allows to create new individual contact profiles associated with external organizations.
• Import External Contacts: Provides an efficient way to add multiple external contacts in bulk, typically by importing data from a pre-formatted Excel file.
• View Deactivated: Displays a list of all external contacts whose profiles are no longer active or have been deactivated at Post(s).
• View All: Provides a complete list of both active and inactive external contacts within the organization.
• Seed: Adds fake external contacts for testing or demonstration purposes.

Filter Options:

Use the following filters at the top of the page to find specific locations:

• Organization: Select the organization for which you want to view locations.
• Section: Narrow down results by section.
• External Organization: Filter by associated external organizations.
• Tag: Filter locations based on tags.
• Has Photo: View locations with an associated photo.

You can also search directly in the Search field to quickly locate a specific location.

Managing External Contacts

The Manage Current External Contacts page displays a list with columns for Name, Account, Links, Status, Organization, Section, Primary Email, Primary Phone, and Tags.

• Name: The name of the contact person.
• Account: Relevant account details associated with the contact.
• Links: Indicates whether the contact is synced with SAFE or ATLAS Workflows.
• Status: Indicates the status of the external contact.
• Organization: The name of the organization the contact belongs to.
• Section: An optional field to specify the department or section within the organization.
• Primary Email: The main email address for the contact.
• Primary Phone: The primary phone number for the contact.
• Tags: Customizable tags to help categorize contacts.

Filtering by Organization: Users can filter the contact list by selecting an organization from the Organization filter at the top. 

Searching for Specific Contacts: Use the search bar to find contacts by typing in keywords like the contact's name, email, or organization.

External Contacts Actions Menu

For each external contact, the ellipsis menu on the right-hand side provides a set of actions:

• Deactivate: Deactivate the current assignment for the external contact
• Change Contact Type: Change the contact type to Employee, Location, External Contact, or Household Member.
• Deactivate and Block Sync: Deactivate the assignment and prevent further syncing of the external contact's data. The contact will be added to the Block Sync Rules list.
• Request Profile Update: Force the user to review and confirm their profile information when accessing the ATLAS Directory.
• Change Assignment Post: Update and transfer the external contact's assigned Organization.
• Merge Duplicate Names: Merge profiles with duplicate names.

Creating a New External Contact

To manually add a new external contact, click on the New External Contact button located at the top-right of the interface. 

Users can add the information, including their assignment and position. When you select the Create New Employee button, you will be directed to the Create New Employee page.

Here, you can enter all the external contact information, phone number(s), and email address(es), synchronize the contact information with SAFE, add the ICASS accountable phone numbers for the location in the ICASS Workload tab, and notes.

Select the Save Changes button to save the new employee, or select the Cancel button to disregard changes and return to the Manage Current Employees page.

Editing an Existing Contact

To edit details of an existing contact, click the edit icon (represented by a pencil) next to the contact’s name.

This opens a form where users can modify information such as contact information, organization details, or status.

After making changes, users should save the updates to ensure the contact’s information remains accurate.

Managing External Organizations

Click on the External Organizations button to open the list of organizations.

On the External Organizations page, users will find a table listing the names and details of all organizations.

The table displays columns for:

• Name: The official name of the organization.
• Post: Associated post or designation if applicable.
• State: The state or region where the organization is located.
• City: The city of the organization.
• Address: The street address or primary location of the organization.

The columns can be sorted by clicking the small arrows next to each column header, which is useful for quickly organizing information by name, city, or other criteria.

Creating a New External Organization

To add a new organization to the system, click on the Create New button located in the upper right corner of the "External Organizations" page.

This action opens a form titled Create New External Organization, where users can enter information about the organization.

• Name: Enter the full name of the organization (ex. "Philippine Airlines").
• Address: Provide the primary address for the organization (ex. "123 Main St.").
• Address Line 2: If there is additional address information (ex. suite or building number), enter it here.
• Post Code: Enter the postal code for the organization’s address.
• City: Specify the city where the organization is located.
• State: Enter the state, region, or province.
• Post: Select an appropriate post designation from the dropdown menu if it applies. This may be useful for categorizing organizations based on their role or affiliation.

Select the Save Changes button to save the new employee, or select the Cancel button to disregard changes and return to the Manage Current Employees page.

Importing External Contacts

 Go to the Import External Contacts page.

Step 1: Download the File

1. Click the Download Template button to download an Excel template.
2. This template contains the format required for your contacts' data, ensuring successful import.

Open the template and enter the external contacts and location information as required.

Step 2: Upload the File

1. Once you've filled out the template, return to the Import External Contacts page.
2. Click the Choose File button to browse and select your completed Excel file.
3. After selecting the file, verify that the file name appears next to the Choose File button.

Step 3: Review and Import

1. Once you've uploaded the file, click the Next button at the bottom right.
2. You will proceed to Step 2: Preview and Save to review the contacts and locations before finalizing the import.

Related Articles: 

Managing Employees
Managing Locations
Managing Household Members
Managing Registrations

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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