Managing the database V2.

VI.b. STEP - Contacts

Index ENTITY IN CHARGE Add an existing entity in charge Modify an entity in charge Create an entity in charge UNIT IN CHARGE Add an existing unit in charge Modify an unit in charge Create an unit in charge PERSON IN CHARGE Add an existing person in charge Modify a person in charge Create a person in charge

The contacts indicated in the system are the one of: the entity in charge, which is the administrative department (like a ministry, the tax center, a tribunal, an employment agency, etc.), the company or private intermediate in charge of the step; the unit in charge: the service that, inside the entity, is particularly in charge of the step; either the person (or the two person when they are two) specifically in charge of the operation in the unit in charge, either the chief of the unit when more than 3 persons can manage the operation. We try as much as possible to mention those 3 elements: entity, unit and person in charge. Sometimes it can happen that one of the 3 elements is not accurate. This is the case for notaries: we choose "Notaries" as entity in charge and we do not mention neither unit nor person in charge. NB: a person in charge belongs to a unit in charge and the unit in charge is also linked to an entity in charge. Therefore we can not create a person in charge without previously creating an entity and a unit in charge.
You may attach files to the entity in charge by clicking on Attach files.

The entities, units and persons in charge are registered in three different tables, accessible from the step sheet. Before creating one of those three elements, we shall check that this element is not already present in the database.

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

VI.b. Contacts

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ENTITY IN CHARGE
1. Add an existing entity in charge

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Click on Select A window opens : the table of the entities in charge

Click on the expected entity in charge

The selected entity in charge is displayed on the step sheet.

2. Modify an entity in charge Click on on the left side of the entity in charge to be modified

We can also edit and modify the entities in charge from the table of the entities in charge, by clicking on on the left of the expected entity.

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The modification window of the entity in charge opens. Modify the information of the entity in charge Click on Save The modified entity in charge is displayed on the step's sheet

3. Create an entity in charge

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

VI.b. Contacts

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Reminder We shall create an entity in charge only if this entity in charge does not already exist in the table of the entities in charge.

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Click on Select A window opens : the table of the entities in charge

The phone and fax numbers will be registered under the following format:

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+XXX YYY ZZZ ZZZ

(XXX country code - YYY city code)

Click on Add Entity in Charge

The window of the creation of an entity in charge opens.

It is possible to copy the opening hours of the previous day by clicking on .

No matter the schedule, we shall always register the schedule starting from the left side cell. Do not leave empty cell between the opening and closing hours. If continued day (for ex. 08.00-17.00), we shall indicate the two values in the first two cells (see Tuesday on previous image).

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Click on Save

Enter the information of the entity in charge

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

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The new entity in charge is displayed in the table of the entities in charge

new entity in charge

Click on the name of the

The new entity in charge is displayed on the sheet of the step

UNIT IN CHARGE
1. Add an existing unit in charge

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Click on Select A window opens : the table of the units in charge

Click on the expected unit in charge

The selected unit in charge is displayed on the step's sheet.

2. Modify an unit in charge Click on on the left side of the unit in charge to be modified

The modification window of the unit in charge opens.

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

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Modify the information of the unit in charge

Click on Save

The modified unit in charge is displayed on the step's sheet

3. Create an unit in charge Reminder We shall create a unit in charge only if this unit in charge does not already exist in the table of the units in charge.

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Click on Select A window opens : the table of the units in charge

If the cell is selected, the unit in charge inherits the schedule from the entity in charge linked to it.
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Click on Add Unit in Charge

By clicking on , the information related to the linked entity in charge are displayed.

The window of the creation of a unit in charge opens.

Enter the information of the unit in charge, like the name, the picture, the schedule

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

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charge to the unit in charge

Click on Select to link an entity in

The table of the entities in charge opens.

Click on the name of the entity in charge to be linked to the unit in charge

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linked to the unit in charge.

Click on Save

The entity in charge appears as

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The new unit in charge appears in the table of the units in charge

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Click on the name of the new unit in charge

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The new unit in charge is displayed on the step sheet

PERSON IN CHARGE
1. Add an existing person in charge

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Click on Select A window opens : the table of the persons in charge

Click on the expected person in charge

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

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The selected person in charge is displayed on the step's sheet.

2. Modify a person in charge Click on on the left side of the person in charge to be modified

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The modification window of the person in charge opens. Modify the information of the person in charge Click on Save The modified person in charge is displayed on the step's sheet

3. Create a person in charge Reminder We shall create a person in charge only if this person in charge does not already exist in the table of the persons in charge.

Click on Select A window opens : the table of the persons in charge

Click on Add a person in charge

eREGULATIONS SYSTEM - ADMINISTRATION MANUAL Managing the database V2.5

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The window of creation of a person in charge opens.

Enter the information related to the person in charge : the name, the title, the phone number, the email and the picture Click on Select to link a unit in charge to the person in charge The table of the units in charge opens.

Click on the name of the unit in charge to be linked to the person in charge

linked to the person in charge.

The unit in charge appears as

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Click on Save The new person in charge appears in the table of the persons in charge Click on the name of the new person in charge

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The new person in charge is displayed on the step sheet

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