Before you Create Records in Portal: Must Know

Entering Records in the Right Order

Because of the way records depend on each other, some records must be created before others. An understanding of this is needed so that records are created inNote the correctfollowing orderprinciples before creating records:

1. Accountaecords Accountability records are used to group companiesCompanies together for uniform management and filtering as well as accountability reporting.
   • Accountability records can't be setup in portal, nor can any adjustment to them be made in portal other than assigning new companies to them.
2. Company records are the main records.
   • These can be attached to an accountability group but this is not required.
   • For a company to be useful beyond contact info, there must be a company owner specified (see contact records)
3. Contact records are dependent on company records and / or accountability records.
   • There can be multiple contact records assosiatedassociated with a single company.
   • One (no more, no less) contacts must be spacifiedspecified as company owner.owner. This contact will be the one responcibleresponsible to pay the bills for the company.company and be the designated person to authorize any changes to the account.
   • All other contacts will be,be devicePerson contacts.contacts, typically associated with a device.
   • For data integrity these records have constraints on email (required) and mobile phone number (optional) to keep them unique. If a separate contact is needed for some reason but there is not a unique email or mobile phone number, you may use none@none.com for the email and theemail.The mobile phone number is not required.
   • Also contactContact records can be linked to multiple companies.Companies. Note: This can notcannot be done in the portal. *
   • Lastly, contact records can also be assosiatedassociated with accountability records. Note: This can notcannot be done in the portal.
4. Device records are dependent on a companyCompany record and must be assigned to a contactContact record.
   • Multiple devices can be assigned to the same contact record.
   • Each device must have a unique filter username theand must begin with the username of the contact to which it is assigned.

Other Notes

Note: In portal you only have access to companiesCompanies you are associated with. If you are a company contact you will only have access to the Companies you are a contact for. If you are an accountability contact you will have access to all CmpaniesCompanies in your accountability group.