How to add a new contact to the people list in TrackMaster

Summary

This article describes the steps for adding new contacts to the TrackMaster Membership Tracking Tool on SharePoint.

Steps

Adding Individual Contacts (Non-Members)

1. Hover over the People menu on the navigation bar, then click All Contacts
   
   
    
2. Click on the "+ Add New Item" button to open a window to enter new contacts.
   
   
   
   
   You can also use a simplified data entry form found in the menu: People -> New Contact -> Add New Contact
   
   
   
    
3. Fill out the new contact information, then click Save. Three fields are required:
   1. Full Name - Enter the person's full name. For U-M contacts, it will be corrected using MCommunity a few minutes after saving
   2. UniqName - Enter the U-M contact's UniqName, or an email address for external (non-UM) contacts
   3. Contact Type - Pick the appropriate contact type
      
      
      
       
4. For Members, also fill out the Job Rank and Appointing Department
5. To see the new contact, go back to the People list and refresh your browser

Adding New Members

Important: New members should only be added by the center's Member Engagement Manager (Conni H.)

1. Hover over the People menu on the navigation bar, then click Center Members
   
   
    
2. In the navigation bar (menu), click People -> New Contact -> Add New Member
   
   
    
3. Click Preview, then enter the new member contact information and click Submit
   
   
    
4. To see the new record, you may need to refresh the browser window in which the People list was opened
5. Ensure the UniqName is also added to the membership group in MCommunity
6. Follow the appropriate department-specific processes for new members

Adding Multiple Contacts Quickly

If you need to add multiple U-M contacts quickly, you can use the Quick Add form. This form allows you to copy & paste a list of UniqNames or email addresses. Upon submission, an automated process will add the contacts and fill in their information using MCommunity and Office 365.

1. In the navigation bar (menu), click People -> New Contact -> Quick Add by UniqNames
   
   
    
2. Enter a list of UniqNames or email addresses, either one per line or separated by commas. Note that this should only be used for internal (U-M) contacts, since the system has no way of automatically getting contact information for people outside University of Michigan and Michigan Medicine
   
   
   
    
3. Check the "Yes" box and click Submit
   
   
    
4. In a few minutes, you will receive a notification via MS Teams indicating that the automation has started
   
   
    
5. Depending on the number of records, the process can take anywhere from 5 minutes to an hour. An automation will find contact information in MCommunity and Office 365 and add it to each contact record. Existing records are never duplicated
    
6. Once the contacts have been added and additional information is retrieved from MCommunity and Office 365, you will receive a second notification in MS Teams to let you know how many records were created and whether there were any errors. You will also receive this final notification by email
   
   
   
    

Uploading Contact Records Using a Spreadsheet

Follow the steps in the "How to Upload Bulk Data" article: https://teamdynamix.umich.edu/TDClient/210/DepressionCenter/KB/ArticleDet?ID=13236

About the Author

Gabriel Mongefranco is a Mobile Data Architect at the University of Michigan's Eisenberg Family Depression Center. Gabriel has over a decade of experience with automation, data analytics, database architecture, dashboard design, software development, and technical writing. He supports U-M researchers with data cleaning, data pipelines, automation and enterprise architecture for wearables and other mobile technologies.    |     |     |