Match and Link Lots and Contacts/Users between CivilPro and Teambinder

This process shows you how to link any existing CivilPro Records to existing Teambinder records for Lots and Contacts /Users. This step is essential to identify any matching records between CivilPro and Teambinder, before any synchronization can take place. There are two parts to this process :

1. Match and Link Lots

2. Match and Link Contacts / Users

Note: Any lots created in CivilPro should only be uploaded to Teambinder when all the work has been completed and validated by an authorised party and conformed. A key user such as a Project Manager or Administrator can be appointed to check and manage the CivilPro-Teambinder synchronization on a regular basis. 

Related Links : 

Teambinder Integration 

Use the Teambinder function in CivilPro 

Add CivilPro to Teambinder  

 

Instructions : 

Match and Link Lots

1. Navigate to the Lot register and click on the “Teambinder” icon, then “Show Teambinder Cols” to check which of the Lots are already linked to existing Teambinder records.

2. Under the column “Has Teambinder Lot”, you can identify which Lots are linked to Lots in Teambinder by checking if the boxes are ticked. In the screenshot below, none of the lots are linked to the lots in Teambinder.

3. Select the Lots to be linked (use ‘Shift + Select’ for multiple Lots) and click on “Open Teambinder Lot Matching Screen”.

4. On the “Match Teambinder Lots”, select the Lots and click on the tab “Find Matches”.

5. You’ll be prompted to sign in to authenticate your link to Teambinder.

6. If the Lots are linked, the corresponding Lot Ids will appear on the “TB Linked Item” column.  As an example, the diagrams below show what it looks like for Lots that are linked and Not linked (Note: The diagram below uses different Lots shown in Step 4 for illustration purposes).

 7. Select the lot and click on the pencil icon at the end of the row. Under the “TB Lotnumber Search (Unlinked)” column, enter the “CP Lot Number” to check if there is a match in TB.  

8. It is NOT necessary to enter the entire lot number, just the first few characters will suffice, then click on the “Tick” at the end of the row.

9. Select the Lot again and click on the tab “Find Matches”.

10. If there is a matching lot in TB, the Lot Number will appear under the column “TB Linked Item” in green. Click on “Save Links” or “Save Links & Close” to link the lots in CP and TB.

Note : If no match was found, use the “Create New” button on the same screen to create a matched record in Teambinder. Alternatively, you can use the function “Create in Teambinder” on the CivilPro Lot register. See “Add CivilPro Lot to Teambinder” ( this article will be created and linked soon).

11. On the Lot Register, you can now see under the column “Has Teambinder Lot” the box is ticked for the Lot which means that it is linked to a lot in Teambinder.

Match and Link Contacts / Users

1. Navigate to the Contacts register (under QA Setup) and click on ‘Show Teambinder Cols’ ( via the TB icon on the right menu).

2. Here you can see which of the contacts are and are not linked to Teambinder.

3. Select the contact and click on the TB icon on the right menu, then “Match to Teambinder”.

4. Under the “TB Email Search (Unlinked)”column, the contact’s email will auto-populate as this is the field that will be used for finding the matches in TB.

Note: If the contact has a different full name but the same email in TB, they will still be matched as the email is the only information that is used to find the match for the contact.  

5. Select the contact, then click on the tab “Find Matches”

6. If there is a matching contact in TB, the email address will appear under the column “TB Linked Item” in green. Click on “Save Links” or “Save Links & Close” to link the contacts in CP and TB.

Note: If there are no matches, it means you will need to access Teambinder outside CivilPro and add the user there. There is no interface in CivilPro to allow the creation of users in Teambinder as this is outside the scope of the CivilPro Teambinder integration.

7. On the Contacts register, you can now see under the column “Has TB Link” the box is ticked for the contact which means that it is linked to a contact in Teambinder.