Changes for page c. Directory and Contacts

Last modified by teamwire001 on 2026/08/10 10:51

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From version 1.1

edited by teamwire001
on 2021/06/10 09:56

Change comment: Imported from XAR

To version 5.1

edited by teamwire001
on 2026/08/10 10:51

Change comment: DOC-543

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--c. Contacts
++c. Directory and Contacts

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--The **Contacts** tab shows all synchronised contacts (see [[All Contacts>>doc:||anchor="03-allcontacts"]]), self-created [[User Groups>>doc:||anchor="03-usergroups"]] (//Your groups//), and [[Organisation Groups>>doc:||anchor="03-organisationgroups"]] (//Managed groups//) to which you have been assigned to by the Teamwire administrator. When viewing your inbox, you can switch to your contacts by swiping the screen to the left.
++The [[image:Public.Applications.Android.User-Manual.WebHome@icons-directory.svg]] **Directory** tab shows all synchronised [[Contacts>>doc:||anchor="03-contacts"]]; created [[Lists>>doc:||anchor="03-lists"]]; [[Circles>>doc:||anchor="03-circles"]] and [[Roles>>doc:||anchor="03-roles"]] to which you have been assigned to by your Teamwire admin; and [[Bots>>doc:||anchor="03-bots"]], that you have access to.
++## ##
++[[image:Public.Applications.Android.User-Manual.WebHome@android-directory-1.png||data-xwiki-image-style-border="true" width="280px" class="iphone"]]
++## ##
--[[image:Public.Applications.Android.User-Manual.WebHome@en_contacts.png||queryString="width=270" width="270"]]
++{{id name="03-search"/}}
++= Search =
--{{id name="03-allcontacts"/}}
++Use the [[image:Public.Applications.Android.User-Manual.WebHome@icons-search.svg]] magnifier to open the search bar and look for your colleagues. Enter (parts of) their name to see all of yours and other organisation's matching users. If a user is from another organisation, their associated organisation name will be shown.
--= All Contacts =
++You can also search for names of roles, lists, circles and bots.
--Tap **All Contacts** to see all synchronised users. The users are sorted by their last name.
++{{id name="03-contacts"/}}
--{{id name="03-mycontacts"/}}
++= Contacts =
--== My contacts ==
++In the  [[image:Public.Applications.Android.User-Manual.WebHome@icons-user.svg]] **Contacts** tab you can see all users which your Teamwire administrator allows you to see.
++By default, the contacts are sorted by **First name** and can alternatively be sorted by **Last name** with the option [[image:Public.Applications.Android.User-Manual.WebHome@icons-list-sort.svg]] **Sort order** in the upper right corner of the screen.
--The list shows all of the company's users which your Teamwire administrator allows you to see.
--If Teamwire has been granted access to your address book, you may find external contacts using Teamwire, too - provided that your Teamwire administrator has enabled a policy for external communication.
++{{id name="03-contactdata"/}}
--**Requirements for synchronising external user accounts**
++== Contact info ==
--* The mail address in your address book matches the external's account information
--* Your Teamwire administrator has enabled a policy allowing the communication with external users
--* The users are hosted on the same Teamwire server (//backend//)
++Tap on a contact's name to open their profile and contact information.
--Make use of the search bar located atop the list of contacts to find your colleagues. Enter their name or parts of their name to see all user accounts matching your current input.
++## ##
++[[image:Public.Applications.Android.User-Manual.WebHome@android-contacts-userprofile.png||data-xwiki-image-style-border="true" width="280px" class="iphone"]]
++## ##
++{{id name="03-contactchat"/}}
--{{id name="03-directory"/}}
++=== Start chat ===
--== Directory (Enterprise Directory) ==
++Start a 1:1 conversation by tapping the  [[image:Public.Applications.Android.User-Manual.WebHome@icons-chat-new.svg]] **chat** symbol. You will be forwarded to the chat view automatically.
--In addition to the automatically synchronised contacts, you are able to look for users of other organisations via the **Directory.**
--Enter the **full first name** or **full last name** and tap **Search** to see all matching users of your and other organisations. The account's associated organisation will be shown, too.
++{{id name="03-contactvoipvideo"/}}
++=== Start video call ===
--**Requirements for finding user accounts via Directory**
