Editing a person

Person records can be edited by the persons themselves (if they have a user account) and those with the relevant permissions in the person's Primary entity.

For persons that you cannot edit, you have the option of suggesting changes instead. Editing a person is done through the person's Properties, which has information organised under a series of tabs listed below.

• General - Contains contact information such as name and address, photos and Primary Entity information.

• Info - Contains information when the record was created, last modified and verified;shows an option ‘Duplicate of’ and a person’s name, if a person is marked as a duplicate of another person; shows whether or not the person has an Archie user account; displays the current time in the person’s local time zone; shows the person’s country of origin and sex; shows whether the person record is active (the default) or inactive; and includes a button that can be clicked to generate a Person Report for the person. Data on country of origin and sex are optional and will be used only for monitoring and registration purposes. These data will be treated confidentially, which means that they will be accessible only to the owner of the record, Super Users in the person’s primary entity, the IMS team, and the Monitoring and Registration Group.

• Roles - Assigning roles to people within your entity is done here. Only those with the Assign roles permission (by default, Supers User in an a entity  and members of the IMS team) can assign roles.

• Settings - Contains information about user accounts, privacy and bulk mailings. User accounts can be assigned by Super Users in a person’s primary entity, and members of the IMS team. User account information (i.e. User name and Password) can be edited by the owner of a record. Email addresses and mobile phone numbers can be marked ‘private’ by ticking the ‘Hide’ boxes. Only the owner of a record, the Super Users of the person’s primary entity, and members of the IMS team can access private addresses.

• Notes - Notes can be created here and assigned sharing rights determining who can view the note, see About notes.

• Note:  An option ‘Duplicate of’ in the Info tab is shown only if a person is marked as a duplicate of another person.

• Note: An option 'Local Time' in the Info tab is shown only for Archie users who have an access to Preferences in Tools for setting their time zone.

To open a person's Properties

1. Find the person you want to edit (e.g., with Quick Search)

2. Either

• Right-click the name and choose Properties.

• Double-click the name.

• Click the name so it is highlighted and use File > Properties.

To edit a name

1. From the person Properties, choose General.

2. Click on the button next to the person’s name (…).

3. Edit the person’s details in the fields provided.

4. Click Apply.

Notes:

• Enter suffixes only in the Suffix field, not after the Family Name, and do not use any punctuation after suffixes, e.g., 'MD' or  'III, PhD'.

• No extra spaces after names or initials.

• In the ‘Middle Initials’ name field (which is optional), use only the initials of the person's middle name or names. If authors want their middle name published as well as their first name, or are known by their middle name and therefore prefer to use the initial for their first name followed by their full middle name, then enter their middle name in the 'First Name' field after their first name or initial.

To edit an email address

1. From the person Properties, choose General.

2. Choose email address to edit (if more than one).

3. Edit email address.

4. Click Apply.

Note:  Email addresses should be in lowercase letters, e.g. 'myname@mydomain.org'. Do not list multiple emails in one line, use the Email 2 field for the second address, see below.

To add a secondary email address

1. From the person Properties, choose General.

2. Click on the pull-down list labeled Email and choose Email 2.

3. Add an email address.

4. Click Apply.

To add a mobile phone number or a homepage

1. From the person Properties, choose General.

2. Add the mobile phone number or homepage address.

3. Click Apply.

To edit an address

See About addresses.

To assign a new role to a person

See Assigning roles to people.

To create a user account

See Becoming a user.

To hide email addresses or mobile phone numbers

1. Choose Settings

2. Under Privacy, check the appropriate box

3. Click Apply

See Privacy.

To change the bulk mailing settings

1. Choose Settings

2. Under Bulk mailings, choose the mailing you want from the pull-down list

3. Click Apply

Note: The Bulk mail settings are currently not used for anything.

To validate information about a person

1.  From the person Properties, choose Info.

2. Click Verify.

3. Click OK to confirm validation.