The Department Contacts tool is used to maintain an easily accessible list of department and central office contacts for academic and research areas. This guide will introduce the tool to you and explain how to add or remove a contact for those with the Department Editor role.
From the PEER home page, you will find the Department Contacts tool.
Once you click on Department Contacts, the Department Contacts page will appear like this.
IMPORTANT (and you'll see this at the top of the image above as well): If you find an error or need a contact changed, contact the Dept-Editor listed below for that department. If no Dept-Editor is listed for the particular department, or would like to request role editor access for your department(s), use the link below to submit a request to the PEER team and include unit number, name, and the roles that need to be assigned. For Dept-Editor permissions, PEER team will need documentation of approval from your AO/Business Officer if you are not the AO/Business Officer for the areas requested.
If you are in a NON-Academic/Research area, and would like contacts from your department listed, submit a ticket to the PEER team (linked below) describing the business need and any roles that we would need to add for your contacts. This is not a general list/People Finder replacement, the business need should be related to a PEER function in some way (contracts, awards, etc).
To enter a ticket, use this link: https://vumcpeer.freshdesk.com/support/tickets/new
If you click on the "Click Here to view Role definitions" link, a pop-up will show each role's definition.
The search function allows you to search for unit numbers, Workday CC, unit names, contact names and keywords and abbreviations included in unit names. See the example below:
Adding a Contact
*Only those with the Department Editor role can add/remove contacts in this tool.*
NOTE: You will only be able to add/remove Department contacts within your group(s). You will not be able to edit central office roles.
To add a contact, users with Department Contacts Editor permissions can click on the "Manage Contacts" toolbar button at the top of the Department Contacts home page.
You will be brought to a page that looks like this. You will only see Departments that you have permissions to.
Click on "Add Unit Contact"
Next, select the Unit and Role from the drop-down and Contact name.
The drop-down selection for Unit will only show units you are associated with. Select the appropriate department and Role.
Use the Find option to find the contact. You can search with first or last name, or VUMC ID.
Once you've found the appropriate Contact, click the green "plus" button.
Once you have provided the Unit, Role, and Contact, click the "Add" button.
Removing a Contact
*Only those with the Department Editor role can add/remove contacts in this tool.*
To remove a contact, click on "Manage Contacts" at the top of the Department Contacts home page just as you would to add a contact. The difference in removing a contact is you will use the search filter (shown below) to search using the unit number, unit name, contact name, etc.
NOTE: You will only be able to add/remove Department contacts within your group(s). You will not be able to edit central office roles.
Once you have found the contact you would like to remove, simply click on the red "trash" button shown above to remove them. You will then be immediately prompted to confirm that you want to remove the contact.