++Start a video call by tapping the  [[image:Public.Applications.Android.User-Manual.WebHome@icons-video-single.svg]] **camera** symbol. As voice and video calls can only be made within chats, you will be forwarded to a new or existing 1:1 chat. The call then starts automatically.
++
++{{id name="03-contactvoipvoice"/}}
++
++=== Start voice call ===
++
++Start a voice call by tapping the  [[image:Public.Applications.Android.User-Manual.WebHome@icons-voice-single.svg]] **phone** symbol. As voice and video calls can only be made within chats, you will be forwarded to a new or existing 1:1 chat. The call then starts automatically.
++
++If the user has added their phone number to their contact data, an additional menu will allow you to choose between calling the phone number or using "Teamwire voice call". Select **Teamwire voice call** to start the call.
++
++
++{{id name="03-contactphone"/}}
++
++=== Call phone number ===
++
++If the user has added their phone number to their contact data, you will find a  [[image:Public.Applications.Android.User-Manual.WebHome@icons-voice-single.svg]] **phone** symbol (voice). You may find an additional menu which will allow you to choose between calling the phone number or using "Teamwire voice call". Tap on the phone number to move it to your default phone app where you can start the call.
++
++
++{{id name="03-contactemail"/}}
++
++=== Send email ===
++
++If the user has added their email address to their contact data, you will find an  [[image:Public.Applications.Android.User-Manual.WebHome@icons-email.svg]] **envelope** symbol. Tap the symbol to move the address to your default mail app where you can start composing an email.
++
++
++{{id name="03-blockauser"/}}
++
++=== Block a user ===
++
++Blocked contacts will not be able to create a 1:1 chat with you, or write to an existing 1:1 chat. If you are participating in a group chat with a blocked user, their messages will not be displayed to you.
++
++To block a user, open their profile and tap  [[image:Public.Applications.Android.User-Manual.WebHome@icons-close.svg]] **Block user.** Their profile will show a button to  [[image:Public.Applications.Android.User-Manual.WebHome@icons-close.svg]] **Unblock user,** if you have already blocked them. Thus, you will be able to revoke a block.
++
++Alternatively, you can find a list of all blocked users in your privacy settings at [[Blocked Contacts>>doc:Public.Applications.Android.User-Manual.Profile.WebHome||anchor="05-privacy"]] where you can unblock them.
++
++{{info}}
++If you cannot block a contact, the feature may have been disabled by your Teamwire administrator.
++{{/info}}
++
++
++{{id name="03-contacts-addressbook"/}}
++
++== Contacts from your local address book ==
++
++If Teamwire has been granted access to your address book, you may find users from other organisations.
++
++They will automatically be shown in your list of contacts.
++
++**Requirements for synchronising external users from your local address book**
++
++* The mail address in your address book matches their user ID
  * Your Teamwire administrator has enabled a policy allowing the communication with external users
--* The external's Teamwire administrator allows their users to be found via Directory
--* The users are hosted on the same Teamwire server (//backend//)
++* The users are hosted on the same Teamwire Server (//backend//)
++## ##
++{{id name="03-contacts-organisations"/}}
++
++== Contacts from other organisations ==
++
++If your Teamwire admin allows communicating with externals, you may find users from other organisations in your contacts.
++
++Use the magnifier to open the search bar and look for users. Their associated organisation name will be shown.
++
++**Requirements for finding users from other organisations**
++
++* Your Teamwire administrator has enabled a policy allowing the communication with external users
++* The external's Teamwire administrator allows their users to be found in the directory
++* The users are hosted on the same Teamwire Server (//backend//)
  ## ##
--{{id name="03-blockauser"/}}
--== Block a user ==
++{{id name="03-contacts-federated"/}}
--When you block a user, they will not be able to create a 1:1 chat with you, or write messages to any existing 1:1 chats. If you are participating in a group chat with a blocked user, their messages will not be displayed to you.
++== Federated contacts ==
