This article demonstrates and describes how to create an external organisation and add it to a project.

In this article, you will find:

• Create an External Organisation
• Create Contact Person for External Organisations
• Create and Edit External Organisations from a Project
• Create Service Customer for Inspection

Create an External Organisation

To create a user in an external organisation, you must first create a company for that external organisation.

Account ➜ Users ➜ External Organisations ➜ Click "Create External Organisation" ➜ Fill in the company information ➜ Click "Save"

After creating a company for the external organisation and clicking save, you will return to the overview where you can see all your external organisations and their associated contacts.

The companies listed in the blue bar are external organisations/companies, and the people below them are the associated contacts.

After creating an external organisation, you now need to create a contact person so that the individual can access Inspectly.
Below is a guide on how to create a contact person.

Create Contact Person for External Organisations

Account ➜ Users ➜ External Organisations ➜ Click the pencil icon next to the company where a contact person should be created ➜ Click "Create New Contact Person" ➜ Fill in the details ➜ Click "Save"

You now need to fill in the user's details:

1. User information

• First Name
• Last Name
• Email (used as username)
• Phone Number (optional)
• Position (optional)
• Projects ➜ Select the projects the user should have access to

2. User access

• Allow access to ProjectWeb ➜ If the user should have access to ProjectWeb, enable it here
• Type access to ProjectWeb ➜ Select which modules the user should be able to view

3. One-time password

• One-Time password ➜ The displayed one-time password will be automatically sent in the welcome email

If you wish to create more contact persons for this external company, click "Create New Contact" afterwards.

Create and Edit External Organisations from a Project

Your Projects ➜ Select Project ➜ Project Organisation ➜ External Organisation

You now have two options:

• Add one or more existing organisations ➜ You can now add an external organisation directly to the project you are working on
• Create external organisation ➜ You will now begin to create a new external organisation

External organisations are a group that primarily needs to view your system, have access to an overview of your cases and related records, but should not be able to make any entries.

What external organisations can do:

• View and download records
• Approve and comment on agreement slips
• Approve and comment on technical inquiries

Tip: If you want to enable/disable the option for your external organisations to view project documents, drawings, global documents, and printouts, you can change this in your ProjectWeb settings.

Create Service Customer for Inspection

When using our Inspection module for service tasks with external customers, it is beneficial to register these customers as "Service customers" in external organisations, so they can automatically receive an email with the inspection report upon the completion of each inspection.

This report will also automatically be sent to the following users:

• The creator of the inspection task
• Any observers of the inspection task
• The user who performed the inspection

Account ➜ Users ➜ External Organisations ➜ Click "Create External Organisation" ➜ Select the organisation type "Service Customer" ➜ Fill in the company information ➜ Click "Create New Contact Person" ➜ Fill in the user details and remember to grant access to ProjectWeb ➜ Click "Save"

For the inspection report to be automatically sent to the customer's email address, the following conditions must also be met:

• There must be a contact person with a valid email address
• The user must have access to ProjectWeb
• The organisation and contact person must be associated with the projects from which they are to receive the inspection reports