Contacts¶
Create a new contact person¶
New contacts are created from the more menu button in the action bar on the company or the company group card.
In the main menu, you can find menu Contacts with the list of all contact related to the companies to which you are related to. You can filter the list and sort the result by the first or last name. Edit function allows editing information directly in the list (not available on mobile size screens).
You can always use the search functionality or the selection to find a specific contact person. On the start page, there is a status link to all the contacts without an e-mail address.
Contact card¶
Header¶
Header presents the overview information about the contact person. It is possible to edit all the information from the header and to swipe the first header to view the second header view with the contact person’s history log.
Action bar¶
The action bar contain the following functionality:
Call – call the contact person directly (mobile option) or via Skype (PC option)
E-mail symbol – create a new email with the contact’s email address set to ‘to’ by default
New appointment – Shortcut to create a new appointment, the user is navigated directly to the calendar to see available time
Tag – set and edit tags on the contact
Export PDF - create a PDF document with all the information about a contact person
Insert – Shortcut to upload files which will be listed under the Documents tab
Map – Open google maps with the contact’s company address
More – Additional functionality to relate other ‘object’ or create a new one related the contact person
Relations¶
The contact’s relations to companies and company groups are listed under the action bar. The contact person can be linked to one or many Companies/Company Groups.
Tabs¶
Contact information – contains additional contact information about the contact person. User can add and edit additional information about the contact person. The company’s address is treated as contact person address. Contains both GDPR and the marketing consent information, see more under GDPR functionality.
Activities – list of all the activities related to the contact person, both done and planned. The user can check activity as done directly in the list.
Cases – list of all the cases related to the contact person. Status of the case is shown on the right-hand side next to the delete function that deletes the relation between the case and the contact person.
Projects – list of all the projects related to the contact person. It is possible to delete the relation between the project and the contact person. When deleting the relation to the project, you will also delete the relation to the concerned deal.
Deals – list of all the deals related to the contact person. It is possible to delete the relation between deal and the contact person. When deleting the relation to a deal, you will also delete the relation to the connected project if there is one.
Work order - list of all work orders related to the contact person. It is possible to delete the relation between work order and contact person.
Document – list of all the documents and files uploaded on the contact person. It is possible to delete the document.
Forms – the tab shows all the available form templates published on the object. To start a new form from a template, click on it. The list shows both ongoing (can be opened to continue) and finished forms (can only be previewed). The PDF icon enables to download the form (in a PDF format). The bin icon enables to delete a form. The envelop icon enables the user to send a form with an e-mail (sent as a PDF attachment).
Marketing activities – list of all the marketing activities to which the contact person is related as a part of this marketing activity target group.
See also
in order to delete the contact the user has to have feature Delete
Under Additional contact info the user can add multiple addresses, e-mail addresses, phone numbers and websites per contact.
GDPR functionality¶
The GDPR information (function) is available on the contact person’s card.
The Contact information tab (as well as edit mode of the header) contains the GDPR consent and the marketing consent information. It is possible to edit the GDPR and marketing information. Changes of GDPR information will be logged (available when swiping the header or at the bottom in the communication tab).
When changing GDPR to Consent no or Consent yes comment will be mandatory and saved in the log.
Consent no - If the contact person has the GDPR status Consent no it is highlighted in the header. This informs the user that the contact person asked not to store his/her data. The contact should be anonymized.
Export PDF – Contact person’s data can be exported to a PDF by function in the action bar. This function can be used when a person requests a withdraw of personal data.
Anonymize and Delete – Contacts can be anonymized or deleted through the selection template Contacts without consent. The template contains action for anonymizing, deleting and changing GDPR. This selection template is only available for users with feature Admin GDPR.
GDPR log - All actions made by users are logged on the second header of the contact person’s card. The second header is available by clicking on the arrows on the side of the header or by swiping on the mobile. The log contains information about: log date, type of action, user and comment.
See also
in order to delete the contact the user has to have feature Delete
Anonymizing contact person¶
Sweet One helps the user with data anonymization. If a contact person gives ‘consent no’ his/her data should be encrypted or removed from data sets so he/she remain anonymous.
How to anonymize the existing contact?
See also
To anonymize the contact person the user has to have feature ADMIN GDPR. All users with feature Admin GDPR can see an additional submenu in the selection menu called contacts without consent.
- In the main menu open submenu - selection
- Select ‘contacts without consent’
- Find the contact person on the list
- Navigate to the ‘more menu’ and select actions
- Select the contact person from the list and in the bottom ‘more menu’ select anonymize
- The pop-up window will be generated asking to confirm anonymizing
- When confirmed the contact person will be anonymized
The contact person is no longer visible on the company card to which he/she was related.
The contact person is unsearchable in the system.
Related objects (activities, case, deal, project, document, marketing activity) - the contact person is visible under the ‘relations tab’ but his/her name is encrypted.
Forms – the form is available in the forms answer, but if inside the form there was information about the name it is anonymized
The following table shows how the information about the contact person looks after anonymizing
| Field | Result |
| First name | anonymized |
| Last name | anonymized (replaced by the date) |
| Job title | removed |
| Position | stays |
| Category | stays |
| Gender | stays |
| Language | removed |
| removed | |
| Phone | removed |
| Mobile | removed |
| Contact methods | stay |
| GDPR | stays |
| Comment | stays |
| Source | stays |
| Marketing consent | stays |
| Established contact | is set to ‘no’ |
| Active | the contact is not active |
| Information about related company | stays |
| Additional contact info | removed |
Tip
The only way to ‘find’ the card of the anonymized contact person is to search for it in the menu Recent