--To block a user, open their profile and tap **Block user.** Their profile will show a button to **Unblock user,** if you have already blocked them. Thus you will be able to revoke a block. Alternatively, open the list of all blocked contacts via [[Profile > Privacy>>doc:Public.Applications.Android.User-Manual.Settings.WebHome||anchor="05-privacy"]] and unblock them there.
++If your Teamwire administrator has enabled Teamwire Federation, you may find users of other organisations from another Teamwire Server (//backend//) in your contacts.
--(% class="box" %)
--(((
--Your Teamwire administrator is able to prohibit the blocking of users. If the feature is not available to you, it may has been disabled.
--)))
++They will automatically be shown in your list of contacts. They will show the Teamwire Federation icon  [[image:Public.Applications.Android.User-Manual.WebHome@icons-federated.svg]]  and their associated backend name.
++**Requirements for synchronising external users from another Teamwire Server**
++
++* Your Teamwire administrator has configured Teamwire Federation with another Teamwire Server (//backend//)
++* Your Teamwire administrator has enabled your user account to use Teamwire Federation
  ## ##
--{{id name="03-groups"/}}
--= Groups =
++{{id name="03-roles"/}}
--In Teamwire, groups are meant for creating new chats more quickly and easily with predefined groups of people (similar to a mailing list). Meaning, you can create multiple chats with the same group(s) based on different topics or projects.
++= Roles =
--Teamwire classifies two types of groups
++The [[image:Public.Attachments.WebHome@icons-role.svg]] **Roles** tab shows all roles created by your Teamwire administrator. Similar to [[public circles>>doc:||anchor="03-circles-public"]], you can add roles to your group chat without being assigned to it yourself.
--* User Groups (Your groups)
--* Organisation Groups (Managed groups)
++{{icon name="lightbulb-o "}}{{/icon}} Read more about the purpose and advantages of roles here: [[What are roles?>>doc:Public.FAQ.What-are-roles.WebHome]]
--Groups can be selected as participants during the creation of a chat, but can also be added later to any conversation.
++{{id name="03-roles-join"/}}
--{{id name="03-usergroups"/}}
++== Take a role ==
--== User Groups (Your groups) ==
++Tap [[image:Public.Attachments.WebHome@icons-role-select.svg]] in the lower-right corner of the screen and select one or more roles which you want to take on. As soon as you confirm your selection by tapping **Done**, your inbox will refresh. You will automatically join all group chats your role is a member of.
--These groups are created by you (see [[Create group>>doc:||anchor="03-createagroup"]]) and can only be used by yourself. The users will not be aware of their membership of your group until you have added the group to a chat. Only then they will be able to find the group via [[Chat Settings > Members>>doc:Public.Applications.Android.User-Manual.Chats-and-Messaging.WebHome||anchor="02-members"]]. The users will be able to permanently leave your User Group by leaving the chat.
++The availability of roles depends on your Teamwire admin's configuration. If you are unable to select a specific role (e.g. it is grayed out), your administrator has not enabled that role for your user account.
--Your User Groups are synchronised to all devices you have logged your Teamwire account into.
++You can take on up to 3 different roles at the same time.
++Other users can see the role you've taken on in your profile details and in chats.
--{{id name="03-createagroup"/}}
++## ##
++[[image:Public.Applications.Android.User-Manual.WebHome@android-directory-roles.png||data-xwiki-image-style-border="true" width="280px" class="iphone"]] ## ## [[image:Public.Applications.Android.User-Manual.WebHome@android-role-select.png||data-xwiki-image-style-border="true" width="280px" class="iphone"]] ## ## [[image:Public.Applications.Android.User-Manual.WebHome@android-role-update-inbox.png||width="280px"]]
++## ##
--=== Create a group ===
++{{id name="03-roles-leave"/}}
--To create a new group, tap [[image:Public.Applications.Android.User-Manual.WebHome@icon-newgroup.png||queryString="width=20" width="20"]] in the bottom right corner of the screen. Alternatively, you will find the option **New Group** via the menu in the right upper corner of the screen
++== Leave a role ==
--* **Define a group name**
--Define a name for the User Group. It is best to choose a name you can easily associate to the group of people. Tap **Save** to continue.
++You can leave a role the same way you've taken it.
