Private person¶
Create a new private person¶
A new private person profile can be created from ‘create new’ – ‘new private person’ in the main side menu
The list of private persons, you are related to as a user can be found in the menu - private persons.
The list can be filtered by name, city, e-mail and type.
Edit function allows editing information directly in the list (not available on mobile size screens).
You can also register new private person directly in the list with +Add new item function.
You can always use the search or the selection functionality to find a private person.
Private person card¶
Header
Header presents the overview information about the private person. It is possible to edit every information from the header. It is also possible to swipe the first header to view the second header view with the private person’s history log.
Action bar¶
The action bar contains the following functionality:
Call – call the private person direct (mobile option) or via Skype (PC option)
E-mail – Create a new email with the private person’s email address set as ‘to’ by default
Web - Open web address related to the private person
New appointment – Shortcut to create a new appointment, the user is navigated directly to the calendar to see the available time.
Export PDF - The PDF document is generated with all the personal information about the private person (GDPR function)
Tag - Set and edit tags on the private person’s card
Insert – Shortcut to upload files which will be listed under the Document tab
Map – Open the address related to the private person in Google maps
More - Additional functionality to relate other ‘object’ or create a new one in relation to the private person
Tabs¶
Contact information – contains additional contact information about the private person. There is the possibility to add and edit additional information. Contains GDPR and marketing consent information, see more under GDPR for private persons.
Responsibles – list of users related to the private person. It is possible to delete a relation in the list.
Activities – list of all the activities related to the private person, both done and planned. Function to check activity as done directly in the list.
Cases – list of all the cases related to the private 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 private person.
Projects – list of all the projects related to the private person. It is possible to delete the relation between the project and the private person. When deleting the relation to a project, you will also delete the relation to the concerned deal.
Deals – list of all the deals related to the private person. It is possible to delete the relation between the deal and the private person. When deleting the relation to a deal, you will also delete the relation to the concerned project if there is one.
Companies – list of all the companies related to the private person.
Work order - list of all the work orders connected to the private person.
Document – list of all the documents and files uploaded on the private 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 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 private person is related as a part of this marketing activity target group.
See also
in order to delete the private person the user has to have feature Delete
GDPR functionality¶
The private person’s card contains GDPR information and functionality.
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 both the GDPR and the 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 private person has the GDPR status Consent no it is highlighted in the header. This informs the user that the private person asked not to store his/her personal data. The private person should be anonymized.
Export PDF – Personal data of a private person can be exported to PDF by function in the action bar. This function can be used when a person requests a withdraw of personal information.
Anonymize and Delete – Private person can be anonymized or deleted through the selection template privates persons without consent. The template contains action for anonymizing, deleting and changing the 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 Private person’s card. The second header is available by clicking either of the arrows on the side of the header, or by swiping on mobile. The log contains information about: log date, type of action, user and comment.
Sweet One helps the user with data anonymization. If a private person gives ‘consent no’ his/her data should be encrypted or removed from data sets so he/she remains anonymous.
How to anonymize the existing private person?
See also
To anonymize the private 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 private persons without consent.
- In the main menu open submenu - selection
- Select ‘private persons without consent’
- Find the private person on the list
- Navigate to the ‘more menu’ and select actions
- Select the private 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 private person will be anonymized
The private person is no longer visible on the company card to which he/she was related.
The private person is unsearchable in the system.
Related objects (activities, case, deal, project, document, marketing activity) - the private 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 private person looks after anonymizing
| Field | Result |
| First name | anonymized |
| Last name | anonymized (replaced by the date) |
| Type | stays |
| Social security no. | removed |
| Customer no. | stays |
| Category | stays |
| Gender | stays |
| Language | removed |
| removed | |
| Phone | removed |
| Mobile | removed |
| Web | removed |
| Address | removed |
| Zip code | stays |
| City | stays |
| Area | stays |
| Country | stays |
| GDPR | stays |
| Comment | stays |
| Marketing consent | stays |
| Source | stays |
| Active | the private person is not active |
Tip
The only way to ‘find’ the card of the anonymized private person is to search for it in the menu Recent
