Recent Searches

No recent searches

    Popular Articles

      Articles
      View all
        Topics
        View all
          Tickets
          View all
            no results

            Sorry! nothing found for

            Foreign Contacts How To's

            PROPRIETARY

            REVN/PUBL DT 12/02/2024  v4.202411



            TABLE OF CONTENTS


            Overview

            The Foreign Contacts module within Access Commander is used to input and maintain foreign contact records.


            Required Records/Fields


            Before adding a Foreign Contact record, the following applicable records need to exist: 


            • Last Name 
            • First Name 
            • Nationality  


            NOTE:  System Administrators may have configured additional fields to be required. 


            Permissions

            The permission to perform the How To’s depends on:


            System Administrators (SAs) are automatically given access to all facilities and all modules, and permissions inside those modules (e.g., Add, Update, Delete View, Assign, Reminders). So, they will be able to complete all the How To’s in the Personnel Management module.


            A Privileged User (PU) is granted permissions by a System Administrator and will therefore only be able to complete the How To’s to which they have been granted the permission to do so. 


            Read Only Privileged User (Read Only PUs) will not be able to Add New, Update or Delete records in this module.  They will only be able to View records.


            The Audit Trail button is available only for those users who were given that permission when given system access (USER MANAGEMENT – CREATE USER screen > Access Audit Trail field = Yes). The button displays on the applicable Listing screens within the module (e.g., FOREIGN TRAVEL LISTING screen).

             

            Records required for Assignments 


            When adding and updating a Foreign Contact record, employees may be associated with the record in the Associated Personnel section. Employees who are being associated to the foreign contact must exist in the Personnel Management module and Status = Active.  


            When completing the assignment, the following fields are required on the FOREIGN CONTACTS PERSONNEL screen:

            • Contact Type drop-down
            • Reason for Contact drop-down
            • Date of Contact
            • Location

             

            Any foreign contacts associated with an employee will also display in the employee's Personnel Management record in the FOREIGN CONTACTS section on the Assignments tab.



            Record Deactivation

            Foreign Contact records cannot be deleted. Instead, they are deactivated. After being deactivated, they can still be viewed and the Audit Trail for the record can still be accessed. 


            System Administration - Module Configuration

            The Foreign Contacts module has the following configuration option:

            • Drop-Down List Boxes
            • Field Modification
            • Permissions
            • Profiles


            The following do not apply for the Foreign Contacts module:

            • Cross Module Assignment Rules
            • Reminders
            • Rules for Ignoring Special Access and Caveats for Assignments
            • Sequences
            • System Parameters
            • User Defined Fields


            For the details, refer to the Module Configuration – Foreign Contacts article. 


            Portal Commander Foreign Contacts Request Form


            The Foreign Contacts My Requests form in Portal Commander enables employees to enter foreign contact information via a fillable form. After the FSO completes the request in the FSO Requisitions queue, the corresponding record is created in Access Commander's Foreign Contacts module. The employee who submitted the form is automatically associated to the foreign contact.


            Basic How To's


            Search Foreign Contacts Records 


            Incident Reporting menu > Foreign Contacts submenu > FOREIGN CONTACTS SEARCH screen > Find button

            1. Expand the Incident Reporting menu. 
            2. Click the Foreign Contacts submenu.‬‬‬ The FOREIGN CONTACTS SEARCH screen displays.
            3. For more criteria fields, click the Advanced Search button to display these additional search fields:
              • Last Name  
              • First Name
              • Employee ID
              • Employee Facility Code
            4. Enter the search criteria to narrow down the results of your search (e.g., Last Name). 
            5. Click the Find button.
            6. The FOREIGN CONTACTS LISTING screen displays the records that match the search criteria. If no records are found matching the entered search criteria, you will get the message, "NO RECORDS FOUND."



            Add a new Foreign Contacts Record 

            NOTE:  New Foreign Contact records may also be added using + Add New on the FOREIGN CONTACTS LISTING screen.