--* **Select group members**
--You will see your [[list of contacts>>doc:||anchor="03-mycontacts"]]. If necessary, use the search bar located atop the list of contacts to find your contacts faster, and select the members for your group.
++Tap [[image:Public.Attachments.WebHome@icons-role-select.svg]] in the lower-right corner of the screen and deselect your choice to leave a role. Once you confirm your selection by tapping **Done**, your inbox will refresh. You will automatically be removed from all group chats you were added to based on your selected role.
--Confirm your selection of group members by tapping **Done.** You will return to your Contacts tab.
++Alternatively, you can leave roles via [[your Profile>>doc:Public.Applications.Android.User-Manual.Profile.WebHome||anchor="04-roles"]].
--{{id name="03-edityourgroup"/}}
++{{id name="03-lists"/}}
--=== Edit your group ===
++= Lists =
--If you want to add or remove contacts from your group(s) later, tap the name of the group to view all current members. Select **Edit** in the right upper corner of the screen. You will see your [[list of contacts>>doc:||anchor="03-mycontacts"]], where you can select or deselect any users. If necessary, use the search bar located atop the list of contacts to find your contacts faster.
++[[image:Public.Applications.Android.User-Manual.WebHome@icons-userlist.svg]] Lists are used to quickly and easily create a new chat with a predefined group of people in Teamwire, similar to a mailing list. Meaning, you can create multiple chats with the same list(s) based on different topics or projects.
--Confirm your selection of group members by tapping **Done.** You will return to your Contacts tab.
++Lists are contact groups that you created yourself and are available in your directory only. Their users will not be notified of being part of your list. Think of lists as a kind of "private circles".
--Changes made to your User Groups will be automatically applied to all existing chats. I.e. additional contacts will be added and deleted contacts will be removed.
++When a chat is created, the list is parsed into its individual users which are added as independent chat participants. Unlike [[circles>>doc:||anchor="03-circles"]], they will be directly listed in the list of chat members.
++Your lists are synchronised to all devices you have logged in with your Teamwire account.
--{{id name="03-deleteyourgroup"/}}
--=== Delete your group ===
++{{id name="03-createalist"/}}
--To delete a User Group, tap and hold the group concerned on the Contacts tab and until a prompt appears. Tap the prompt and confirm your action.
++== Create a list ==
--(% class="box" %)
--(((
--Please note that deleting User Groups is final and cannot be undone. You can only delete User Groups you have created yourself.
--)))
++To create a new list, tap [[image:Public.Applications.Android.User-Manual.WebHome@icons-list-new.svg]] in the bottom right corner of the screen. Alternatively, you will find the option **Create list** via the menu in the upper right corner of the screen.
++* **Select members**
++You can select users, roles, circles and bots to add them to your list. You may use the search bar to find contacts faster. Tap **Next** to continue.
++
++* **Define list name**
++Define a name for your list. It is best to choose a name you can easily associate to the group of people.
  ## ##
--{{id name="03-organisationgroups"/}}
--== Organisation Groups (Managed groups) ==
++Confirm the creation of your list by tapping [[image:Public.Applications.Android.User-Manual.WebHome@icon-confirm.png||height="20"]]. You will return to the directory.
--These groups are created by your Teamwire administrator and cannot be modified. Use these groups to create a chat or to add members to an existing conversation at a later time.
--Organisation Groups usually have names you can easily associate to a group of people, e.g. departments or teams.
++{{id name="03-edityourlist"/}}
--The Organisation Groups are synchronised to all devices you have logged your Teamwire account into.
++== Manage lists ==
++If you want to add or remove contacts from your list later, tap the name of the list to view and edit it all current members. Tap  [[image:Public.Applications.Android.User-Manual.WebHome@icons-adduser.svg]] in the bottom right corner of the screen to see your [[list of contacts>>doc:||anchor="03-contacts"]], and add more members. You may use the search bar to find contacts faster.
++To remove members, tap a user in your list and select **Remove from List.**
