Adding Contacts from the OCHA contact list to the Sahana registry:

1) Open the Spreadsheet: The spreadsheet containing the list of organizations to be entered/verified is HERE.

2) Login to Sahana: Login to Sahana. If you do not have a login to Sahana yet:

• click the REGISTER link on the homepage
• you will be asked to provide your name and e-mail address
• you will receive an e-mail with a link to provide verification
• in order to speed approval by our admin team, please announce self in the #sahana IRC chat room on Freenode
• once approved, you will be able to log in
• proceed to step 3

3) Select Next Record to Work With: In the first column of the spreadsheet, you should now mark “YES” to record that a record has been entered into or verified as being in Sahana. This will ensure that while you are doing steps 4-6, someone else does not work with the same record. For coordination purposes, you might consider marking on the tracking spreadsheet that you are starting from the top, the bottom, or with a specific letter.

4) Check for Existing Person Record:

• Navigate to the Person List (Persons - List).
• Check to see if a person is already listed in the registry by beginning to type the name of the next contact that needs to be entered or validated in the search box at the top middle of the screen. For example, the first contact on the spreadsheet is Olivier Le Guillou, who is indeed already in the registry.

5) Update Person Record: If the person is already listed:

• click the link shown under the ID number column to open the record of the person details.
• add or update any new information available from the spreadsheet - such as e-mail address and (mobile) phone number
• select SAVE

6) Add Person Record: If the person is not already listed:

• click the PERSON - ADD button
• enter the First and Last Name as shown in Columns C and D of the spreadsheet
• enter the phone number from Column F into the Mobile Phone Number field
• enter the e-mail address from Column G into the E-mail field
• select source of information as “19 January Master Contact List - Organizations”
• select SAVE

7) Check for Existing Contact Record:

• Navigate to the Contact List (Organizations - Contacts).
• Check to see if the person record you are working with has already been associated with an organization by beginning to type the name of the next contact that needs to be entered or validated in the search box at the top middle of the screen. (Hint: if the person was already in the person registry, the answer is probably going to turn out to be YES - but you still need to check and validate the information).

8) Update Contact Record: If the contact is already listed:

• click the link shown under the ID number column to open the record of the contact details.
• Confirm the organization that they work for from the drop down list. (Any questions about French translations - please ask before changing - for example, in the case of Olivier Le Guillou - his record indicates he works for Action Against Hunger, which is the English translation of the French NGO Action Contre La Faim (ACF) - which is what is shown in the spreadsheet) - so this information is indeed correct).
• Enter/update Title field from Column E of the spreadsheet
• Update the Source of Information Field to “19 January Master Contact List - Contacts”
• Select SAVE

9) Add New Contact Record: If the contact is not already listed:

• click the CONTACT - ADD button
• Select the person (firstname lastname) from the drop down list
• Select the Organization they work for by starting to type the name until a match is found. If a match is NOT found, please try alternate spellings, the acronym, or ask in the chat room - all organizations should have been entered before getting to this point. If necessary you can use the ADD ORGANIZATION link from here).
• Enter the Title field from Column E of the spreadsheet
• Select the Source of Information Field to “19 January Master Contact List - Contacts”
• select SAVE

10) Repeat Until Complete: Repeat from Step 3 for the next record. Thanks !!! Any questions, please ping mprutsalis, timclicks, bitner or any channel op in the #sahana chat room.