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TRANSCRIPT
ezFedGrants Contact Searching and Editing
Job Aid
Contact Searching and Editing Job Aid 1/7 2/28/2017
Purpose
This job aid provides details on searching and editing contact records in the ezFedGrants Internal Portal.
Trigger
Perform this procedure when the information for a business partner/contact needs to be located or updated. You can also use the search procedure to see if a contact already has a record in the ezFedGrants Internal Portal before creating a new contact entry.
Prerequisites
Access to the FMMI Portal
Access to the ezFedGrants Internal Portal with a user role capable of editing and/or searching contacts.
If you are editing a contact’s recipient organization, the contact’s recipient organization must exist in the ezFedGrants Internal Portal before making the change to the contact record.
In order to locate a contact through the Search: Contacts screen, the contact record must exist in the ezFedGrants Internal Portal.
o Some external users who gained access to the ezFedGrants External Portal under the USDA FAS before the enterprise (multi-agency) External Portal was released may not have a contact record in the ezFedGrants Internal Portal.
o In this scenario, please refer to the ezFedGrants Contact Record Troubleshooting Guide for Internal Users document.
Menu Path
Use the following menu path to begin this procedure:
FMMI Portal > Grantor Management > Grants and Agreements Management > Grants and Agreements Management System
ezFedGrants Contact Searching and Editing
Job Aid
Contact Searching and Editing Job Aid 2/7 2/28/2017
Helpful Hints
When an External Portal access request is approved for an external user, and that user does not already have an associated contact record in the ezFedGrants Internal Portal, then a new contact record will be automatically created in the ezFedGrants Internal Portal when the access request is approved.
On occasion an Internal Portal contact record may be overwritten incorrectly when an External Portal access request is approved. Please refer to the ezFedGrants Contact Record Troubleshooting Guide for Internal Users document for information on correcting this.
This job aid proceeds quickly through the basic steps necessary to locate and edit a contact record in the ezFedGrants Internal Portal. Take your time to ensure all contact information is entered accurately and the correct Recipient ID is selected, as this information is used throughout the ezFedGrants System (on award documents, for sending automated emails, etc.).
Collect all of the necessary contact details before beginning the contact editing process.
On certain screens you may need to scroll to view additional data fields.
All fields with an asterisk (*) are required in order to successfully save any changes.
Certain screenshots may display only a portion of the screen. Note that when working within a system, only the center body of the screen will change. The navigation options along the left side of the screen and the header bar across the top of the screen will remain the same.
Note: Data used in this procedure is a representative sample for the purpose of training. Actual data in the system may vary based on agency and scenario.
ezFedGrants Contact Searching and Editing
Job Aid
Contact Searching and Editing Job Aid 3/7 2/28/2017
Procedure
1. Start the procedure by accessing the ezFedGrants Internal Portal Home screen.
2. Click the Recipients & Contacts tile and select the Search Contacts option from the Recipients & Contacts dropdown menu.
ezFedGrants Contact Searching and Editing
Job Aid
Contact Searching and Editing Job Aid 4/7 2/28/2017
3. On the Search: Contacts screen, enter the relevant search criteria into the search field(s) and click the Search button.
4. Locate the relevant contact in the Result List section, and click the contact’s ID number in the Contact ID column.
ezFedGrants Contact Searching and Editing
Job Aid
Contact Searching and Editing Job Aid 5/7 2/28/2017
5. If you would like to edit the contact record, click the Edit button on the Contact screen.
6. Edit the desired field(s) and click the Save button.
Note: To discard your changes without saving, click the Cancel button.
ezFedGrants Contact Searching and Editing
Job Aid
Contact Searching and Editing Job Aid 6/7 2/28/2017
7. Click the Expand Message Area arrow in the top right corner of the Contact screen for a confirmation message that the contact changes have been saved.
ezFedGrants Contact Searching and Editing
Job Aid
Contact Searching and Editing Job Aid 7/7 2/28/2017
Comments
Additional Materials
Refer to the following additional materials:
ezFedGrants Contact Creation Job Aid
ezFedGrants Contact Record Troubleshooting Guide for Internal Users
ezFedGrants Contact Record Troubleshooting Guide for External Users
Version Control
Name Date Changes Made
April Murphy Prior to 2/21/2017
Initial Document Created
April Murphy 2/21/2017 Added version control table, added reference to Troubleshooting document in Comments section, added Helpful Hint re: troubleshooting overwritten contact records.
April Murphy 2/24/2017 Purpose Section: Corrected Menu Path; Added bullets about pre-enterprise External Portal users; clarified first and second paragraphs; clarified Helpful Hints Comments Section & Throughout: Corrected referenced job aid and document titles. Procedure: Added clarification to step 5 and removed the word “Grantee” from step 7. Updated document title, header, and footer.
April Murphy 2/28/2017 Improved alt text & image descriptions