If your IQ user-id has been granted access to Security Lock #64, you can identify people at agencies with whom you correspond regularly as "agency contacts." A People record is designated as an agency contact by linking it to workflow codes and/or categories. Agency contacts associated with the selected workflow code automatically appear on the Workflow record Contacts panel where you can send workflow-related correspondence to them.
To designate a People record as an agency contact:
If you've located an existing record, on the People Record page, click the Relations tab.
If you've added a new record, on the New Person page, select the Edit action and then click the Relations tab.
Enter workflow codes or categories that you want to link the People record to by clicking the search icon next to the field and selecting codes or categories from the list that appears. If you enter a category, the People record is automatically linked to all workflow codes in that category. You may enter as many codes and categories as you want.
Select the Save and Close action.
To designate multiple People records as agency contacts:
Search for the records you want to update.
When the records appear on the Search Results page, click the Select All link at the top of the page to select the check boxes next to all records found. If you want to update only selected records, select the check box next to those records.
Select the Change Agency Contacts action.
Enter workflow codes or categories that you want to assign to the selected people records by clicking the lookup icon and selecting codes or categories from the list that appears. Click the Save button once you've selected the codes.
Click the Add button to assign the codes to the selected People records.
Click OK in response to the notification prompt.
You can also use the Change Agency Contacts action to remove assigned workflow codes or categories from selected People records.
For People records designated as agency contacts, a message appears in red under their name on the People Search Results page and at the top of the People Record page.
Note: IQ provides the ability to restrict the deletion of Agency Contact records that contain open or closed workflow records by setting Allow deletion of Agency Contacts with Open or Closed Workflow records to No in the Admin System Configuration page.