About managing coordinators for a company
Searching for a company's coordinators
Selecting a company coordinator
The Asset menu includes an option to manage all of the coordinators for a company. Using this option, you can:
To search for a company's coordinators:
The Search Coordinators page displays.
You can only manage coordinators for one company at a time. For most users, Poetic automatically automatically restricts the search to coordinators in active contracts for their company.
Users who can manage coordinators for more than one company use the Company name field to select the company.
If more than one company matches the search criteria, the Company name field becomes a combo box, with a dropdown listing the matching companies.
From the combo box, select the company, then click Search Coordinators again to display the results for that company.
To specify different company name criteria, type the new criteria into the combo box field.
The list of coordinators is organized by group. Next to each group is the list of coordinators belonging to that group.
If contracts are supported, the groups are grouped by contract. The contract information includes the number, program, expiration date, and the contract coordinator.
To display a form listing the total number of groups in the results, click Get total count.
To add a group to a company when contracts are not used, click the Add a group toolbar option, or click the Add a Group link next to the Search Coordinators button.
To add a group to a contract, click the Options link for the contract, then click Add Group.
To edit a group, click the Options link for the group, then click Edit Group.
On the Group Maintenance form:
You must either select all company or all user types of coordinators. You cannot replace company and user coordinators at the same time.
After selecting the coordinators to replace, click the Replace checked coordinators toolbar option.
To add a coordinator to a specific group, click the Options link for the group to which you want to add a coordinator, then click Add Coordinator.
To add the same coordinator to multiple groups, click the Add coordinator to groups link on the toolbar.
On the Add Coordinator form displays:
Check the check box next to each type of coordinator you want to add.
If any of the selected coordinator types can be assigned to product families, then to add a family to the list, select the family from the Family dropdown, then click Add To List.
To clear the list, click Clear List.
If you selected the Add Coordinator option for a specific group, then the Group name field lists the name of the selected group.
If you selected the Add coordinator to groups option from the toolbar, then to select the groups to add the coordinator to:
To clear the list of groups, click Clear List.
For information on selecting a user type of coordinator, see Selecting a user coordinator.
For information on selecting a company type of coordinator, see Selecting a company coordinator.
After selecting the coordinator, to save the coordinator, click Save.
Note that if you add a coordinator type that only allows one coordinator per group or family, and a coordinator is already in place, then the existing coordinator is replaced by the coordinator you added.
Removing a coordinator means removing that coordinator slot. For example, if two renewal coordinators are assigned to a group, and you remove one coordinator, then one renewal coordinator remains.
When a coordinator type is required, then there are additional rules for when you try to remove the last coordinator of that type.
For user coordinators, the assigned user is replaced based on the coordinator hierarchy:
For company coordinators, the assigned company cannot be replaced. If you try to remove the last coordinator for a required coordinator type, then an error displays.
To remove a single coordinator, click the Options link for the coordinator, then click Remove coordinator.
To remove multiple coordinators at once, check the check box next to each coordinator you want to remove (must be all users or all companies), then click the Remove checked coordinators toolbar option.
The Remove Coordinator raised form displays, listing the coordinators that will be removed.
Click Save to close the form and remove the coordinators.
To select a user type of coordinator, either:
To edit the selected user, click Edit User.
To select a company type of coordinator, either:
To edit the selected company, click Edit Company.