2018 June Release

Contact ManagementPermanent link for this heading

The contact management allows you to create and manage contacts in contact rooms (Enterprise and higher only; must be enabled by Fabasoft Cloud Support). Based on user-defined criteria you can specify address lists that can be exported for sending newsletters, for example.

Contacts can be either contact persons or organizations. Organizations, in the sense of contacts, should not be confused with cloud organizations (used for user administration). Duplicate checks support the avoidance of different datasets.

Special property values of contacts (e.g. salutation, address, telephone number and so on) can be assigned to different contact rooms and are therefore only visible to authorized users in the respective contact rooms. This makes it possible, for example, to ensure that the business contact data of employees are accessible to all employees, while the private contact data is only accessible to the HR department.

Audit log entries are written for use cases such as copying data tables or exporting contacts. More information can be found in chapter “Auditing”.

Contacts DashboardPermanent link for this heading

The contacts dashboard provides your access point to the contact management.

When you are added to a contact configuration as a contacts user, a dashboard is automatically created and placed on “Home”. If you are removed as a contacts user, the dashboard will also be removed.

The contacts dashboard is divided into the following areas:

  • Recently Used Contacts
    Shows the last contact persons and organizations you have used.
  • Contact Rooms
    Shows the contact rooms in which the contacts are managed. Each contact room defines its own rights context.
  • Address Lists
    Shows all address lists. In address lists, contacts can be collected and exported from different contact rooms.

You can perform the following actions:

  • Create Contact Room
    As contacts administrator you can use the “Create Contact Room” action to create new contact rooms.
  • Switch to Configuration
    Use the “Switch to Configuration” action to view the configuration associated with the dashboard.
  • Settings
    The “Settings” action allows you to set general contacts dashboard properties, such as the logo or notification setting.

Contacts ConfigurationPermanent link for this heading

In the contacts configuration, you can define as contacts administrator settings for the metadata of contacts. In addition, you can specify users who are allowed to use the contact management.

Contacts configurations can be created in the organization by the organization owner, organization administrator or payment user. The defined contacts administrators can edit the corresponding contacts configurations.

Note: As contacts administrator, you can switch to the assigned configuration via the contacts dashboard.

The contacts configuration dashboard is divided into the following areas:

  • Contact Rooms
    Shows the contact rooms in which the contacts are managed. Each contact room defines its own rights context.
  • Categories
    Shows the categories that can be assigned to contacts. Used in particular to store form categories that enhance the contacts with user-defined properties.

You can perform the following actions:

  • Settings
    Use the “Settings” action to define settings for the metadata of contacts.
  • Team
    The “Team” action allows you to specify contacts administrators who can edit the configuration. Contacts administrators have full control on all contact rooms. Contacts users are authorized to use the contact management. The respective rights are determined by the contact rooms.
    Note: Based on the specified users the consumed licenses of the respective service package are calculated.

In the contact configuration, you can make the following settings:

“Contact Person” tab

  • Contact Person
    Specifies which optional contact person metadata should be displayed for a contact person.
  • Address
    Specifies which optional address metadata should be displayed for a contact person.
  • Organization
    Specifies which optional organizational metadata should be displayed for a contact person.
  • Further information
    Specifies which optional additional information metadata should be displayed for a contact person.
  • Declarations of Consent
    Specifies which fields should be displayed for a contact person with regard to declarations of consent for data processing.
  • Default Category for Contact Persons
    The category (e.g. of a user-defined form) is assigned to contact persons during creation. Only categories defined in the configuration can be selected.
  • Default Category for Organizations
    The category (e.g. of a user-defined form) is assigned to organizations during creation. Only categories defined in the configuration can be selected.

“Organization” tab

  • Organization
    Specifies which optional organizational metadata should be displayed for an organization.
  • Address
    Specifies which optional address metadata should be displayed for an organization.

“Predefined Values” tab

  • Relationship Types
    Specify values that you want to be selectable for relationship types (for example, business partners).
  • Industries
    Specify values that you want to be selectable for industries (for example, trade).
  • Functions
    Specify values that you want to be selectable for functions (for example, consultant).
  • Kinds of Social Media
    Set values to be selectable for types of social media (for example, Facebook).
  • Kinds of Other Information
    Specify values to be selected for types of additional information (for example, hobby).
  • Declarations of Consent
    Specify values to be selected for types of declarations of consent (for example, e-mail).

