People
Description
This module is used for the care of the persons. A person is described by their different names, date of birth, address, etc. This data represents the basic information that is transferred to the respective roles (contact person, employee, consultant, customer, etc.). More specific data is maintained in the roles of a person. Linking the roles to a person ensures that no redundant data is created.
Functionality
Input window
This window is used for the care of people. The window is divided into four flaps. The most important one is the first tab "Master data". It contains basic personal data as well as communication information such as address and telephone number. These can be maintained in the lower area via the main menu or the context menu.
The second tab "Additional data" contains data which is not part of the most important personal data. In the standard system, the bank details of a person are found here, which can also be maintained accordingly via the main menu. At the same time, this tab provides space for customer-specific extensions.
The third tab "Characteristics" offers the possibility to add the characteristics (attributes) defined in ClassiX® to a person and to assign corresponding values to them.
The fourth and last tab "Picture" is used to store a picture of a person in the database. An image can be loaded via the button "Select image". This is then displayed accordingly. With the help of the radio buttons the display can be selected, either in original size or dynamically adjusted to the window size. This image is used at different places within ClassiX®, e.g. it is displayed in the employee mask.
Menu item | Description |
---|---|
Edit | - |
: Search terms | - |
: : Insert | Insert search term |
: : Remove | Remove selected search term |
: Communication | - |
: : Insert | - |
: : : Street address | Insert street address |
: : : P.O. Box address | Insert letterbox address |
: : : Telephone | Insert phone number |
: : : Mobile phone | Insert mobile phone number |
Insert email address | |
: : : WWW address | Insert website address |
: : Contact | Contact selected communication object |
: : Representation | - |
: : : Detailed | Display communication data in the detailed view |
: : : List | Display communication data in the list view |
: Bank details | - |
: : Insert | |
: : : Bank details | Create new bank account |
: : : Credit card | Create new credit card |
: : Edit | Edit selected bank details or credit card |
: : Delete | Delete selected bank details or credit card |
: Features | - |
: : Insert | Insert feature |
: : Remove | Remove selected feature |
: Family relations | Managing family relationships |
1. employer | Call up the input window of the 1st employer (if available) |
Notes | Create/edit notes |
: Operations | Processes of the person |
: Create activity document | Transaction receipt |
: : Note | Creating an activity document for an ink note |
: : Letter | Generate transaction document for a letter |
: : Fax | Creating a transaction document for a fax |
- | |
: : : Writing | Write an email |
: : : Import from Outlook | Import email from Outlook |
: : Phone call | Creating an activity document for a telephone call |
: : Meeting | Generate activity document for a meeting |
Close | Close window |
Check | - |
: duplicates | A duplicate check is performed for the person displayed. The result is displayed in the Duplicate Matching window. |
sanctions | A sanction check is carried out for the person displayed. A corresponding web service must be available for this, e.g. by means of the Pythia Sanction Monitor. |
Search | Call up list window |
Options | Call up the option window |
Symbol | Description |
---|---|
Create new person | |
Save changes | |
The displayed person will be deleted without further enquiry | |
Printout of the data of the person | |
Managing family relationships | |
Create/edit notes | |
Processes of the selected person | |
Send email to the person shown | |
Create transaction voucher | |
Set validity | |
Manage roles |
Field | Description | ||||||||||||||||||||||||||||||||||||||||||||||||||
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Master data | |||||||||||||||||||||||||||||||||||||||||||||||||||
: Name * | Name of the person. This is a mandatory field! | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Search terms | The (last) name of the person is automatically stored as a search term when saving. In addition to the name, other names (e.g. call name) or note terms for the person (e.g. caretaker) can be created as search terms. With a right mouse click you can choose whether to insert a new search term or to delete the currently selected search term. A search term can be edited with a double click. A search for "name" in the list window or selection window always includes a search for all the search terms entered | ||||||||||||||||||||||||||||||||||||||||||||||||||
First name | First name of the person | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Intermediate name | In Canada and the United States, middle names are referred to as "middle name(s)" and are often abbreviated to the so-called "middle initial", i.e. the first letter of the second first name, or simply omitted altogether. It is very common to use the name of the mother or one's own birth name as an intermediate name. Rarely is the name from the first marriage used as an intermediate name. e.g. "John F. Kennedy", son of Joseph P. Kennedy and Rose Kennedy, née Fitzgerald- F . is the middle name. | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Birthday | Date of birth of the person | ||||||||||||||||||||||||||||||||||||||||||||||||||