++
++{{warning}}
++Changes made to your lists will not be applied to existing chats automatically. I.e., new list members will not automatically be added to a chat which was previously created with one of your lists.
++{{/warning}}
++
++
++{{id name="03-deleteyourlist"/}}
++
++== Delete lists ==
++
++To delete a list, tap and hold or swipe left on the list you want to delete and select [[image:Public.Applications.Android.User-Manual.WebHome@icons-delete.svg]] **Delete list**.
++
++Please notice that this action cannot be undone.
++
++
++{{id name="03-groups"/}} {{id name="03-circles"/}}
++
++= Circles =
++
++[[image:Public.Applications.Android.User-Manual.WebHome@icons-circle.svg]] Circles are used to quickly and easily create a new chat with a predefined group of people in Teamwire, similar to a mailing list. Meaning, you can create multiple chats with the same circle(s) based on different topics or projects.
++
++Circles are managed by your Teamwire administrator and cannot be modified by you.
++
++In your directory, you will find all circles you are a member of yourself. You can use them when creating a chat or add them to an existing group conversation at a later time.
++
++Circles usually have names you can easily associate to a group of people, e.g. departments or teams.
++
++
++{{id name="03-circles-public"/}}
++
++== Public circles ==
++
++Public circles are managed by your Teamwire administrator and cannot be modified by you.
++
++In your directory, you will find all public circles of your organisation without being a member yourself. You can use them when creating a chat. This allows special use cases, such as in the examples below.
++
++* **Example 1: Confidential information**
++You can now contact the HR department via chat and submit a photo or scanned document of your sick note. Therefore, you create a chat with the public circle "Personnel office". Your get in contact with the "Personnel office" circle without inviting all other employees of the organisation.
++
++* **Example 2: Emergency alert**
++In the event of a workplace accident, you have to call a predefined group of contacts via the emergency alert feature. Therefore, you have set the public circle "First aider" in your App settings as the [[Default circle>>doc:Public.Applications.Android.User-Manual.Profile.WebHome||anchor="05-sosgroup"]]. If an emergency occurs, you can get in contact with the "First aider" circle without inviting all other employees of the organisation.
++## ##
++
++{{id name="03-bots"/}}
++
++= Bots =
++
++[[image:Public.Applications.Android.User-Manual.WebHome@icons-bot.svg]] Bots are external applications (e.g. chat bots) that you have been given access to by your Teamwire administrator. They are always labelled with the suffix //Bot// so that users know that they are not talking to a real person.
++
++For example, the RSS Bot, the WhatsApp Bot, a Web Chat Widget Bot, even a Barcode Scanner or a Flic Button Bot are just a few examples of useful and popular bots. [[In this article>>doc:Customer.Integrations.Teamwire-SDK.WebHome]] you can find more information and further examples of bots.
++
++
  {{id name="03-updateyourcontactsandgroups"/}}
--= Update your Contacts and Groups =
++= Update your Contacts and Circles =
--The user accounts of your colleagues or new Organisation Groups are synchronised to your app automatically. However, if you are missing any users or groups in your list of contacts, you can fetch the latest data manually with the option **Update Contacts and Groups** via the menu in the right upper corner of the screen.
++The user accounts of your colleagues or new circles are synchronised to your app automatically. However, if you are missing any users or circles in your directory, you can fetch the latest data manually with the option [[image:Public.Applications.Android.User-Manual.WebHome@icons-refresh.svg]] **Update Contacts** in the upper right corner of the screen.
--If the desired users do not appear despite a manual update, please contact your administrator. It is possible that server settings or policies have been applied which will limit the synchronisation of your contacts.
++If the contacts of concern do not show up, despite a manual update, please contact your Teamwire administrator. It is possible that server settings or policies have been applied which will limit the synchronisation of your contacts.
  ## ##

Changes for page c. Directory and Contacts

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