Contacts Management

Category: Core Features | Audience: undefined | Page: 11 of 33

Table of Contents

• Key Concepts
• What You Can Do
• How To

- Navigate the Contacts Tab

- Add and Edit Contacts

- Categorize Contacts and Manage Communication Preferences

- Link Contacts to Sites, Studies, and Projects

• Tips & Best Practices
• Next Steps

Contacts Management

Manage contact information for individuals involved in clinical trials, including Principal Investigators (PIs), Study Coordinators, Site Recruiters, and other key personnel. The Contacts Management interface allows you to create, edit, and track contact relationships with projects.

Key Concepts

• Contact Information: Basic details including First Name, Last Name, Email addresses, Work Phone, and Cell phone
• Related To: Project associations showing what role the contact plays in each project (PI, Study Coordinator, Site Recruiter, etc.)
• User Creation: Ability to create user accounts for contacts who need system access
• Roles: Assign system roles to contacts for access control
• Notes: Documentation and audit trail for contact-related information

What You Can Do

• Create and edit contact records
• Assign contacts to projects with specific roles
• Create user accounts for contacts
• Manage contact roles and permissions
• Track contact relationships across multiple projects
• Add notes and documentation for contacts

How To

Navigate to Contacts Management

1. Log in to the MCT application
2. Click on the Projects tab in the main navigation
3. Click on the Contacts sub-tab to access Contacts Management

Create or Edit a Contact

Navigate to the Contact Edit page to create a new contact or edit an existing one.

1. First Name : Enter the contact's first name (e.g., "coni")
2. Last Name : Enter the contact's last name (e.g., "william")
3. Email 1 : Enter the primary email address (e.g., "[email protected]")
4. Email 2: Enter a secondary email address (optional)
5. Work Phone: Enter the work phone number (optional)
6. Cell: Enter the cell phone number (optional)

• Click the Save button at the top to save contact information
• A confirmation message "A User is Created" appears when successful

Create User Account for Contact

If the contact needs system access:

1. Enter all required contact information
2. Click the Create User button at the top
3. This creates a user account linked to the contact record
4. Confirmation message "A User is Created" will be displayed

Assign Roles to Contact

Manage system roles and permissions:

1. Click the Roles button at the top of the Contact Edit page
2. Assign appropriate roles for system access
3. Roles control what features and data the contact can access

View Related Projects

The Related To section shows all project associations for this contact:

• Project Name: Name of the associated project

- Example: "Training - Rho - Neuraly - Parkinson's"

- Example: "Training - Demo Project"

• Saved As: Role of the contact in the project

- PI (Principal Investigator)

- StudyCoordinator

- Site Recruiter

• Saved On: Where the contact is saved

- Project Organization

The table displays multiple rows if the contact is associated with multiple projects or has multiple roles within projects.

Manage Notes

Add documentation and track information about the contact:

1. Scroll to the Notes section
2. Click the Add button
3. Enter note content
4. Save the note

The notes table displays:

• CONTENT: Text content of the note (e.g., "null", "surry", "bdjkgU")
• CREATEDATE: When the note was created

- Format: MM/DD/YYYY H:MM:SS AM/PM

- Examples: "8/20/2021 2:46:01 AM", "10/22/2021 8:15:29 AM", "12/2/2021 7:55:17 AM"

Notes provide an audit trail and documentation history for the contact.

Tips & Best Practices

• Complete Required Fields: Always fill in First Name, Last Name, and Email 1 before saving
• Use Both Email Fields: If available, enter a secondary email for backup communication
• Create Users When Needed: Only use "Create User" button if the contact needs system access
• Document Changes: Use the Notes section to document important information or changes about the contact
• Review Related Projects: Check the Related To section to see all project associations before making changes
• Phone Numbers: Enter both Work Phone and Cell when available for multiple contact options
• Role Assignment: Use the Roles button to control system access and permissions appropriately
• Project Organization: Contacts can have multiple roles across different projects - review the Related To table to understand all relationships

Next Steps

• Assign contacts to projects, studies, or sites from the respective management pages
• Configure roles and permissions using the Roles button
• Add notes to document contact interactions and important information
• Review the Related To section to understand contact involvement across projects
• Update contact information regularly to maintain current communication details

Navigation

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