“Externally Managed Fields” tab

  • Contact Person
    The selected metadata is displayed read-only for a contact person, if the Managed Externally option is selected for the contact person. This means that the metadata can no longer be changed via the user interface, but only via the import mechanism.
  • Organization
    The selected metadata is displayed read-only for an organization, if the Managed Externally option is selected for the organization. This means that the metadata can no longer be changed via the user interface, but only via the import mechanism.

Contact RoomsPermanent link for this heading

Contact rooms are used for the structured administration of contacts and to define access rights (“Team” action) and default categories (“Settings” action > “Settings” tab).

You can store the contacts directly in the contact room at top level or structure them further with folders. Special property values of contacts (e.g. the salutation) can be assigned to different contact rooms and are therefore only visible to authorized users in the respective contact rooms.

Address lists allow collecting and exporting contacts from different contact rooms.

Creating Contact PersonsPermanent link for this heading

To create a contact person, perform the following steps:

  1. Navigate in the desired contact room.
  2. Click the “Create Contact Person” action.
  3. Enter the contact person’s data. First name and surname are mandatory fields.
  4. Optionally, click the “Show Additional Fields” button to see all available fields of the contact person.
  5. Click “Create”.

Note:

  • If no main organization is assigned to the contact person, an organization name and the function in the organization can be assigned textually.
  • If organizations are assigned to the contact person, the addresses and telephone numbers of the current organizations are added to the contact person.
  • Before a contact person is created, a duplicate check is automatically carried out (see chapter “Duplicate Check”).

Creating OrganizationsPermanent link for this heading

To create an organization, perform the following steps:

  1. Navigate in the desired contact room.
  2. Click the “Create Organization” action.
  3. Enter the organization’s data. The name is a mandatory field.
  4. Optionally, click the “Show Additional Fields” button to see all available fields of the organization.
  5. Click “Create”.

Note: Before an organization is created, a duplicate check is automatically carried out (see chapter “Duplicate Check”).

Duplicate CheckPermanent link for this heading

When creating or changing contacts, it is checked whether a corresponding contact already exists. The duplicate check is only performed with contacts that the user, who executes the action, has access to. If a duplicate has been found, you can clean up or merge the contacts in a dialog.

Contact persons are recognized as duplicates if

  • either the e-mail address already exists and/or
  • the given first name and surname already exist.

Organizations are recognized as duplicates if

  • either the e-mail address already exists and/or
  • the entered organization name already exists.

To perform a duplicate check, perform the following steps:

  1. When creating or editing a contact, a duplicate check is automatically carried out. If a duplicate is found, a dialog will be opened.
  2. Values that differ are highlighted. The new value is highlighted in yellow and the old value is crossed out. Move the mouse pointer over the corresponding line. You can adjust the values accordingly by using the “Insert”, “Remove", “Replace” or “Discard” buttons. The “Restore” button can be used to discard an adjustment.
  3. Click “Next” after resolving all conflicts.

Changing the Assignment of ContactsPermanent link for this heading

Contacts can be assigned to another contact room. Full control is required in the source contact room and change access in the target contact room. If you do not have the necessary rights, the change request can also be forwarded to another user.

To change an assignment of contacts, perform the following steps:

  1. Navigate to the desired contact.
  2. In the contact's context menu, click “Change Assignment” (available only for users with full control).
  3. If you have change access in the target contact room, you can change the assignment by yourself, otherwise you can forward the change request, for example, to a contact administrator.
    • Case 1: Select the target contact room and click “Change Assignment”.
    • Case 2: Click “Forward”. Select a user (contact administrator) and click “Forward”. The selected user receives an activity in the worklist. The assignment to the contact room can be changed via the “Change assignment” work step.

Note: You can determine contact administrators by switching to the configuration and clicking the “Team” action.

Using Address ListsPermanent link for this heading

Address lists can be created in a contact room (access rights context) using the “Create Address List” action. However, the contacts in address lists can be collected from different contact rooms.

If a user does not have access rights to a contact in the address list, the contact is displayed with “Access Denied”.

Additional address lists can be created in address lists. This makes it possible to create an address list hierarchy. For example, an address list “Events” can consist of address lists for different events. When exporting the “Events” address list, all contacts of the subordinate address lists are taken into account.

