Contacts and communication

A contact is a company or person you do business with. Besides addresses and accounts, it also shows how they pay, why you hold their data, and what has been agreed.

Checks

For a contact with a company ID, fill the details from ARES and check it in the VAT payer register and VIES. The Insolvency register button asks the public service of the Ministry of Justice. If the register does not answer, you see Not verified and nothing else stops. Check a person without a company ID directly at isir.justice.cz, as the service needs a birth number or date of birth for them.

Tick Watch every day on a contact and the register is read for it once a day by itself. When the answer changes you get a notification, the contact.insolvency_changed webhook and, if you chose it, an e-mail. A register that is down causes no change. You can turn watching on for many contacts at once in the list.

GDPR

The GDPR tab shows the legal reasons for processing, with their purpose and validity, and when the contact was last on a document. A reason is picked from the list, which a company edits under Contacts, More, List of reasons: a name, a legal basis, a description and a length in months, which fills in the end date. It starts with four reasons of ours. A reason already used cannot be deleted, only stop being offered. Contacts, More, GDPR finds contacts by state or by reason.

Restriction of processing under GDPR Art. 18 takes the contact out of the ordinary list, and it cannot go on a new document in any agenda: invoices, stock, complaints, contracts, shipments, service, job orders, set-offs, cash or accounting entries. A draft from before the restriction cannot be issued. Issued documents are not deleted, because the law requires you to keep them.

Tasks

In the activities tab you can give a task to a colleague in the company. They get an e-mail and the task shows in To do. All tasks are under Contacts, Tasks.

• Subtasks: a task cannot be finished while a subtask is open.
• Checked by: a finished task waits for this person. They approve it or send it back, and the assignee gets an e-mail.
• Repeat: once done, the next task appears with its subtasks. A task finished late skips the dates already gone by.
• Remind before the due date: the assignee gets a reminder in the bell and by e-mail. Someone who turned task e-mails off gets it in the bell only.

Bulk e-mail

Select contacts in the list and choose Bulk e-mail. Before sending you see a preview of who gets the message and who does not. It goes only to your own contacts, at most 200 at once and 1000 a day. Messages go out in the background, so you can close the page. Contacts, More, Bulk messages shows how far they have got, and a notification comes when they finish.

A commercial communication under Section 7 of Act No. 480/2004 Coll. goes only to those who agreed, or to your customers, and never to someone who unsubscribed. It is labelled, names the sender, and carries an unsubscribe link that needs no login. It also carries the List-Unsubscribe header, so a mail program can offer one-click unsubscribe. Someone who unsubscribes between queueing and sending no longer gets it.

Mail merge

Mail merge makes a PDF letter for each selected contact. Mail merge into a Word template fills your DOCX template and gives you a ZIP with a letter for each contact. Mark the places in the template with {{name}} or a Word merge field of the same name: name, person, ico, dic, email, phone, street, city, postalCode, companyName. An unknown field is refused, so a letter is not left with a gap. You can also get the data as CSV, and print envelopes in DL, C6, or C5.

SMS

Send an SMS from a selection in the contact list, after a preview. It goes out in the background through the BulkGate gateway, which the operator of the application turns on. Until it is connected nothing is sent, and the application says so. The history is under Contacts, More, Bulk messages and on the SMS tab of a contact’s card. Accepted by the gateway means the gateway took it. Delivery reports are not read.

A text can have 612 characters, 268 with diacritics. A commercial communication follows the same rules as an e-mail: it is labelled and has an unsubscribe link, which makes the text longer. A sending left unfinished is not sent again. It is marked, and the decision is yours.

Through the API

Contacts are in the API reference. POST /v1/contacts/{id}/insolvency-check runs the register check, GET /v1/contacts/{id}/credit shows the credit state, POST /v1/contacts/{id}/insolvency-watch turns on watching, and POST /v1/contacts/sms sends a text.

Custom fields

In Settings, More, Custom fields add a text, number, date, or choice field to contacts, items, each kind of document including advances to suppliers and stock documents, complaints and service jobs. It shows only where it is defined. On a field you can choose that the ⌘K search finds a record by it, and that it prints on the document, stock document or protocol. Lists can filter by it. Values are in API answers (customFields), in the XLSX exports of contacts and items, and in the full data export. User-defined agendas as in POHODA E1 are not here.