Contacts

See also: Contacts

Note: Some of the attributes in this menu affect external as well as external contacts (e.g. "Form of address" applies to both, but "Industries" or "Regions" only to external contacts.).

Administration / Contacts /...	Explanation, usage	Customizing
Internal staff members	Create and manage internal contacts	Creating allowed
Login Manager	Grant several users access to selected modules	Creating allowed
Group Assignment	Grant several users access to selected modules	Creating allowed
Licenses	Supports administration of licenses from license files	Specific functions
Own company / internal departments	Create a new own company and departments and manage them	Creating allowed
CTI-call log	Global dialing internal log; please note the privacy-related aspects!	Only information
Calendar release	Global user-specific default releases for internal staff. Can also be adjusted for internal staff in Additional data/calendar release (calendar sharing definition). See also Releasing the calendar or resources for other users, esp. the Admin note.	Setting attributes possible
Groupware user	Shows all entries made by users via email configuration under My Data.	Only information
Echobot user	Administration of the Echobot user	Setting attributes possibly
Countries	Management of country information with ISO code, language, currency and telephone area code.	Creating allowed
Addresses	Administration and verification of address entries	Creating allowed
Industries	Management of the industry descriptions for companies (see also below: Notes on maintaining industries). Import of industry directories via CSV or XML import is recommended. The Global ID is a system internal ID and cannot be changed.	Creating allowed
Regions	Management of the geographic Regions for companies.	Creating allowed
Allocation of the region	Regional assignment of account managers	Creating allowed
GDPR data protection	Administration of intended uses, legal basis, sources	Creating allowed
... Selections / Position in enterprise	Administration of the Position in the enterprise in the external company, referring to the position of the staff members in the company, e.g., decision maker, Pre sales.... In the External/internal subfield, the position can be restricted by means of EXT or INT. If nothing is stated, the position is always offered (standard).	Creating allowed
... Selections / Roles	Management of the types of relations of different contacts (in external contacts), e.g., partner, relative.... Selected contact relations (e.g. supplier, distribution partner) can be given a direction-dependent description. For it, contact relations can be grouped via Grouping. For example, Supplier ↔ Supplier for or Distribution partner ↔ Distribution for	Creating allowed
... Selections / Contact properties	Management of the special characteristics of contacts (and persons), e.g., married, sportsman... Multiselect: specifies comma-separated entries as a pull-down menu (multi selection); Menu: comma-separated entries (characteristics) for a property	Creating allowed
... Selections / Academic title	Management of the titles for persons, for example engineer, professor.... (with name entry)	Creating allowed
... Selections / Gender	Gender-specific form of address in the name assistant	Creating allowed
... Selections / Form of address and correspondence address	Modifying the form of address/of the envelope window for a specific communication language (the language must have been created first under Administration/Documents/Language, so its identifier can be specified here).	Creating allowed
... Selections / Acquisition occasion	Management of the way a contact was established (Occasion in companies and persons), e.g., fair, meeting...	Creating allowed
... Selections / Name affixes	Management of name affixes for persons, as for example sr., jr....	Creating allowed
... Selections / Customer categories	Management of categories for classifying or filtering contacts (and persons), e.g., short-term turnover, interesting in the long run	Creating allowed
... Selections / Preferred communication channel	Management of the preferred communication type for contacts (and persons). This is evaluated when creating correspondences.	Information only, changes not allowed
... Selections / Creditworthiness	Key for managing the creditworthiness of the customer	Creating not allowed
Groupware user	Displays all entries that were made by users via the email configuration in My data.	Only information
... Selections / Structure type	Selection of the type of the company structure when structuring companies.	Creating not allowed
... Selections / Contact relation state	Contact relation state for use with an external email system.	Creating not allowed
... Selections / Social networks	For contacts, you can provide social networks that can be opened from the CRM in the Internet browser.	Creating not allowed
Data protection protocol actions	Management of the automatic protocol entries made on changes in the data protection tab of the person.	Creating and changing allowed

