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CBS Help - People & LEs  

People, Legal Entities and Contacts

Any fully intergrated database that assists in the management of an enterprise, association, school, council etc., etc., needs people and legal entities to be entered into it to get it to work.

The minimum information that needs to be entered is a Given Name, Surname and recognition date (the date is automated). Of course, the power of CBS will only be available if much more information is entered on the "Person Identity Card". Questions to be asked and answered are:

  • Will the person be using CBS? and if so:
  • What CBS User Name and Password should be allocated?
  • What rights / what CBS functions will they be allowed to use?
  • What business unit will they be part of?
  • Does the enterprise want to make any background notes?
  • What address and phone number information is it important to have?
  • Will the person be accessing the CompassPortal Alpha Page? and if so:
  • What Aplha Page Options will they be allowed to see?
  • Does the person have any connections (relatives, business associates, business entities) to make note of?
  • What capabilities does the person have?
  • What Roles can the person perform?
  • What Card should the person have?
  • What File/s should be opened?
  • Does the person need to be 'Tagged' for any particular purpose?

The following steps take the CBS User through how to create:

  1. individual entities such as people, pets and animals; or
  2. group entities such as incorporated enterprises [companies], unincorporated businesses [partnerships, firms, shops], conglomerates, registered organisations [associations, clubs], unregistered organisations [social clubs, families, households], government bodies / agencies, etc.

Enter a Person's Name
Create the names of people or other legal entities in CBS in the same manner.

Here's how to enter a Name...
Go to: >> Compass Portal >> People/LE
(It is best to do a search to make sure the person/entity does not already exist.)

  1. Select Create;
  2. Select the type of entity you want to create;
  3. On the ID/Birth tab, type in the Given Name and Surname. These are the mandatory fields (indicated by ***).
This is the minimum requirement for creating a person or legal entity in CBS.
Enter other details according to the standards agreed by your enterprise.

Enter addresses & phone numbers
These can be used, not only as look up information, but also to send mail and messages using CBS.

Here's how to enter a person's address...
Go to: >> Contacts Tab >> Address Tab:

  1. L/Click on the first blank Contact Entry;
  2. Select Location;
  3. Change the Location name if required (eg to indicate a home address, as opposed to a rental or other address)
  4. If applicable, L/Click on the Enterprise information and complete the details;
  5. Enter the street details;
  6. L/Click on the Suburb button, filter and select the suburb (this will auto fill the rest of the information).

Here's how to enter telephone numbers that are relative to this address...
Go to: >> Telecomms Tab

  1. Select the telecom type and line (that is relevant only to this address);
  2. Enter the telecom number;
  3. Enter any notes that may be relevant to that number (eg, this might indicate hours when the number should not be called);
To enter other numbers that are relevant to this address (eg a fax #):
  • L/Click on the scroll bar;and follow the same steps above.
Note: CBS records have an owner (usually the enterer, unless this is changed) who maintains control of the record. Only the owner can modify the information.

Here's how to change ownership information...
Go to: >> Control >> Record Owner/Custodian Section

  1. L/Click the box to allow non owners to modify the record;
  2. L/Click the Change button to allow another Person or Position to be the Owner of the record.

Note: Additional land line phone numbers (eg, a direct line number) can be created by entering a new Location but only completing the Telecomms information, without address details.

Note: Locations/ phone numbers/ URL's etc., can be borrowed from other entities in CBS. Decide the entity on which the record should 'live', enter the details on that record and 'borrow' the record for use on other entity records. This will ensure that any changes will only need to be made once, but all entities borrowing the record will reflect the change.

Here's how borrow a record...
Go to: >> Address Tab

  1. L/Click the "+" button beside "B" (Borrow);
  2. Select the required option;
  3. Filter and select the desired record.

Enter a Mobile Phone number
Here's how to enter a mobile phone number...
Go to: >> Contacts >> Address

  1. L/Click on the next blank Contact Entry field;
  2. Select Mobile Telecom;
  3. Enter mobile phone number;
  4. Enter any relevant notes;
    - L/Click on the box to allow others to modify the record;
    - Select the "v" button to change ownership of the record and modify details.

Enter an E-mail address
Here's how to enter an E-mail address...

  1. L/Click on the next blank Contact Entry field;
  2. Select E-mail;
  3. Enter E-mail address;
  4. Enter any relevant notes;
  • L/Click on the box to allow others to modify the record;
  • Select the "v" button to change ownership of the record and modify details.

Need to change or update a person's contact information?
Here's how to Modify a record...
Go to: >> Compass Portal >> Contacts (or People/LE) >> Search for the Name

  1. Select the relevant Name;
  2. Select Modify;

    >> Contacts Tab
  3. L/Click on the record to be modified;
  4. R/Click and select Modify;
  5. Enter appropriate changes.

Note: If a record has been "borrowed" (indicated in the Priority column by the letter "B") from another entity, it will not be able to be modified as above.
Here's how to modify a borrowed contact record...
  1. L/Click on the contact record to be modified;
  2. R/Click and select the option to "Open Holders Contact Entry in Modify Mode";
  3. Enter appropriate changes.
Here's how to remove a contact record...
[If the contact record is owned by the entity, it will be deleted, if it is borrowed from another entity, it will be removed from this entity.]
  1. L/Click on the contact record to be removed;
  2. R/Click and select the option to "Delete / Remove".

Access rights to CBS & the Alpha Page
The "Control Tab" is used to:

  • specify the date when the person is recognised in CBS. The current day's date is automatically entered (this can be changed if required);
  • provide access rights to CBS by entering a User Name, creating a Password and allowing the person to log on to CBS (usually only done by a System Administrator or someone in HR who has the CBS profiler right to enter this sort of data - such persons are called "Authorised Operators" [AOs]);
  • control access to CBS functionality through the Access Groups by allocating Profiler Privileges (usually only done by AO);
  • provide access rights to the CompassPortal Alpha Page by identifying the Options a person is able to see when viewing the Alpha Page.

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LINKS

CBS Help - People [v2.2.11]

CBS Help - Capabilities

CBS Help - Perf Mgt

CBS Help - Rostering