Update Contacts in ENFOS
How to transfer and update contacts in ENFOS.
1. OVERVIEW
The Contact Operation admin setting allows administrators to add, remove, or replace contacts across multiple hierarchy nodes at once by uploading a single file. Rather than editing each node individually, changes are defined in a single spreadsheet and ENFOS applies them to every node listed and optionally to all nodes below them.
Common use cases include reassigning the contacts when someone changes roles, adding a new contact to a group of nodes, or removing a contact that is no longer applicable. A built-in Test Only mode allows you to validate the file and preview the result before changes are committed.
2. BEFORE YOU BEGIN
• To make this change, you must belong to a privilege group that grants the Contacts and Bulk Update privileges, with Add/Delete. Contacts covers editing contact records, and Bulk Update covers the bulk contact tools (the Contact Operation admin setting and the Updates submodule). In a standard setup these belong to the Admin privilege group.
• Privilege group names are configured per customer, so they can differ between environments. An administrator assigns your group under Administration > User Management > Users and defines what each group can do under Privilege Group. If you cannot reach Administration > Settings or the Updates submodule, ask your ENFOS administrator to confirm your group includes these privileges.
• Know the node path or paths you want to change, and whether the change should also reach the nodes below them.
• Have the relevant contact email addresses ready. The file identifies each contact by email address, not by name.
• Know the Contact Type and role or roles involved in the change.
• Prepare the file as a CSV, up to a maximum of 10 MB.
3. HOW CONTACTS APPEAR ON A NODE
Every node has a Contacts section that lists the people linked to it and their role like Initiator, along with their company, phone, email, and status. Each contact is assigned by Contact Type (for example proposal, Invoice, purchase order, Assurance, or Remediation) and by role. The Contact Operation Admin Setting changes these same values, only in bulk.
4. STEP 1: OPEN THE CONTACT OPERATION ADMIN SETTING
• Go to Administration > Settings.
• In the Settings Viewer, set the first dropdown to Admin.
• Set the second dropdown to Contact Operation, then click Go.
• The Contact Operation panel appears, with a file selector and a Test Only checkbox.
5. STEP 2: REVIEW THE FILE FORMAT AND DOWNLOAD THE TEMPLATE
From the Contact Operation panel, open the Contact Operation File Format reference. Click Download Template to get a correctly structured starter file, then click Done to close the reference.
The import file must contain all of the header columns below, including the ones you do not fill in.
|
Column |
Required |
Accepted values or format |
When to include it |
|
Node Path |
Yes |
The full hierarchy path to the node you are changing |
Always. This identifies the node the change applies to. |
|
Include Below Nodes |
Yes |
Yes No |
Always. Yes applies the change to the node and every node beneath it; No limits it to that single node. |
|
Operation |
Yes |
Add Remove Replace |
Always. This determines which of the contact columns below are required. |
|
Contact Type |
Yes |
Assurance proposal Invoice purchase order Remediation - Site Remediation - AoC |
Always. The type of contact you are changing. |
|
Old Contact |
Conditional |
Contact email address |
Required for Replace or Remove. Leave empty for Add. |
|
Old Role |
Conditional |
A role name, or All Roles |
Required for Replace or Remove. If the value is All Roles, the change is applied to that contact across every role. Leave empty for Add. |
|
New Contact |
Conditional |
Contact email address |
Required for Replace or Add. Leave empty for Remove. |
|
New Role |
Conditional |
A role name |
Required for Replace or Add. Leave empty for Remove. |
Valid values can differ for each customer. The validated columns above (Include Below Nodes, Operation, Contact Type, Old Role, and New Role) accept only values from a valid value list, and that list is configured separately for each customer. The Contact Types and roles shown here are examples from this environment; another customer's ENFOS may define different ones. Before you build a file, confirm the exact valid values for the customer you are working in, for example by checking the values offered in the on-screen Updates submodule or with your ENFOS administrator.
6. STEP 3: PREPARE YOUR FILE
Enter one row for each change you want to make. Which contact columns you fill in depends on the Operation:
• Add: leave Old Contact and Old Role empty, and fill in New Contact and New Role.
• Remove: fill in Old Contact and Old Role, and leave New Contact and New Role empty.
