The salutation is the greeting to be used in written correspondence to the agency contact.

1. Click the drop down arrow.
2. Make the selection from the drop down.

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 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.

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.

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.

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.

This field is used to designate the Agency the Contact is affiliated with.

1. Click the lookup icon to the right of the field.
2. Locate and highlight the Agency in the lookup window. 
3. Click OK at the bottom of the lookup window.

This field is used to identify the Web User associated to the Contact. This field will automatically populate when a Web User is associate with the Contact record.

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.

This grid is used to designate the Role(s) the contact plays within the Agency (Project Director, Financial Support Staff, Project Support Staff and Administrative Staff). 

1. Click within the grid and click Add Existing Contact Role on the ribbon.
2. When the lookup window displays select the Role to be applied.
3. Click OK.

This section on the Contact form is used to list the access and preferences regarding the portal for the Contact.  Within the section there are three Yes / No boolean fields:

• Is Approved - This field is used to identify if the contact has been approved to access the portal.
• Email New Solicitations - This field is used to identify if the Contact will be notified via email of new solicitations for the Agency.
• Email Assigned Tasks - This field is used to identify if the Contact will be notified via email of any new tasks assigned to them.

Also within this section is a subgrid for Web Roles to be assigned to the Contact. 

1. Click within the grid .
2. Click Add Existing Web Role on the ribbon. 
3. Within the lookup window that displays select the Web Role to be assigned to the Contact.
4. Click OK at the bottom right of the window.