Requirements in Contacts
Before you can add records to a Contact, you'll need to define the types of records you're going to be collecting. These are called 'Requirements'.
A 'Requirement' describes the record type and also how long these records are valid for (or how often they must to be collected). Record types typically include things like:
- Supplier evaluations
- Certifications
- Insurances
- Contracts
- Pricing agreements
- Sales reports
- Breach Notices
- etc
To view a list of available 'Contact Requirements' in your site, go to the Contacts module and select 'Requirements' in the green menu bar.
You can filter the list using the text search box.
The same Requirement can apply to multiple contacts, and each contact can be have multiple requirements.
Create a new Requirement
When you're viewing the list of requirements, look for the ""+ ADD REQUIREMENT" button over on the right hand side.
Click the button to open the 'Add Requirement' form.
You must give your new requirement a name. Everything else on the form is optional.
The name will appear in drop down menus when you're selecting requirements, and they're sorted alphabetically.
e.g., You want to collect "Insurance" records that are typically valid for 1 year:
If you'll have multiple similar record types, give them descriptive names so you can tell them apart in the drop-down selection menu. It's best to structure the names to group similar requirements together, e.g.,
- Insurance - Public Liability
- Insurance - Professional Indemnity
- Insurance - Vehicles
- Certification - ISO 9001
- Certification - NATA
- Evaluation - high risk supplier
- Evaluation - low risk supplier
How are 'Requirements' used?
When you add or edit a contact, you can select the applicable requirement(s) in the 'Requirements' field.
When you add a record to a contact, you'll need to select which 'requirement' it is for (what kind of record it is).
QSToolbox uses the 'Requirement' information to compare a contact's records to the selected requirements in order to show compliance gaps and send alerts for upcoming (or late) due dates.
Groups of Requirements
Contact 'Groups' are a way to specify sets of requirements for your contacts. Groups help to standardise requirements across similar contacts and it's a much faster way to apply multiple requirements.
For example, a food manufacturer has different sets of requirements for their suppliers to manage the different food safety risks associated with supply of dry ingredients compared to wet ingredients. They can create groups of requirements for each type of supplier:
