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Microsoft

Contact Manager for Teams-Enabled Phones

Centralized contacts, role-based access and real-time availability—built for high-stakes environments.

Ohio, USA
Contact Manager for Teams-Enabled Phones

Background

In a healthcare setting, staff faced difficulties in storing, customizing, accessing, and managing organizational contacts due to limitations of native contact apps on mobiles/tablets.

Problem Statement

  • •Limited Customization: Native apps could not offer the specific features or customization required for the organization's unique needs.
  • •Role-Based Access Control: Native apps did not have advanced access control features, making it difficult to manage contacts based on roles or units.
  • •Centralized Management: Native apps could not provide the level of centralized management and standardization required for the organization's contact management needs.
  • •Integration with Other Systems: Native apps were not suitable to integrate seamlessly with other systems or applications used by the organization, limiting their effectiveness in regard to save and quickly access frequently called numbers, such as pharmacy security or blood unit contacts.

Solution

The Contact Manager solution was developed to address this challenges and various work-units were given Teams-enabled phones without access to native contact apps. Here's how it works

SharePoint List:

Initially, a SharePoint list was created to store contact information for each unit. Authorized personnel, such as nurse managers, were given access to manage and maintain these lists.

Power Platform App

The SharePoint list was later converted into a Power Platform app, allowing units to view and manage their specific contact lists. The app ensures that each unit only sees their relevant contacts.

Automatic Filtering

Contacts are filtered based on unit-specific naming conventions, enabling staff to easily access the right contacts.

Key Features

Used Jira - For tracking all Issues

Used Confluence – Documentation

Tracked and prevented upcoming problems.

Impact Measurement

  • •Centralized Contact Management: Standardized contacts are maintained centrally, ensuring consistency and accuracy.
  • •Unit-Specific Contacts: Each unit can have its own set of specialized contacts, catering to specific needs.
  • •Role-Based Access: Contacts are assigned based on roles, enabling efficient management and access control.
  • •Template-Based Contact Lists: Predefined templates are made available for contact lists, customized for each unit.
  • •Teams Channel Creation: New Teams channels are created for each contact list, with admins responsible for managing contacts and user access.

Outcomes

  • Efficient Contact Management: Staff can quickly access frequently called numbers, improving communication and response times.
  • Reduced Administrative Burden: Authorized personnel can manage contact lists, reducing the need for manual updates.
  • Customization: The solution is tailored to the specific needs of each unit, ensuring that staff have access to the contacts they need.