The My data form lets you maintain your employee master data. It gives you an overview of your projects and cases in Sales and Marketing, important Documents or attachments from all activities you are or were involved in. The overview of activities and tasks you are currently responsible for is displayd in your personal Entry Portal.
Additional data concerning the employee or the company can be maintained by the administrator or (with limited access) individually by the user.
See also: Configuring your preferences
Attention: If you need to change significant parts of your master data, then you should always first contact your administrator! It could be that your data is used automatically for various purposes (e.g. MS 365, Cloud Services, telecommunication system, etc..), and conflicts could arise.
Under Substitute, a substitute for a defined period of time can be selected. When the substitute option is chosen, all staff members of the department of the logged-in person are offered for selection. However, other internal persons and teams can be selected as well.
If a substitute is chosen, the system informs them via a message. The substitute is also informed if the substitution is canceled by the initiator. If the initiator logs in even though they are being substituted at that moment, the system informs them about this, and they can cancel the substitution immediately, independently of the agreed time frame. In addition, the system filters all activities of the substitution period and displays all activities that accumulated for processing during the initiator’s absence.
A message that was sent to the initiator is automatically forwarded to the substitute. The initiator receives a copy of the message with the status discarded. The message is forwarded independently of the substitute’s status (the substitute could also be inactive or retired). Messages to a substitute are created only after a substitution period has been specified or altered in My data.
See also: The Entry Portal: Substitute
Note: A substitute cannot substitute a substitute, because substitutions only work on a single level in the CRM. The system issues a message if a substitute wants to substitute themselves, or if one has selected a person as a substitute who is already being substituted or substitutes somebody.
In addition to delegating activities with assigned permissions, a substitute can be specified for a defined period of time who has access to their data and the tasks and activities assigned to them.
A substitute can see all the activities she or he is responsible for in substitution, and sees no "stars" because of restricted access. She or he has exactly the same access to the activities as the initiator.
Note: The special access as a substitute has nothing to do with the access to delegated activities from access-protected cases.
Admin: Access permission is checked during runtime. If a user is currently not permitted to access a record, then the system checks whether the user currently substitutes another user (or several ones). The information about which users are substituted, is collected only once per session. If something changes regarding the substitution, it will take effect only when the substitute logs in the next time. This feature can be switched off by means of the PSA_REP_PRS_INH_ACC variable.
Substitutes and members of a representing team can also read and comment on visit reports. This means that the substitute has the same permission to access the distribution list as the substitute.
Note: During the substitution period, a substitute may have elevated permissions. They are therefore obliged to always mark their comments with a time stamp.
My data provides functions that can be used to configure the communication interfaces and for sales planning evaluations.
The master data that you maintain in this form is also used in particular for communication and correspondence. Therefore, in addition to the master data under General, you should also check the corresponding conversion in the fields of the Additional data subform, such as Correspondence and Email signature.
My data | Letter/Fax | |
|---|---|---|
Phone (business) |
| For direct dial, as needed |
email address of the sender |
| |
Sender env. wdo. |
| Sender line in the envelope window |
Sender header |
| Sender data in right-hand margin column |
Signature (text) | Signature | Signature |
Signature (scan) |
| Signature as a bitmap |
Footer |
| Separate footer for bank details, etc., as needed |
Contact data | Letter/Fax | |
|---|---|---|
Name |
| For envelope window |
Address |
| For envelope windowr |
Form of address | Personal address | Personal address |
Envelope window |
| Address window of a letter |
On the Additional data tab, you will find further bundled information such as
and more.
On the E-Mail Signatures tab under Additional data, you can create several signatures as records (TXT format). When composing an email, you can insert them individually into the email using the Insert signature button. If a global company signature is used in the CRM, it can be provided by the administrator as well. In this case, you can use the Add global checkbox next to your signature to decide whether the global signature should be inserted into the email together with your selected signature.
Here you can also define a reply signature for each language and mark it as such with a flag. The reply signature is automatically inserted before the original text when creating a reply email or forwarding.
If you create the signature as HTML markup, you can also use images (PNG, GIF, JPG).
See also: Administrator, Correspondences
Attention: If you use signatures in other languages, it is essential that you also set the language in the “Language” field. The signatures correspond to the communication language of a contact. If, for example, no English signature is maintained, no signature can be used for a contact whose communication language is English. In such a case, you will receive the error message “No signature”.
Tip: If you remove the entry from the Language field of the signature, you can use the signature independently of the contact’s communication language.