            FOREIGN CONTACTS SEARCH screen > + Add New button

                                                                                                               

            1. Click the Incident Reporting menu to expand it. The submenus display. 
            2. Click the Foreign Contacts submenu.‬‬‬ The FOREIGN CONTACTS SEARCH screen displays.
            3. Click the + Add New button. The FOREIGN CONTACTS ADD screen, Foreign Contact Information tab displays.
            4. Complete the required fields (indicated in red), and additional fields as needed, at the top of the screen and in the RESIDENCY INFORMATION and EMPLOYER INFORMATION sections.
            5. To associate an employee to the foreign contact, click + Add New In the Associated Personnel section. The FOREIGN CONTACTS PERSONNEL screen displays.
              • In the Last Name field, click the look-up button. The Personnel Search screen displays.
              • Enter the search criterion(ia) to locate the employee you're assigning to the foreign contact (e.g., Last Name). 
              • Click Find. The Personnel Listing screen displays.
              • Select the employee you're assigning and click the Select & Return button. The selected employee's name displays in the Last Name field.
            6. Click the record's Add button. The FOREIGN CONTACTS LISTING screen displays and the new record highlighted (in black).


            Update an existing Foreign Contact Record 


            FOREIGN CONTACTS LISTING screen > Update button

             

            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button). 
            2. On the FOREIGN CONTACTS LISTING screen, click the Update button for the foreign contact record you are updating. The FOREIGN CONTACTS UPDATE screen, Foreign Contact Information tab displays. 
            3. Complete the applicable field updates.
            4. To update the associated personnel, if any, click the update button for the applicable record in the Associated Personnel section.
            5. Click the record's Update button. A confirmation message and the FOREIGN CONTACTS LISTING screen displays. The updated record displays highlighted (in black).

             


            Deactivate a Foreign Contacts Record 

            NOTE:  Foreign Contact records can't be deleted. Instead, they are deactivated. After being deactivated, they can still be viewed and the Audit Trail for the record can still be accessed.


            FOREIGN CONTACTS LISTING screen > Delete button

             

            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button).
            2. Click the Delete button for the foreign contact you're deleting. The message, “Do you want to deactivate the selected Foreign Contact?” displays.
            3. Click Yes to confirm deactivation of the record. A confirmation message displays. The FOREIGN CONTACTS LISTING screen displays. The record has been deactivated and can no longer be updated, only viewed. The Audit Trail for the record can also still be accessed.


            View/Read Only a Foreign Contacts Record


            FOREIGN CONTACTS LISTING screen > View button

             

            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button). 
            2. Click the View button. The FOREIGN CONTACTS VIEW screen, Foreign Contact Information tab displays. 
            3. View the data on the tab. 
            4. Click the Cancel & Return button. The FOREIGN CONTACTS LISTING screen displays. The viewed record displays highlighted (in black).

            View a Foreign Contact record’s Audit Trail 


            FOREIGN CONTACTS LISTING screen > Audit Trail button

             

            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button). 
            2. Click the Audit Trail button. The AUDIT TRAIL screen displays. 
            3. To view the changes made by a user, click the + button in the User column. The + button toggles to abutton and the Changes table for that user displays. 
            4. When done viewing the Changes table, click the - button. The Changes table closes. 
            5. When done viewing the information for any additional users, click the Return button. The FOREIGN CONTACTS LISTING  screen displays. 



            Copy, Print or Export the FOREIGN CONTACTS LISTING screen record data


            NOTE:  The Copy, CSV, PDF and Print buttons export only the column data for records that's displaying on the current page. The maximum number of rows that can be displayed on a page is 200. If your search returns more than 200 records, you may want to use the Adhoc Reporting feature.


            FOREIGN CONTACTS LISTING screen > Show rows drop-down > Show rows drop-down > Column visibility button > Copy, CSV, PDF and Print buttons  


             

            A white rectangular box with black text Description automatically generated

            1. Access the FOREIGN CONTACTS SEARCH screen (Incident Reporting menu > Foreign Contacts sub menu). 
            2. For more search criteria fields, click the Advanced Search button to display these additional search fields:
              • Last Name  
              • First Name
              • Employee ID
              • Employee Facility Code
            3. Enter the search criteria that will narrow down the search for the records you want included in your copy/print/export. NOTE:  You will be able to include a maximum of 200 rows per copy/print/export.  
            4. Click Find. The FOREIGN CONTACTS LISTING screen displays the results of your search. 
              • If no records are found matching the entered criteria, the screen will be blank. 
              • If you didn’t enter any search criteria, all records display. 
            5. In the Show rows drop-down field, select the number of rows that you want to include in your copy/print/export. Your copy/print/export will only include the rows displaying on the current page.The maximum that can be displayed is 200. If your search results include more than 200 records, you will need to repeat the steps below for each page. You may want to consider using the Adhoc Reporting feature to create a report. 
            6. If there are any columns that you don’t want to include in your copy/print/export, click the Column visibility button and select the columns to exclude.
            7. Click the button for the option you want: 
              • Copy - click to copy the column and row data to the Clipboard. You can then paste it into a Word document or spreadsheet. 
              • CSV - click to generate a csv file that contains the column and row data displaying on the screen.
              • PDF - click to generate a pdf file that contains the column and row data displaying on the screen. 
              • Print - click to display the Print window to print the column and row data displaying on the screen. 



