6b Step Contacts

8/3/2019 6b Step Contacts

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Managing the database V2.5

VI.b. STEP - Contacts

The contacts indicated in the system are the one of:

the entity in charge, which is the administrative department (like a ministry,

the tax center, a tribunal, an employment agency, etc.), the company or

private intermediate in charge of the step;

the unit in charge: the service that, inside the entity, is particularly in charge

of the step;

either the person (or the two person when they are two) specifically in charge

of the operation in the unit in charge, either the chief of the unit when more

than 3 persons can manage the operation.

We try as much as possible to mention those 3 elements: entity, unit and person in

charge. Sometimes it can happen that one of the 3 elements is not accurate. This is

the case for notaries: we choose "Notaries" as entity in charge and we do not mention

neither unit nor person in charge.

NB: a person in charge belongs to a unit in charge and the unit in charge isalso linked to an entity in charge. Therefore we can not create a person in

charge without previously creating an entity and a unit in charge.

The entities, units and persons in charge are registered in three different tables,

accessible from the step sheet. Before creating one of those three elements, we shall

check that this element is not already present in the database.

Index

ENTITY IN CHARGEAdd an existing entity in charge

Modify an entity in charge

Create an entity in charge

UNIT IN CHARGEAdd an existing unit in charge

Modify an unit in charge

Create an unit in charge

PERSON IN CHARGEAdd an existing person in charge

Modify a person in charge

Create a person in charge

You may attach files to the entity incharge by clicking on Attach files.

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL

Managing the database V2.5

VI.b. Contacts p. 1


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eREGULATIONS SYSTEM - ADMINISTRATION MANUALManaging the database V2.5

VI.b. Contacts p. 2

ENTITY IN CHARGE

1. Add an existing entity in charge

1 Click on Select

2 A window opens : the table of the entities in charge

33 Click on the expected entity in

charge

44 The selected entity in charge is displayed on the step sheet.

2. Modify an entity in charge

1

Click on on the left side of

the entity in charge to be

modified

2 The modification window of the entity in charge opens.33

Modify the information of the

entity in charge

44 Click on Save

55

The modified entity in charge

is displayed on the step's

sheet

3. Create an entity in charge

We can also edit and modify theentities in charge from the table ofthe entities in charge, by clicking

on on the left of the expectedentit .


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VI.b. Contacts p. 3

Reminder

We shall create an entity in charge only if this entity in charge does not already exist

in the table of the entities in charge.

1 Click on Select

2 A window opens : the table of the entities in charge

33 Click on Add Entity in

Charge

44 The window of the creation of an entity in charge opens.

55 Enter the information of the entity in charge66 Click on Save

The phone and fax numbers will beregistered under the followingformat:

+XXX YYY ZZZ ZZZ

(XXX country code - YYY city code)

It is possible to copy the openinghours of the previous day by

clicking on .

No matter the schedule, we shallalways register the schedule startingfrom the left side cell.

Do not leave empty cell between theopening and closing hours. Ifcontinued day (for ex. 08.00-17.00),we shall indicate the two values inthe first two cells (see Tuesday onprevious image).


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VI.b. Contacts p. 4

77 The new entity in charge

is displayed in the table of

the entities in charge

88 Click on the name of thenew entity in charge99

The new entity in charge

is displayed on the sheet

of the step

UNIT IN CHARGE

1. Add an existing unit in charge

1 Click on Select

2 A window opens : the table of the units in charge

33 Click on the expected unit in

charge

44 The selected unit in charge is displayed on the step's sheet.

2. Modify an unit in charge

1


the unit in charge to be

modified

2 The modification window of the unit in charge opens.


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VI.b. Contacts p. 5

33 Modify the information of the

unit in charge

44

Click on Save

55 The modified unit in charge is

displayed on the step's sheet

3. Create an unit in charge

Reminder

We shall create a unit in charge only if this unit in charge does not already exist in the

table of the units in charge.

1 Click on Select

2 A window opens : the table of the units in charge

33 Click on Add Unit in Charge

44 The window of the creation of a unit in charge opens.

55 Enter the information of the unit in charge, like the name, the picture, theschedule

If the cell is

selected, the unit in charge inheritsthe schedule from the entity incharge linked to it.

By clicking on , theinformation related to the linkedentity in charge are displayed.


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VI.b. Contacts p. 6

66 Click on Select to link an entity incharge to the unit in charge77 The table of the entities in charge opens.

88 Click on the name of the entity in

charge to be linked to the unit in

charge

99 The entity in charge appears aslinked to the unit in charge.

1010 Click on Save

1111 The new unit in charge appearsin the table of the units in charge

1212 Click on the name of the new unitin charge

1313 The new unit in charge isdisplayed on the step sheet

PERSON IN CHARGE

1. Add an existing person in charge

1 Click on Select

2 A window opens : the table of the persons in charge

33

Click on the expected person in

charge

!

10


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VI.b. Contacts p. 7

44 The selected person in charge is displayed on the step's sheet.

2. Modify a person in charge

1


the person in charge to be

modified

2 The modification window of the person in charge opens.33

Modify the information of the

person in charge

44 Click on Save

55 The modified person in charge

is displayed on the step's sheet

3. Create a person in charge

Reminder

We shall create a person in charge only if this person in charge does not already exist

in the table of the persons in charge.

1 Click on Select

2 A window opens : the table of the persons in charge

33 Click on Add a person in charge


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VI.b. Contacts p. 8

4 The window of creation of a person in charge opens.4

55 Enter the information related to the person in charge : the name, the title,

the phone number, the email and the picture

! Click on Select to link a unit incharge to the person in charge66 7 The table of the units in charge opens.7

Click on the name of the unit in

charge to be linked to the person

in charge

88

The unit in charge appears as

linked to the person in charge.99

10

Click on Save1010 The new person in charge

appears in the table of the

persons in charge

1111 Click on the name of the new

person in charge1212 The new person in charge is

displayed on the step sheet1313

Documents

6b Step Contacts