RDLA User Guide
Once a database record exists, this stage is where you set up who is connected to it: the vendor company, the vendor's people, the Cornell faculty and staff involved, and the users who are allowed to access the database. Each task below opens as its own guided screen from the database record. Work through them in the order that suits the record you are on — though it is usually easiest to set the vendor first, because the contacts task needs it.
Before you start
These tools open from the database record (typically from a button or action on the record page). Each opens in its own screen or tab.
Nothing is saved until you reach the end and click Finish — you can close the window at any time to discard changes.
Add or Change the Vendor
Database Vendor button on the Database record.
What this does: Sets or changes the vendor company for the database, and lets you create a brand-new vendor or record a vendor name change.
Getting started: Open the vendor tool from the database record. You will land on the Vendor Details screen.
Golden rule
Set the vendor here first. The contacts task in Section 2 cannot run until a vendor company is on the database.
Database Vendor Search
- Use the Vendor Company Lookup to search for and pick the vendor company (required).
- If the vendor company is not in the list, or its name has changed, tick ‘Vendor Account Not Listed’ — a Vendor Details section then appears so you can type the company details.
- ‘Vendor Name Change’ appears when a company is already set. Tick it if you are renaming the existing vendor account rather than picking a different one.
Vendor Details (appears when ‘Vendor Account Not Listed’ is ticked)
- Vendor Name (required)
- Vendor Website
- Vendor Phone
- Vendor Account ID
Finishing: Click Finish. A confirmation reads “Your vendor changes have been saved.” Click Finish again or close the tab to return to Salesforce.
Walkthrough:
2. Add & Manage Vendor Contacts
Database Vendor Contacts button on the Database record.
What this does: Records which of the vendor company's people are the contacts for this database. You can pick from existing contacts, edit or end-date the current ones, and create new contact records.
Getting started: Open the contacts tool from the database record. The top of the screen shows the Database Name, Vendor, and Status for reference.
Golden rule
The database must have a Vendor (company) set before you can add contacts. If it does not, you will see the Company Missing screen — use the ‘Select a Vendor’ link there (or Section 1) to add the vendor first.
When creating a new contact, both Vendor Contact Name and Vendor Contact Email are required.
Existing Vendor Contacts
- A table of the contacts already linked to this database (Contact Name, Contact Title, Start Date, End Date, Contact Company).
- Edit the End Date if a person is no longer the vendor contact.
- Remove a row to delete that contact's history entirely.
- Take no action to leave the existing contacts as they are.
Vendor Contacts Selection
- A searchable, multi-select table of the vendor's people (Full Name, Title, Email, Business Phone). Tick everyone who is a contact for this database.
Create Vendor Contact
- If a contact is not listed, tick ‘Add New Vendor Contact’ to reveal the entry fields, then fill in:
- Vendor Contact Name (required), Vendor Contact Email (required), Vendor Contact Phone, Vendor Contact Title.
- Use the ‘+ Add’ button to add more new contacts.
Finishing: Click Finish. A confirmation confirms the contacts have been updated; Finish or close the tab to return to the database record.
Walkthrough:
3. Manage Cornell Contacts
Database Cornell Contacts button on the Database record.
What this does: Records which Cornell faculty and staff are stakeholders or contacts for this database, and lets you update or retire the current ones.
Getting started: Open the Cornell contacts tool from the database record. You land on the Database Cornell Contacts screen.
Existing Cornell Contacts and Stakeholders
- A table of the Cornell people already linked (Name, NetID, Title, Role, Current, Start Date, End Date).
- Edit the Start/End Date if the faculty or staff member is no longer a database contact.
- Remove a stakeholder or contact record to mark them as no longer current.
- Take no action to leave the existing people as they are.
Primary Stakeholders Selection & Cornell Contacts Selection
- Two searchable, multi-select tables of Cornell faculty and staff (Full Name, Title, Email, NetID, Contact Type). Use the first to pick the primary stakeholders and the second to pick the general contacts for the database.
Finishing: Click Finish. A confirmation reads that changes to the Cornell Stakeholders and Cornell Contacts have been saved; Finish or close the screen to return to the database record.
Tip: You can revisit any of these tools at any time to adjust contacts, the vendor, or user access as the database evolves.
Walkthrough