About managing coordinators for a company
The Asset menu includes an option to manage all of the coordinators for a company. Using this option, you can:
Searching for a company’s coordinators
Displaying the coordinator list
To search for a company’s coordinators:
- On the Administration menu, click Coordinators. The Search Coordinators page displays.
- To display a list of coordinators, provide search criteria, then click Search Coordinators.
Selecting the company
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.
About the coordinator list
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.
Adding and editing groups
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:
- In the** Group ID** field, type the publisher’s identifier for the group. Whether this field displays and is required is based on the program.
- In the Group name field, type the group name.
- In the Description field, type a description for the group.
- In the Status dropdown, select the status for the group. You cannot inactivate the default group, or a group that has active entitlements associated with it.
- Fill in any other group information required by the publisher.
- Click Save.
Replacing coordinators
- To replace a single coordinator with a different user or company, click the Options link next to the coordinator, then click Replace coordinator.
- To select multiple coordinators to replace, check the check box next to each coordinator you want to replace. 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.
- On the Replace Coordinator form, to allow select the user or company to replace the selected coordinators. See for information on selecting a company.
- Click Save to save the coordinator changes.
Adding coordinators
Selecting the option to add a coordinator
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.
Selecting the type of coordinator
On the Add Coordinator form displays:
- To add a user type of coordinator, select User from the Coordinator is a dropdown.
- To add a company type of coordinator, select Company from the Coordinator is a dropdown.
Check the check box next to each type of coordinator you want to add.
Selecting the product families for the coordinator
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.
Selecting the groups to add the coordinator to
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:
- Click the find icon next to the Group name field.
- On the Search Groups form, check the check box next to each group you want to add the coordinator to. You can only add the coordinator to up to 20 groups.
- After selecting the groups, to add the groups to the list, click Selected checked items. To clear the list of groups, click Clear List.
Selecting the user or company to assign as the coordinator
For information on selecting a user type of coordinator, see.
For information on selecting a company type of coordinator, see.
Saving the new 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 coordinators
About removing coordinators
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:
- A technical coordinator is replaced by the upgrade coordinator.
- An upgrade or renewal coordinator is replaced by the group coordinator.
- A group coordinator is replaced by the contract coordinator or by the primary contact, if contracts are not used.
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.
Process for removing coordinators
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.
Selecting a user coordinator
To select a user type of coordinator, either:
- Type the coordinator’s email address into the New coordinator’s email field. To validate that the address you entered exists in the system, click the Validate Entered User button. Note that for group coordinators, depending on the configuration, you may be able to assign a user from a different company. To do this, you must provide the user’s email address.
- Search for and select an existing user in the company. To search for and select the new coordinator, click the find icon. You can only search for and select users within the company. To assign a user from a different company, you must provide the user’s email address.
- Create a new user to assign as the coordinator. To create a new user to be the coordinator, click Add User. The new user will belong to the current company.
To edit the selected user, click Edit User.
Selecting a company coordinator
To select a company type of coordinator, either:
- Type the company name into the New coordinator field. To validate that the company you entered exists in the system, click Validate Entered Company.
- Search for and select an existing company. To search for and select the new coordinator, click the find icon.
- Click Add Company to create a new company to be the coordinator.
To edit the selected company, click Edit Company.