Age | Age of the person calculated from the birthday information | ||||||||||||||||||||||||||||||||||||||||||||||||||
Gender | The gender of the person is required for the letter salutation | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Title | Title of the person | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Language | Language to be used for printing forms | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Status | A status can be assigned to the partner. This status can either be set manually or automatically by a structure status. In order to set up the partner status, a status term "PARTNER_STATE" must be defined with the statuses that a partner can have. In this status at least one subfolder must be created as "standard" status with the ID "IN_PROCESS" (with short name e.g. "Created" or "Released"), which is then displayed first in the processing window. If a status is assigned to the partner (e.g. a status with the ID "BLOCKED" and the short name "Locked"), which has the attribute "lockForLink=1", the use of the partner is prohibited in all documents. This is checked both when the partner is selected and when the document is output. For persons who are stored as contact persons of a company, the status of the company is also checked. | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Communication | Address, phone, email etc.. If a new person is created, a street address and a telephone number can be entered directly. Via the menu item "Communication/Display", you can switch to a list display in order to enter as many street addresses, PO box addresses and/or telephone numbers, mobile phone numbers, e-mail addresses, etc. as you like. The field "Address supplement" is output/printed as additional information to the address, the field "Comment" serves only as a note text and is not output/printed. If the symbol then this is a sub-address, i.e. only the fields "address supplement" and "remark" are overwritten
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Relations | |||||||||||||||||||||||||||||||||||||||||||||||||||
: Partners | The companies and persons with whom the person is related can be specified here. To do this, the company or person can be inserted as a partner and the type of relationship can be specified by double-clicking. This list thus makes it possible to map the following relationships, for example: Company B is an investor in A, person B is an advisor to A. If company A has a relationship with company B, this relationship can also be seen from within company B. In the list, the type of relationship can be maintained in the column "Relationship partner -> company". This is consequently the relationship of the partner displayed in the list to the company displayed in the edit screen. In the column "Relationship Company -> Partner", the type of relationship in the other direction is displayed. This can be maintained in the displayed partner. | ||||||||||||||||||||||||||||||||||||||||||||||||||
Additional data | |||||||||||||||||||||||||||||||||||||||||||||||||||
: Bank details | Listing of the person's bank details. This display could be blocked if it concerns the personal data of an employee and you are not authorised to view their bank details. Bank details can be maintained via the context menu (right mouse button) or the normal menu. | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Assignments to classification terms | Listing of the classification terms to which the person is assigned. Further assignments can be made or removed using the "Insert" and "Remove" buttons. Such assignments or categorisations of persons can be e.g.: "Opinion leader", "Private contact", "Send Christmas card", "Active in branch", etc.. Of course, such classification terms must already have been created in the system. Assignments to general classification terms are marked with the symbol Assignments to - only your own (user-specific) - favourites are marked with the issued | ||||||||||||||||||||||||||||||||||||||||||||||||||
: Other | |||||||||||||||||||||||||||||||||||||||||||||||||||
: : Language | (mother tongue) of the person | ||||||||||||||||||||||||||||||||||||||||||||||||||
: : : USt-IdNr. | Person's VAT number (EU only) | ||||||||||||||||||||||||||||||||||||||||||||||||||
: : Currency | Standard currency for payments from/to the person | ||||||||||||||||||||||||||||||||||||||||||||||||||
: : Tax no. | Tax number of the person (Germany only) | ||||||||||||||||||||||||||||||||||||||||||||||||||
: : Locale | If locales are saved in the system, a direct assignment can be made | ||||||||||||||||||||||||||||||||||||||||||||||||||
Features | |||||||||||||||||||||||||||||||||||||||||||||||||||
: List | Listing of the stored characteristics of the person | ||||||||||||||||||||||||||||||||||||||||||||||||||
Picture | |||||||||||||||||||||||||||||||||||||||||||||||||||
: Picture | Display of a picture of the person | ||||||||||||||||||||||||||||||||||||||||||||||||||
: : Original | Display of the picture in original size/proportions | ||||||||||||||||||||||||||||||||||||||||||||||||||
: : Dynamic | Display of the image is adjusted to the window proportions |
List window
This window is used to list the persons. The list of roles and communication objects of the person currently selected is displayed on the right-hand side of the window.
Double-clicking on a role takes you directly to its input window. Furthermore, the context menu can be called up by right-clicking to create new roles or to display the validity.
Communication objects can be edited with a double click.
