First Name and Last Name fields in any form require entry of the person’s given name and surname respectively. In the Last Name field, include any title or credential generally used in identifying the person. Examples are JD, LLD, Esq. MD, DO or DC.

1. Click within the field.
2. Type the first or last name of the Contact.

The Job Title in a Contact or User record is their position at the Agency or, in the case of a User, their position at DHSS. It may be general, as in Project Director, or more specific, like CAC Project Director.

1. Click within the Job Title field.
2. Type the title of the Contacts position.

Email is a system for transmitting messages electronically to specified recipients.

• In GEMS, the email address of record in Contacts must be that which the agency contact will use to access GEMS through myAlaska.
• The email address of Users (DHSS staff and administrators) is that assigned by the department, i.e., DJMadden@alaska.gov.

1. Click within the Email Field.
2. Input the email address for the contact or user.

Fax, a shortened version of facsimile, is the phone number to which documents are transmitted by fax. Must be input in the format of (123) 456-7890.

1. Click within the Fax.
2. Type the Contact or Users fax number.

The Business Phone field records the phone number at which the person is most easily reached for business purposes, either a direct line or the receptionist’s line.

• Use the Alternate Phone field to record a secondary phone number if available.
• Format of both fields is (123) 456-7890.

1. Click within the field.
2. Type the phone number for the contact.

This section is used to determine the user's preferences for receiving either approval notifications or new task notifications. Click within the box to the left of the option and a check mark will appear.

If a User is going to be Out of Office for a period of time, they must set there Out of Office preferences.

1. In the left navigation pane, click Workplace
2. Under My Work click Users.
3. Locate your User in the list and double-click to open.
4. In the Out of Office Section, click within the box to the right of Out of Office.
5. Click the lookup icon next to Primary.
6. Highlight the User who will be your Primary Alternate while you are out of office.
7. Click OK at the bottom of the lookup window.
8. Click the lookup icon next to Secondary.
9. Highlight the User who will be your Secondary Alternate while you are out of office.
10. Click OK at the bottom of the lookup window.

This section of the User form is used to designate the following information about the User:

• Manager
• Territory
• Division (For more information regarding Division, see the Division Help Topic)
• Site. 

1. Click the lookup icon to the right of the field.
2. Highlight the correct record in lookup window.
3. Click OK at the bottom of the lookup window.

This section contains two fields that are used to designate the incoming and outgoing email access type. 

1. Click the drop down button on the right side of the field.
2. Select the appropriate option.

Important:

The default configuration is to have Microsoft Dynamics CRM for Outlook selected in both drop down fields. 

This section is used to designate the type and mode of licensing for the User. 

1. Click the drop down button on the right side of the field.
2. Select the appropriate option in the list.

Important:

The default Access Mode is Read-Write and the default License Type is Full.

This field is used to designate the specific queue for the user. 

1. Click the lookup icon to the right of the field.
2. Highlight the correct queue in the lookup window.
3. Click OK at the bottom right of the lookup window.

Important:

This field is automatically filled in when the user is created.

The Street (1 and 2), City, State and Zip that identifies the location at which the entity receives its mail.

1. Click within the field.
2. Type the Street 1, Street 2, City, State/Province or ZIP/Postal Code of the Agency, Contact or User.

The Street (1 and 2), City, State, Zip, Primary Phone and Fax which identifies the physical location of an Agency, Contact or User.

• The location of the primary administrative functions is given if an agency has a number of affiliated or satellite locations.
• A post office box is not an acceptable physical address.

1. Click within the field.
2. Type the Street 1, Street 2, City, State/Province or ZIP/Postal Code of the Agency, Contact or User.

Important:

• When adding an agency contact, the physical address will auto-populate the Address field in the contact record.