Operations with Contact Lists

A Contact List is used instead of a sole contact when it is necessary to have one or more fallback options in case a contact is unavailable.

A workflow contacts people in the Contact List starting from the topmost contact until some contact is reached successfully – for example, an email or an SMS without verification is delivered. For SMS with verification and phone calls, the definition of success differs depending on the configuration of the appropriate workflow step. If contacting all people in the list fails, a workflow execution error occurs.

evalink talos allows to configure global, site group- and site-level Contact Lists. For recommendations on which level to create a contact in order to solve a particular task, see the TIP in section Contacts Overview > Contact Basics.

The procedures below are performed on the Contacts page of the concerned entity (a site, a site group, or Company) and are the same for all these entities. For information on how to access the Contacts page, see section View Contacts of a Site, Site Group, or Company > The Contacts Page.

Which Contacts Can Be Added

The following contacts can be added to a Contact List:

• to a global Contact List – the contacts present on the global Contacts page only (Company > Global Contacts)
• to a site group Contact List – global contacts (see above) and the contacts present on the Contacts page of the site group (Site Groups > [site group] > Group Contacts)
• to a site Contact List – global contacts, the contacts of the site group that the site belongs to, and the contacts present on the Contacts page of a site (Sites > [site] > Contacts)

Create a Contact List

To create a Contact List:

1. On the Contacts page, click the playlist_add Add Contact List button

   The contact editing dialog opens.

   The figure below shows the process of creating a new Contact list.

2. Specify the Contact List name

   Name is the only mandatory field in the dialog. The name must be unique among all Contact List names on the page.

3. (Optional) From the Roles list, select the Contact Roles that you wish to assign to the Contact List

   The rationales of using Contact Roles are described in section Contacts Overview > Contact Roles. Contact Roles are created on a global level, see section Manage Contact Roles for details. You can assign several roles to one Contact List.

   When a global workflow that uses a Contact Role operates on a particular site, the Contact Role is resolved to a contact or a Contact List assigned on the site level, if not specified – to those assigned on the level of the corresponding Site Group (if any), if not found – a workflow execution error occurs.

   info

   When selecting a Contact Role, you may see that some roles in the list are grayed out, this means that they have already been assigned to a contact or a Contact List on the current Contacts page. On each Contacts page (of a site, site group, or a Company), each Contact Role can be assigned to one record only, this record can be a contact or a Contact List.

4. (Optional) Specify a note about the Contact List for future reference

5. (Optional) Add contacts to the Contact List

   To add a contact:

   a. Click the Add Contact button

   b. Select the contact from the list

   To add more contacts, repeat the operation for each new contact.

   To delete a contact from the Contact List, click the delete icon delete

   To change the order of contacts in the Contact List, use the arrow icons arrow_drop_up and arrow_drop_down to the right of each contact to move the contact up or down. The icons appear on mouse hover over the contact record.

6. Having added all contacts, click Submit to save the changes

Edit a Contact List

To edit a Contact List:

1. On the Contacts page, click the Contact List record

   The editing dialog opens.

2. Edit the details as desired

   For instructions, see section Create a Contact List above.

3. Click Submit to save the changes.

Delete a Contact List

To delete a Contact List:

1. On the Contacts page, click the delete icon delete for the Contact List

2. Enter the confirmation code and click Delete

   The individual contacts contained in the Contact List are not deleted.

warning

If a Contact List is included in some workflows, evalink talos doesn't prevent you from deleting it, it only displays a warning on the confirmation dialog. When deleting a Contact List, you should keep in mind which workflows are affected, and adjust these workflows manually afterwards, otherwise these workflows will be processed with errors.

Search for a Contact List

To search for a Contact List:

1. On the Contacts page, place the cursor into the Search field in the Contact Lists area and start typing

2. Select the Contact List you need from the search results and click on it

   The Contact List editing window opens.

info

evalink talos uses a dynamic search mechanism. The Contact Lists are searched by Name, Phone, Roles, Code Word fields. A match in any of these fields will be listed in search results.

Export Contact Lists

To export all Contact Lists from the corresponding Contacts page:

1. Click the three dots icon more_vert in the Contact Lists area of the page

2. Select cloud_download Export

After you click cloud_download Export, a file in CSV format with a name [site / site group name]-Contact Lists is downloaded into the Downloads folder of the browser. For global Contact Lists, the exported file names are just Contact Lists.

The file contains the information from all the fields on the corresponding Contacts page in a comma-delimited format. The only exception is the availability status of contacts, this information is not exported.

Import Contact Lists

You can import Contact Lists from a file – for example, the file obtained previously via an export from evlink talos. For details on Contact Lists export, see section Export Contact Lists.

To import Contact Lists:

1. On the Contacts page, click the corresponding three dots icon more_vert

2. Select cloud_upload Import

   The system dialog opens.

3. Locate the CSV file with either contacts or Contact Lists on your file system and select it for opening

   The default file naming patterns for Contact Lists CSV files are described in section Export Contact Lists.

   The imported Contact Lists are appended to the ones that already exist on the page. Contact Lists with the names already present on the page are ignored.

   After a file is imported, a pop-up message displays the actual number of contacts imported as result of the operation.

   All imported contacts have available status.

info

An imported Contact List should contain the contacts that are valid for the current entity (site, site group or Company), see section Operations with Contact Lists > Which Contacts Can Be Added. Contacts that are not valid are ignored during the import.