Menu item | Description |
---|---|
Edit | - |
: Insert person | Create new person |
: Edit person | Selected person is opened in the input window for editing |
Copy person | The master data, address and telecommunication data of the selected person are copied to a new person. |
Copy person as company | The master data, address and telecommunication data of the selected person are copied to a new company. |
1. employer | Call up the input window of the 1st employer (if available) |
: Family relations | Maintaining family relationships |
Notes | Create/edit notes |
: Operations | Processes of the selected person |
: Create activity document | - |
: : Note | Creating an activity document for an ink note |
: : Letter | Generate transaction document for a letter |
: : Fax | Creating a transaction document for a fax |
- | |
: : : Writing | Write an email |
: : : Import from Outlook | Import email from Outlook |
: : Phone call | Creating an activity document for a telephone call |
: : Meeting | Generate activity document for a meeting |
: Remove selected lines | The selected line is removed from the list |
: Delete person | Delete selected person |
Close | Close window |
Check | - |
: duplicates | A duplicate check is performed for the persons selected in the list. The result is displayed in the Duplicate Matching window. |
sanctions | A duplicate check is carried out for the persons selected in the list. A corresponding web service must be available for this, e.g. by means of the Pythia Sanction Monitor. |
Rolls | - |
: Insert role | Insert a new role for the selected person |
: Activities of the role | Processes of the selected role |
: Validity of the role | Display the validity of the person's selected role |
Lists of names | Calls up the window for searching/listing the names and titles of the people saved |
Route planning | Calling up the route planning, the selected persons are automatically taken over to plan a route |
Options | Call up the option window |
Symbol | Description |
---|---|
Perform multiple search: All fields marked in blue are taken into account in this search. With the multiple search it is possible to search for several criteria at the same time. | |
Searchfor characteristics | |
Reset list of persons | |
Create new person | |
The selected person is opened in the input window | |
The displayed person will be deleted without further enquiry | |
Set validity | |
Manage roles of the person selected in the list | |
View birthday calendar | |
Maintaining family relationships | |
Create/edit notes | |
Operations of the selected company | |
Send email to the selected persons | |
Create transaction document | |
View the financial status of the person selected in the list | |
Printout of the data of the person | |
Copy list of people to clipboard |
Field | Description |
---|---|
Name | Search for name (=surname) or other search terms of the desired person |
First name | Search by first name |
Country | First select the country to search for. Then start the search with the button. |
POSTCODE | Search by postcode |
Place | Search by location |
Keyword | Free selection of a keyword with personal objects |
Selection window
This window is used to select a person.
Menu item | Description |
---|---|
Options | Call up the option window |
Symbol | Description |
---|---|
Perform multiple search: All fields marked in blue are taken into account in this search. With the multiple search it is possible to search for several criteria at the same time. | |
Reset list of persons |
Field | Description |
---|---|
Name | Search for name (=surname) or other search terms of the desired person |
First name | Search by first name |
Country | First select the country to search for. Then start the search with the button. |
POSTCODE | Search by postcode |
Place | Search by location |
Option window
All settings for the search can be made here. The window can only be closed with the "OK" button.
Menu item | Description |
---|---|
Edit | - |
: Set default settings | all changed settings are reset to default |
Field | Description | ||||||||||||||
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Partner (general) | |||||||||||||||
: Search options | - | ||||||||||||||
: : : Immediate take over in case of a hit | If only one person is found during a search, this person is opened in the input window | ||||||||||||||
: : : Clear list before new search | The list is cleared before each new search | ||||||||||||||
Validity | Validity | ||||||||||||||
Number of objects | Determines the maximum number of objects in the list that can be displayed during a search | ||||||||||||||
Person (search) | |||||||||||||||
: Search options | - | ||||||||||||||
: : Type of search | - | ||||||||||||||
: : by wildcard (wildcard) | The search argument entered in the "Name" field is run against the search terms of the persons and their roles. The search argument can contain wildcards. (Basically, this search corresponds to a search by Damerau-Levenshtein distance with distance = 0 (see below)). | ||||||||||||||
: : : by regular expression | The search argument entered in the "Name" field is run against the search terms of the persons and their roles. The search argument is interpreted as a regular expression | ||||||||||||||
: : : by Damerau-Levenshtein distance | The names are compared with each other using the Damerau-Levenshtein distance algorithm. The distance to be used is entered in the following field "Maximum distance" and is preset with "1". (see also above remark on distance under wildcard search). | ||||||||||||||
: : : per double-metaphone phonetics | This selection switches on a search using the Double-Metaphone Phonetics algorithm in addition to the search for wildcard (distance specification equal to zero) or the search for Damerau-Levenshtein (distance specification greater than zero). The search term is processed phonetically and compared with - also phonetically processed - name dictionaries. | ||||||||||||||
