Review pending changes to contacts

About this task

Pending changes are saved in ContactManager when a ClaimCenter user who does not have abcreate or abedit permissions creates or edits a vendor contact. For a pending create or pending update to become a new contact or to update a contact, an authorized user must log in to ContactManager and approve it.

For a pending create, ContactManager first creates the contact and then flags it as Pending Create. Approving the create just removes the flag. Disapproving the create removes the pending contact.
For a pending update, ContactManager stores the update information, but does not apply it to the contact until you approve it. If you disapprove the update, this information is deleted and is never applied to the contact.

Procedure

Log in to ContactManager in a role that has permissions to create, update, view, delete, and search for contacts and to view pending contacts. For example, log in as a user with the Contact Manager role, such as the sample user aapplegate/gw.

For information on contact permissions and security, see ContactManager contact security.
Click the Contacts tab and then click Pending Changes.
On the Pending Changes screen, click either the Updates card to work with pending contact changes or the Creates card to work with new pending contacts.
Review each pending Update or Create request.
- Updates – There is a list of contacts with information on the contact name, the ClaimCenter user who made the change, and the associated claim. When you select a contact, then, under Entity or Property, you can navigate to the fields that were changed. For each field, you can see the Current Value and the submitted pending change, the New Value.
- Creates – There is a list of contacts with information on the contact name, the type of contact, the tags, the requesting user, and the claim number. When you select a contact, the contact details display below on the Basics, Addresses, and Related Contacts cards.
You can Approve, Reject, or Approve Then Edit the entire pending update or create for a contact. You can also click Find Duplicates for a pending create.
- Reject – If you reject the pending change or create, you see a screen asking for a reason and a text explanation. A reason is required. After selecting a reason and optionally entering an explanation, click Reject Change to complete the rejection.
  ContactManager sends the rejection to ClaimCenter, which creates an activity for the user with the information you chose. ClaimCenter also changes the status message for the contact to indicate that the change did not go through.
- Approve – If you approve the change, the contact is updated or created, as needed.
- Approve Then Edit – If you want to make further changes to the contact data, click Approve Then Edit. The contact is updated or created, as needed, and then ContactManager opens the contact in an editor. At this point, the approved data is saved with the contact, and the contact is open in an editor so you can make further changes.
  If the contact approval was for a pending update, ContactManager shows you both the old data and the new data in a worksheet below the Edit screen.
  
  Note: If you cancel the edit or click Return to Pending Updates, you are effectively deciding not to edit the contact data. Canceling the edit is the same as approving the contact update. The old data is no longer available on the worksheet, but you can still access it. To see the old data, search for the contact and open its detail screen, and then click the History card to see the list of changes. For a particular change, click Changes to see the specifics.
- Find Duplicates – This button is available for a pending create only. If you want to check for duplicate contacts for the current contact that is pending creation, click Find Duplicates. If there are exact or potential matches, you see a list of the contacts in a worksheet. If one of the contacts is a duplicate of the pending create, you can click Accept for that contact.
  ContactManager keeps the selected duplicate contact and retires the pending contact. ContactManager then sends the same message to ClaimCenter that it sends for any other duplicate contact merge. The message indicates the AddressBookUID of the retained contact and the AddressBookUID of the retired contact. ClaimCenter uses this information to update the link for its contact to the retained contact’s AddressBookUID.

Results

Note: If you do not check for duplicates and you approve creation of this contact, ContactManager does not automatically check for duplicate contacts for you. The new contact is created. If the new contact is a duplicate of an existing contact, you can make the correction in the Merge Contacts screens after Duplicate Contacts Finder batch processing runs. See Merge duplicate contacts.