You can manually compose address lists by copying and pasting contacts into the address list. Alternatively, you can also define search criteria.

To define search criteria for an address list, perform the following steps:

  1. Navigate in the desired address list.
  2. Click the “Define Search Criteria” action.
  3. Select whether you want to search for contact persons or organizations.
    You can also restrict the objects you are looking for to the current contact room or your organization.
  4. Enter the search criteria and click “Save Query”.
  5. Click on the “Refresh Result” action to apply the search criteria.

Note:

  • “Refresh Result” applies the last saved query to the address list.
  • You can also use the “Define Search Criteria” action for a standard search without saving the query. You can copy the search hits manually.

Importing and Exporting ContactsPermanent link for this heading

The import and export of contacts is possible in address lists. When importing contacts, they are assigned to the contact room of the used address list. If a user-defined form is assigned to contacts, these properties can also be imported and exported (the programming name of the respective property serves as the column caption).

Import

Contacts can be imported and updated using a CSV or XLSX file.

To import contacts, perform the following steps:

  1. Navigate in the desired address list.
  2. Click the “Import Contacts” action.
  3. Click the “Download CSV Template” button to obtain a template describing the required data structure.
  4. In the Content field, enter the path to the CSV or XLSX file that defines the contacts.
  5. Click “Start import”.
  6. After the import has completed, click “Next”.

The imported contacts are stored in the address list and in the corresponding contact room.

The CSV columns are generally user-defined text fields of the type string or date (yyyy-mm-dd).

Note: The externally managed properties of a contact can only be updated, if the specified data source matches the data source of the existing contact.

Organization

The following table contains all relevant columns for organizations.

CSV Column

Field

Possible Value

objexternalkey

Import ID

String

To fill fields with several lines (e.g. addresses), you can specify several lines with the same external key (objexternalkey) in the CSV file.

objclass

Object Class

String (ContactRoomOrganisation)

externaldatasource

External Data Source

String

orgname

Name

String

address.addrstreet

Addresses (Street)

String

address.addrpostofficebox

Addresses (P.O. Box)

String

address.addrzipcode

Addresses (Zip Code)

String

address.addrcity

Addresses (City)

String

address.addrstate

Addresses (State)

String

address.addrcountry

Addresses (State)

String

address.addrtopic

Addresses (Type)

Reference of an address type (e.g. TermBusiness, TermPrivate)

emailinformation.emailaddress

E-Mail Addresses (E-Mail Address)

String

emailinformation.addrtopic

E-Mail Addresses (Type)

Reference of an address type (e.g. TermEMail1, TermEMail2)

telephone.telnumber

Telephone Numbers (Telephone Number)

String

telephone.addrtopic

Telephone Numbers (Type)

Reference of an address type (e.g. TermBusiness, TermFax)

website

Web Site

String

telephonebusiness

Telephone Numbers (Telephone Number, Business)

String

telephonefax

Telephone Numbers (Telephone Number, Fax)

String

telephonemobile

Telephone Numbers (Telephone Number, Mobile)

String

telephoneprivate

Telephone Numbers (Telephone Number, Private)

String

emailbusiness

E-Mail Addresses (E-Mail Address, Business)

String

emailprivate

E-Mail Addresses (E-Mail Address, Private)

String

addressbusiness.addrstreet

Addresses (Street, Business)

String

addressbusiness.addrpostofficebox

Addresses (P.O. Box, Business)

String

addressbusiness.addrzipcode

Addresses (Zip Code, Business)

String

addressbusiness.addrcity

Addresses (City, Business)

String

addressbusiness.addrstate

Addresses (State, Business)

String

addressbusiness.addrcountry

Addresses (Country, Business)

String

addressinvoice.addrstreet

Addresses (Street, Invoice)

String

addressinvoice.addrpostofficebox

Addresses (P.O. Box, Invoice)

String

addressinvoice.addrzipcode

Addresses (Zip Code, Invoice)

String

addressinvoice.addrcity

Addresses (City, Invoice)

String

addressinvoice.addrstate

Addresses (State, Invoice)

String

addressinvoice.addrcountry

Addresses (Country, Invoice)

String

addressprivate.addrstreet

Addresses (Street, Private)