• Replace: fill in Old Contact and Old Role together with New Contact and New Role.
Set Include Below Nodes to Yes to apply the change to the node and everything beneath it in the hierarchy, or No to limit it to the single node. Enter every contact by email address, and match the Operation, Contact Type, and role values exactly to the accepted values, since those columns are validated. When you are finished, save the file as CSV.
7. STEP 4: VALIDATE WITH TEST ONLY
• Leave the Test Only checkbox selected.
• Click Choose File and select your CSV. The operation runs as soon as the file is selected.
• Review the Results panel. A clean test reads similar to: Test Ok: Test successful for 58 remediation Contact(s). Test failed for 0 remediation Contact(s)., alongside a line such as 1 lines processed. No errors.
A single row can affect many nodes when Include Below Nodes is enabled, as the change cascades to all child nodes. Review the counts carefully in Test Only mode before committing the update.
8. STEP 5: APPLY THE CHANGE
• Clear the Test Only checkbox.
• Click Choose File and select the same CSV again to run it for real.
• A progress bar shows the file being processed. You can move between ENFOS tabs while it runs, but do not close the tab.
• When it finishes, the Results panel confirms the outcome, for example: Contact Update Ok: Successfully updated 58 remediation Contact(s). Error updating 0 remediation Contact(s).
9. STEP 6: VERIFY THE RESULT
Open one of the affected nodes and check its Contacts section. Confirm that the contact, contact type, and role now reflect the change you made. If you used Include Below Nodes, spot check a node further down the hierarchy as well.
10. UPDATING CONTACTS WITH THE UPDATES SUBMODULE
The Updates submodule is a form-based alternative to the Contact Operation admin setting. Rather than preparing a file, you define the change directly on screen – selecting the hierarchy scope and contact details via dropdowns – then test and save. It is best suited for adding, removing, or replacing a contact across a defined portion of the hierarchy and does not require a spreadsheet.
Open the submodule
• Go to Administration > Tools > Updates.
• Set Update to Contacts.
Set the hierarchy scope
• Under Hierarchy Scope, use the cascading dropdowns to drill down to the part of the hierarchy you want to change: Company, Business Line, Region, Country, State, Site, and AoC.
• Check On this node and below to apply the change to the selected node and every node beneath it.
Describe the change
• Set Operation to Add, Remove, or Replace.
• Set Contact Type to the type you are changing, for example proposal or purchase order.
• For Replace or Remove, set the Old Contact and Old Role. For Replace or Add, set the New Contact and New Role. The roles available depend on the Contact Type, for example Initiator, Next Approver, or Vendor for a purchase order contact.
• To choose a contact, click Contact Lookup. In the Contact List window, search by last name, select the person with the radio button, then click Go to Selection.
Test, then save
• Click Test (bottom left) to validate the change without applying it.
• When the test looks right, click Save (bottom right) to apply it.
• ENFOS processes the records and shows a progress bar with the number of records processed and an estimated time remaining. You can move between ENFOS tabs while it runs, but do not close the tab. A Stop Processing button is available if you need to cancel.
Review the results
• When it finishes, a summary appears at the top of the panel, for example: Successfully updated 170 purchase order Contact(s). Error updating 0 purchase order Contact(s).
• Open Update Details to see each affected item.
• Use the Show option to switch between Success and Errors.
• Click Back to Update to return to the form.
11. TIPS AND TROUBLESHOOTING
• Keep the header row intact. Every column must be present, even the ones you leave blank.
• Save the file as CSV and keep it under the 10 MB limit.
• Values in the validated columns (Include Below Nodes, Operation, Contact Type, Old Role, and New Role) must match an accepted value exactly, including spelling and spacing.
• Always run Test Only first and read the Results before applying the change.
• The processed count and the contact count can differ. "Lines processed" counts the rows in your file, while the contact count includes every node reached through Include Below Nodes.
• If a row fails, the Results panel reports the row and the reason. Correct the file and run it again.
12. RELATED WAYS TO MANAGE CONTACTS
• For a single node, you can edit contacts directly on the node's Contacts tab using the Edit or Add contact buttons.
• To make the same kind of change on screen instead of with a file, use the Updates submodule (Administration > Tools > Updates), covered in section 10.