People

People

Description Functionality Options Import Related topics Technical documentation

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
• List window
• Selection window
• Duplicate Matching
• Route planning
• Option window

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

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
: : : E-mail	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
: : Email	-
: : : 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

 

Toolbar

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

 

Fields

Field	Description
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 Context menu Menu item Description Edit - Address - : : Insert - : : : Street address - : : : : New street address Insert a new street address : : : : New street sub-address A new assignment is added to an existing street (main) address as a sub-address to specify a new address suffix : : : P.O. Box address - : : : : New letterbox address Insert a new letterbox address : : : : New letterbox sub-address A new assignment is added to an existing letterbox (main) address as a sub-address to specify a new address suffix : : Edit Edit selected address : : Contact Contact selected address : : Print Printselected address as label : : Validity Set validity : : Remove Remove selected address Telecommunications - : : Insert - : : : Telephone Insert phone number : : : Mobile phone Insert mobile phone number : : : Fax Inserting a fax number : : : E-mail Insert email address : : : WWW address Insert website address : : Edit Edit selected communication object : : Contact Contact selected communication object : : Remove Remove selected communication object
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

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
: : Email	-
: : : 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

 

Toolbar

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

 

Search fields

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

Menu item	Description
Options	Call up the option window

 

Toolbar

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

 

Search fields

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

Menu item	Description
Edit	-
: Set default settings	all changed settings are reset to default

 

Fields

Field	Description
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. The import of the data record can be controlled via the data field "Name". If the data field in the data set has no value, the data set is not imported. Normally, a new object is created for each imported data set. By defining the data field "unique ID", the system checks whether this ID already exists. An existing object is then updated with the new data record.
: : 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. Variable name Description importObject Person object currently used or created. updateImportObject Is TRUE if an existing object is updated. tmpValue Free variable tmpImportFlag Free variable The following macros may be useful: Macro name Description "Column Definition" GetDefinedField This enables you to read a value from the current line from one (e.g. "8") or several (e.g. "8,9,10") columns.
: 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.

 

Buttons

button	Description
OK	The settings are saved and the window is closed.

 

Related topics

• Index
• Contact person
• User
• Companies
• Employees

 

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Technical documentation

• Implementation
• Quality assurance
  • Module name
  • Classes
  • Security
  • Received messages
  • Sent messages

Module name

person.mod

Classes

CX_PERSON

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