Directory

Overview

The Directory in SARA functions as a registry for external contacts (e.g., customers or suppliers) who are not part of the organization but need to be referenced in various transactions. These contacts may be associated with purchase orders, projects, or quotations, allowing the system to keep track of external individuals in one centralized location.

Features & Functionalities

Customizable Table View
Users can select which columns (name, type, company, gender, phone, email, etc.) should appear in the directory using a dynamic table setting. This flexibility helps tailor the display to specific needs.
Contact Registration
Create a new contact by specifying: - Name
- Contact type (customer, supplier, or both)
- Company or supplier references (if applicable)
- Department (optional)
- Email and phone number
- Gender (male, female, other)
Contact Editing & Viewing
- Edit contact details at any time to update information such as phone, email, or department.
- View contact details and logs, showing each historical change or action performed on that record.
Status Management
- Activate or deactivate a contact as needed. Inactive contacts remain in the system but are not selectable in new transactions.
- Logs document each activation or deactivation event with user and timestamp.
Logging & History
All significant actions—like creating, editing, or changing status—are recorded with a date/time stamp, user ID, and a brief description. This provides a complete audit trail for compliance and troubleshooting.

Status & Tracking

For detailed information about statuses, refer to the Status Documentation.

FAQs & Best Practices

Who can register or edit directory contacts?
Users with directory-related permissions can create and modify these external contact records.

What if a person is both a customer and a supplier?
Assign the type “both” when registering or editing the contact, linking them to the relevant customer and supplier fields.

Where do these contacts appear in the system?
Whenever a transaction (e.g., a purchase order, project, or quote) involves an external party, the system references the Directory to populate the contact selection fields.

Can I reactivate a previously deactivated contact?
Yes. Simply toggle the contact’s status back to Active if you need to reference that person again.

How do I track changes made to a contact?
Open the Logs section in the contact’s View modal to see all recorded changes, including who performed them and when.