§ GDPR: For managing GDPR standards: GDPR-compliant registration of persons

Variable name	Description	Default
`PSA_SFR_ADR_DFV_CTY`	Automatically set the country from the country of the logged-in user when creating a new address	`n`
`PSA_SET_ALR_QUE`	Controls the type of the notification of account managers for changes to contact data: OFF = simple notification ON = notification with information about which contact data was modified	`OFF`
`PSA_RPT_ORG`	Standard report for companies	`PSA_RPT_ORG`
`PSA_RPT_PRS`	Standard report for persons	`PSA_RPT_PRS`
`PSA_SYN_PRS_ORG`	Controls whether a change to external personal data (reference person) effects synchronization with company data (synchronization dialog).	`y`
`PSA_SYN_ORG_PRS`	Controls whether a change to external company data effects synchronization with external personal data (reference person) (synchronization dialog).	`y`
`PSA_CTX_USE_CON`	Activate / deactivate color highlighting of contacts with a final status (e.g., retired).	`y`
`PSA_CTI_CUT_NUM`	CTI-number search: number of digits that should be stripped from the phone number if no matching contact/phone number was found	`3`
`PSA_CTI_MAX_INT_NUM_LEN`	Maximum length of internal phone numbers	`4`

Using the variables

PSA_ORG_EXT_FRN_IDN (format for Save As - Company)
PSA_PRS_EXT_FRN_IDN (format for Save As - Persons)
PSA_ORG_EXT_SET_FRN_IDN (Create Save As - Company)
PSA_PRS_EXT_SET_FRN_IDN (Create Save As - Persons)

and the corresponding patterns, the format or behavior of the "Save as" field can be specified.

Example patterns

Person: PSA_PRS_EXT_FRN_IDN, e.g.: <TIT_NAM> <NAM> (<PSA_ORG_EXT.NAM>)
Company: PSA_ORG_EXT_FRN_IDN, e.g.: <NAM> (<PSA_ADR.CIT>)

Use case

As an example, an external company is registered:

Create the environment variable with the name PSA_ORG_EXT_FRN_IDN as a user-specific variable, for example, for group 0 (world). As the data (pattern) enter, for example, <NAM> (<PSA_ADR.CIT>).

Now create the environment variable with the name PSA_ORG_EXT_SET_FRN_IDN as a user-specific variable, for example also for group 0 (world). As data, enter ALWAYS.

Result

If you now create a company with the name "Test", an entry such as Test (Berlin) is made in the "Save as" field. In this case, (Berlin) is the city you entered in the combined address field. Manual changes to the "Save as" field are always overwritten (ALWAYS) if the name or address is changed.

If you replace ORG with PRS in the variable name, a format for "Save as" is assigned to persons. If you replace EXT with INT, then this is done for internal companies or persons.

ALWAYS = Always overwrite existing values in the "Save as" field; y = compare the existing entry in "Save as" with the format (pattern) and overwrite if value corresponds to format; n = do not touch existing entries when updating the name or address.

With this feature, the country of an address can be automatically preset with the country of the internal staff member creating the address.

The country entry is determined by the main address of the currently logged-in internal staff member. If not maintained, the 9-level structure of the own company is traversed upwards towards a main address including a country. The country found is stored in the session (i.e., cached).

When creating a new address, the country is set as a default. However, this does not apply to CSV-, Groupware or cardscan imports, as well as with loader procedures.

The server feature can be activated through the PSA_SFR_ADR_DFV_CTY variable. The default is n.

See also: Contacts, CTI integration with contacts and activities

An industry, in which the company is active, can be selected and assigned for company contacts. This selection used in the CRM corresponds to the specifications of the Statistical Federal Office. The selection is done in a tree structure with three levels. It is an extensive list, but you can make adaptations and changes. You can select industries for the contact via a tree structure with three levels.

In the menu Administration / Contacts / Industries, the industry entries can be maintained. In this list, industry entries can be maintained, taking the category and the level of the industry tree into account.

List box	Sign	Comment
Category 1	A - Z, depending on the category assignment	The category to which the industry belongs, or own category (no category 1 and level 1 = single entry, not assigned to a category and on first level)
Category 2	A - Z, depending on the category assignment	Successor category of category 1 (no category 1 and Level 1 = as above)
Key	any	Freely selectable, but should be unique
Industry	any	Designation of the industry, depending on category and level
Level	-	The structure level in which the industry should appear
-	1	Top level
-	2	Second level of the category depending on category 1
-	3	The lowest level of the category depending on category 2

Contacts

Lists in the Administration/Contacts menu

Selected environment variables (Administration/Settings menu)

Specifying the format of the "Save as" field

Data to set behavior

Automatic presetting of the country for a new contact entry

Information to CTI integration at contacts

Notes on maintaining industries