Contact Management System
From Open Knowledge Foundation
Using the contact management system:
Contents |
Individual contacts
Whenever:
- a new contact is made or
- a vital piece of information is exchanged which others may need to refer to
Please:
- bcc: the contact management system dropbox. (To find your personal dropbox: Settings (top right) > My info > Your personal email dropbox)
- Tag contacts effectively (see guidelines below)
Projects
For individual projects (or projects within projects) a 'case' can be added. This will allow:
- you to have a separate dropbox address to bcc:, this will allow other people who are subsequently added to the project to see correspondence which has taken place.
Tagging system
The tagging system uses a category separated by a colon with a description.
As far as possible please tag each contact with:
- A location (loc:) tag, where they are based
- A description tag e.g. volunteer (vol:)/ event where you met (event:)/ general are of interest (sector:)
Process for creating new tags:
- email Team to notify them you have done so (this will stop proliferation of new tags for similar purposes)
- if there are any objections, the tag can be renamed
Current categories
- chapter: (currently only 'interest' tag - for people who have expressed an interest in establishing a chapter)
- event: (where one met a particular person)
- lang: (for programmers - coding language)
- okfn: (currently only the 'board' tag in here)
- org: (for specific organisations. The name of the main organisation to which a person is attached should go in the Company field of the actual entry. This should only be used where an additional organisation needs to be attached to a person)
- project: (OKF or other projects)
- sector: (areas, such as government, journalism...)
- service: (people that help us out)
- skill: (people's talents)
- team: (coder/core/ specific project)
- topic:(a particular interest area)
- vol: (volunteer)
- wg: (working group)
Merging duplicate entries
- Go into the record you want to become the 'loser'
- Edit this person
- You will see an option on the right hand side Is this a duplicate?: merge this person
- Select the person you want to keep and merge!