String

addressprivate.addrpostofficebox

Addresses (P.O. Box, Private)

String

addressprivate.addrzipcode

Addresses (Zip Code, Private)

String

addressprivate.addrcity

Addresses (City, Private)

String

addressprivate.addrstate

Addresses (State, Private)

String

addressprivate.addrcountry

Addresses (Country, Private)

String

orgsuppliernr

Supplier Number

String

orgcustomernr

Customer Number

String

orgtradeid

Trade Directory ID

String

orgvatid

VAT ID

String

orgdataprocid

Data Processing ID

String

orgjurisdiction

Court of Jurisdiction

String

orgindustries

Industries

Import ID of a term

overridekeys

-

CSV columns of properties to be overwritten separated by commas (otherwise empty values are ignored and values are added in list properties)

Note: For overridekeys with multipart CSV column names, specify the string before the dot (e.g. telephone). Overwriting therefore affects all values of the telephone aggregate and all other telephone columns serving simplification purposes (telephone.telnumber, telephone.addrtopic, telephonebusiness, telephonefax etc.). For addresses, e-mail addresses and telephone numbers you have to specify the respective base column (address, emailinformation or telephone).

Contact Person

The following table contains all relevant columns for contact persons.

CSV Column

Field

Possible Value

objexternalkey

Import ID

String

To fill fields with several lines (e.g. addresses), you can specify several lines with the same external key (objexternalkey) in the CSV file.

objclass

Object Class

String (ContactRoomPerson)

externaldatasource

External Data Source

String

userfirstname

First Name

String

persmiddlename

Middle Initial

String

usersurname

Surname

String

persposttitle

Post Title

String

persawardedtitle

Awarded Title

String

persjobtitle

Job Title

String

persacademictitle

Academic Title

String

persnickname

Nickname

String

perssex

Sex

String (SEX_FEMALE or SEX_MALE)

persbirthday

Date of Birth

Date

perssalutations.salutation

Salutations (Salutation)

String

perssalutations.addrtopic

Salutations (Type)

Reference of a salutation type (either TermFormalSalutation or TermPersonalSalutation)

persmothertongue

Mother Tongue

Reference of a system language (e.g. LANG_GERMAN, LANG_ENGLISH)

commlanguage

Language for Communication

Reference of a system language (e.g. LANG_GERMAN, LANG_ENGLISH)

address.addrstreet

Addresses (Street)

String

address.addrpostofficebox

Addresses (P.O. Box)

String

address.addrzipcode

Addresses (Zip Code)

String

address.addrcity

Addresses (City)

String

address.addrstate

Addresses (State)

String

address.addrcountry

Addresses (State)

String

address.addrtopic

Addresses (Type)

Reference of an address type (e.g. TermBusiness, TermPrivate)

emailinformation.emailaddress

E-Mail Addresses (E-Mail Address)

String

emailinformation.addrtopic

E-Mail Addresses (Type)

Reference of an address type (e.g. TermEMail1, TermEMail2)

telephone.telnumber

Telephone Numbers (Telephone Number)

String

telephone.addrtopic

Telephone Numbers (Type)

Reference of an address type (e.g. TermBusiness, TermFax)

website

Web Site

String

telephonebusiness

Telephone Numbers (Telephone Number, Business)

String

telephonefax

Telephone Numbers (Telephone Number, Fax)

String

telephonemobile

Telephone Numbers (Telephone Number, Mobile)

String

telephoneprivate

Telephone Numbers (Telephone Number, Private)

String

emailbusiness

E-Mail Addresses (E-Mail Address, Business)

String

emailprivate

E-Mail Addresses (E-Mail Address, Private)

String

addressbusiness.addrstreet

Addresses (Street, Business)

String

addressbusiness.addrpostofficebox

Addresses (P.O. Box, Business)

String

addressbusiness.addrzipcode

Addresses (Zip Code, Business)

String

addressbusiness.addrcity

Addresses (City, Business)

String

addressbusiness.addrstate

Addresses (State, Business)

String

addressbusiness.addrcountry

Addresses (Country, Business)

String

addressinvoice.addrstreet

Addresses (Street, Invoice)

String

addressinvoice.addrpostofficebox

Addresses (P.O. Box, Invoice)

String

addressinvoice.addrzipcode

Addresses (Zip Code, Invoice)