            Hide/display columns on the FOREIGN CONTACTS LISTING screen 


            FOREIGN CONTACTS LISTING screen > Show rows drop-down > Column visibility button


             


            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button). The FOREIGN CONTACTS LISTING  screen displays the results of your search. 
              • If no records are found matching the entered criteria, the screen will be blank. 
              • If you didn’t enter any search criteria, all records display. 
            2. Click the Column visibility button. The list of columns that may be hidden/visible displays. 
            3. In the list, click on the column title to hide or make the column visible. Right after you click on a column header, it will be hidden or visible, accordingly. 
            4. When finished, click the Column visibility button to collapse the list.


            Employee Association How To's


            Associate an Employee to a Foreign Contact 


            FOREIGN CONTACTS UPDATE screen > Associated Personnel section > + Add New 

             


            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button). 
            2. On the FOREIGN CONTACTS LISTING screen, click the Update button for the foreign contact record you're updating. The FOREIGN CONTACTS UPDATE screen, Foreign Contacts Information tab displays. 
            3. In the Associated Personnel section, click + Add New. The FOREIGN CONTACTS PERSONNEL screen displays.
            4. In the Employee Name field, click the search button. The Personnel Search screen displays.
            5. Enter the search criterion(ia) to locate the employee you're assigning to the foreign contact (e.g., Last Name).
            6. Click Find. The Personnel Listing screen displays.
            7. Select the employee you're assigning and click the Select & Return button. The selected employee's name displays in the Employee Name field.
            8. Complete the required fields, and any others as applicable.
            9. Click the Add button. The assigned employee displays in the Associated Personnel section. NOTE:  The foreign contact also displays in the employee's Personnel Management record in the FOREIGN CONTACTS section on the Assignments tab.
            10. To return to the FOREIGN CONTACTS LISTING screen, click the record's Update button.


            View the Employees Associated with a Foreign Contact 


            FOREIGN CONTACTS UPDATE or FOREIGN CONTACTS VIEW screen > Associated Personnel section > View button

             

            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button). 
            2. On the FOREIGN CONTACTS LISTING screen, click the View or Update. The FOREIGN CONTACTS UPDATE or FOREIGN CONTACTS VIEW screen displays. 
            3. In the Associated Personnel section, click the View button for the associated employee's record. The FOREIGN CONTACTS PERSONNEL screen displays.
            4. View the data on the screen.
            5. Click the Cancel & Return button. The FOREIGN CONTACTS PERSONNEL screen closes.
            6. To return to the FOREIGN CONTACTS LISTING screen, click the record's Update button.


            Update an Employee associated with a Foreign Contact


            FOREIGN CONTACTS LISTING screen > Associated Personnel section > Update button

             

            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button). 
            2. On the FOREIGN CONTACTS LISTING screen, click the Update button for the foreign contact record you're updating. The FOREIGN CONTACTS UPDATE screen, Foreign Contact Information tab displays. 
            3. In the Associated Personnel section, click the Update button for the associated employee's record. The FOREIGN CONTACTS PERSONNEL screen displays.
            4. Complete the applicable field updates.
            5. Click the Update button. A confirmation message displays and the FOREIGN CONTACTS PERSONNEL screen closes.
            6. To return to the FOREIGN CONTACTS LISTING screen, click the record's Update button.


            Delete an Employee associated with a Foreign Contact


            FOREIGN CONTACTS LISTING screen > Associated Personnel section > Delete button

             

            1. Access the FOREIGN CONTACTS LISTING screen (Incident Reporting menu > Foreign Contacts sub menu > FOREIGN CONTACTS SEARCH screen > Find button). 
            2. On the FOREIGN CONTACTS LISTING screen, click the Update button for the foreign contact record you are updating. The FOREIGN CONTACTS UPDATE screen, Foreign Contact Information tab displays. 
            3. In the Associated Personnel section, click the Delete button for the associated employee's record. A confirmation window displays.
            4. Click the Yes! button. A confirmation message displays. The employee no longer displays in the Associated Personnel section.
            5. To return to the FOREIGN CONTACTS LISTING screen, click the record's Update button.
            Preview
            0 of 0