Contacts to persons and companies can be split into several address books, mainly to protect information. This allows you to control who has access to information and who does not. Access settings are used both to protect valuable business information and GDPR legislation.

You can create any number of address books on your system and control access rights to each one. For example, you can have address book of business contacts visible only to the business department and another address book of business contacts created for a specific project.

Active Contact Management

A address book is a business area and besides contacts, tasks. This allows you to log the tasks that need to be done with contacts (e.g. repairing them, calling customers with a new offer, etc.) directly in the address book.

Address book on your mobile phone

Address books can be synchronized with Sabre module to your mobile or other application, e.g. MS Outook, Thunderbird, emClient, etc. This allows you to use contacts immediately for emails or phone calls. At the same time, they can be shared with those who need them.

Using Address books in a company and the GDPR rules

Address books comply with GDPR, in particular they support data protection, secure storage of information and recording of data processing methods.

Example: For a project, you create address book of everyone who cooperates on the project. The book serves everyone for the duration of the project and they can make calls easily.

When someone stops working in the project, you remove their contact from the book. At the same time, they stop synchronizing to everyone else's device and so you download the contact from the company records, as GDPR requires. But you can keep the contact stored in another book for a co-worker.

When the project ends, you cancel the address book. They stop synchronizing to people's devices. This makes it easy to cancel all shared contacts.

Note: To synchronize address book with a mobile phone or external applications, you must have an active Sabre module in AyMINE.

Setting up sharing to a device or external application

Sharing data from an address book can be set up by workers who have the book enabled to work actively. Sharing is a form of individual access address for everyone. Workers have the option to share a book as individually or together as a single common address book.

In the user settings (Main Table > My Settings), the user has the option to set up sharing and copy the connection addresses.

Remember:_ Even without synchronizing contacts to your mobile, you can use the contact and make calls either directly from AyMINE in the browser on your mobile or from the AyMINE application.

Good to know

Customer Groups

The division of contacts into address books is mainly used to manage access rights. One contact cannot be in multiple groups. There are customer groups / group of contacts for the business breakdown of contacts. In the description of customer groups there is a more detailed description of differences.