String

addressinvoice.addrcity

Addresses (City, Invoice)

String

addressinvoice.addrstate

Addresses (State, Invoice)

String

addressinvoice.addrcountry

Addresses (Country, Invoice)

String

addressprivate.addrstreet

Addresses (Street, Private)

String

addressprivate.addrpostofficebox

Addresses (P.O. Box, Private)

String

addressprivate.addrzipcode

Addresses (Zip Code, Private)

String

addressprivate.addrcity

Addresses (City, Private)

String

addressprivate.addrstate

Addresses (State, Private)

String

addressprivate.addrcountry

Addresses (Country, Private)

String

persfunctionbc

Function According to Business Card

String

perssupervisor

Supervisor

String

persassistent

Assistant

String

persmainorgname

Name of the Organization

String

persfunctions

Functions

Import IDs of terms separated by |

persmainorg

Main Organization

Import ID of an organization

perscurremployments.emplorg

Current Organizations (Organization)

Import ID of an organization

perscurremployments.emplfunction

Current Organizations (Function)

String

perscurremployments.emplfrom

Current Organizations (From)

String

perscurremployments.emplto

Current Organizations (To)

String

perspastemployments.emplorg

Previous Organizations (Organization)

Import ID of an organization

perspastemployments.emplfunction

Previous Organizations (Function)

Import ID of a term

perspastemployments.emplfrom

Previous Organizations (From)

String

perspastemployments.emplto

Previous Organizations (To)

String

persconsentdeclarations

Declarations of Consent

Import IDs of terms separated by |

overridekeys

-

CSV columns of properties to be overwritten separated by commas (otherwise empty values are ignored and values are added in list properties)

Note: For overridekeys with multipart CSV column names, specify the string before the dot (e.g. telephone). Overwriting therefore affects all values of the telephone aggregate and all other telephone columns serving simplification purposes (telephone.telnumber, telephone.addrtopic, telephonebusiness, telephonefax etc.). For addresses, e-mail addresses and telephone numbers you have to specify the respective base column (address, emailinformation or telephone).

Export

Contacts can be exported as CSV file. For property lists, the first value found is exported.

To export contacts, perform the following steps:

  1. Navigate in the desired address list.
  2. Click the “Export Contacts” action.
  3. By default, the columns to be included in the CSV file are determined by the column settings of the address list. Adjust the columns if necessary.
    Note: The last used settings are saved for the address list, if the export was carried out by a user with at least change rights. You can restore the columns according to the address list by clicking the “Reset” button.
  4. Optionally, click “Show Details” to set the order for exporting addresses, phone numbers, e-mail addresses, salutations and contact rooms. The order of the contact rooms is always the second criterion. Only the first value found is exported.
    Example: If you specify the sequence for e-mail addresses with “Business, Private” and the sequence of contact rooms with “Room 1, Room 2”, the following sequence is defined:
    • First, the first business e-mail address assigned to room 1 is searched for.
    • if no e-mail address was found, the first business e-mail address assigned to room 2 is searched for.
    • If no e-mail address was found, the first private e-mail address assigned to room 1 is searched for.
    • If no e-mail address was found, the first private e-mail address assigned to room 2 is searched for.
  5. Click “Export”.

The CSV file with the selected columns is downloaded.

Deleting ContactsPermanent link for this heading

To delete a contact (to be placed in the recycle bin) you need to have change access. If property values of the contact are assigned to a different contact room, also change access is required in this room. If you do not have the necessary rights, contact a contacts administrator. To delete permanently a contact (to be removed from the recycle bin) full control is required.

To delete a contact, execute the “Delete” context menu command.

Using Address BooksPermanent link for this heading

Access to contacts is also possible via third-party products such as “Apple Contacts”, which support the CardDAV standard. A password for applications is required for access. If you have not yet created one for CardDAV, create one now (see chapter “Access for Applications”).

To display contacts in a third-party product, proceed as follows:

  1. Navigate to a contact room.
  2. Click the “Address Book Settings” action,
  3. Specify the desired Address Book List and the Default Address Book.
  4. Click “Save”.
  5. Switch to your third-party contacts product.
  6. Configure a new account in the third-party product. Enter your e-mail address for the cloud log-in as the user name and the generated password for applications as the password.

The cloud contacts are now displayed in the third-party product.