: Options for editing | - | ||||||||||||||
: : automatic duplicate check when creating a new person | When creating a new person, duplicates are automatically searched for | ||||||||||||||
Matching | |||||||||||||||
: Match Method | - | ||||||||||||||
: : by wildcard | The names are compared with each other by wildcard. (Basically, this search corresponds to a search by Damerau-Levenshtein distance with distance = 0 (see below)). | ||||||||||||||
: : per Damerau-Levenshtein distance | The names are compared with each other using the Damerau-Levenshtein distance algorithm. The distance to be used is entered in the following field "Maximum distance" and is preset with "1". (see also above remark on distance under wildcard search). | ||||||||||||||
: : per double-metaphone phonetics | This selection includes the Damerau-Levenshtein algorithm (a distance must also be entered here), but in addition the double-metaphone phonetics algorithm is used. | ||||||||||||||
: Weighting | - | ||||||||||||||
: : First name | |||||||||||||||
: Stop word list | - | ||||||||||||||
: : List | |||||||||||||||
Import | Reading in personal data from an external file. | ||||||||||||||
: : .csv | Import file is a text file in CSV format, i.e. with a semicolon ";" as column separator | ||||||||||||||
: : .xlsx (Excel from 2010) | Import file is an Execl file in XML format. Access to this Excel format is faster because the file is read directly. | ||||||||||||||
: : .xls (Excel) | Import file is an Execl file in the old standard format. Access to this Excel format is slower because the file is read by Excel via the COM interface. | ||||||||||||||
: Parameters | |||||||||||||||
: Excel spreadsheet | Number of the spreadsheet in the Excel file. This field can only be maintained if ".xls" or ".xlsx" is specified as the file format. | ||||||||||||||
File contains full data | With this checkbox, you specify that all current persons are always transferred with an import of person data. This means that if persons have been imported into the target database once - but are no longer valid in the original database or have been deleted - they are no longer present in newer import files. These no longer imported persons should therefore also be marked as no longer current in the target database. Technically, the validity of imported person objects is set to "until import date". This means that person objects that are no longer imported are "automatically" invalid at the time of a new import, since they are only valid up to a previous import date (the last date of existence in an import file). | ||||||||||||||
: Import from line | Specifies the line number from which the user data is to be imported. | ||||||||||||||
: character set | Selection of the character set of the data in the file (e.g. ANSI, UTF8, etc.). This field can only be maintained if ".csv" is specified as the file format. | ||||||||||||||
: Field separator | Character used as a separator between the individual file fields. This field can only be maintained if ".csv" is specified as the file format. | ||||||||||||||
: File | |||||||||||||||
: : File directory | Specifies the directory from which the file to be imported is to be read. If nothing is entered here, a dialogue for selecting the file opens. | ||||||||||||||
: : File name(s) | A single file name, several file names separated by semicolons or file names by placeholder can be entered. However, an entry in this field is only taken into account if a directory was entered in the previous field. | ||||||||||||||
: : Archive Directory | After importing the files, they are moved to the archive directory entered here. The year and time are added to the file names. | ||||||||||||||
: Data set | Examples | ||||||||||||||
: : Data field | Description of the data field to be imported.
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: : Definition | You can enter a column number (e.g. "1"), if the field is to be made up of several columns enter them separated by a comma (e.g. "1,2,3,4") | ||||||||||||||
: : Execute | This allows you to edit the string with InstantView® commands (e.g. "4 Swap Left" - only use the first four characters). With the variable "importObject" you have direct access to the imported object.
The following macros may be useful:
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: Import file | Opens the file selection window and after selecting the file, the import. | ||||||||||||||
Presets Default settings | |||||||||||||||
: Global presets | Global presets can be saved for the people module. These are displayed here as well as the current default options that each module has. To create a global preset, a user preset must first be saved. | ||||||||||||||
: User Presets | Each user can save any number of presets. It is only important to note that if several settings are found, the first one found is used as the default setting. The name of the setting can be changed with a double-click. |
button | Description |
---|---|
OK | The settings are saved and the window is closed. |
Related topics
Technical documentation
Module name
person.mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
Received messages
Message | Parameters | Function |
---|---|---|
EDIT_PERSON | NULL or person object | The editing window will open |
LIST_PERSON | NULL or a collection of CX_PERSON objects | The list window is opened and the collection of persons that may have been transferred is displayed |
EDIT_STAFF_MEMBER_BANK_ACCESS | - | Message to restrict access rights to the bank account of persons who are also employees |
Sent messages
Message | Parameters | Function | Receiver module |
---|---|---|---|
EDIT_OBJECT | The selected object | To edit the selected object. | Object Editing Module |