Address book list and management

• Address book view
• Address book Management
  • Creation
  • Contact Access Permissions Settings
• More about directories and sharing them

Directories are used to store business and people contacts. You can create any number of directories on your system and control access rights to each one.

The ability to use multiple directories allows you to have, for example, a business contact address book visible only to the business department and another business contact address book created for a specific project.

A address book is a business area and can contain tasks in addition to contacts. This allows you to log the tasks that need to be done with the contacts directly in the address book (e.g. their repairs, new menu calls, etc.)

Address book view

Directories are not usually managed by a company, so you will typically see all directories that you have access to in the address book list.

An area administrator has the ability to view all directories, not just those that it has access to. This gives it the ability to check and update user permissions. However, it does not have access to the data in the address book – individual people and businesses.

Address book Management

Creation

Use the New button to create a new address book. Required data is minimal – name and brief description.

Contact Access Permissions Settings

An important part of setting up a address book is to set the right permissions.

After each address book, you can create your own group of people who can access the address book. However, it is preferable to define a group for the address book to which you put roles or sections with access rights.

Remember:

• When you assign rights to individual people, you will also have to remove them. People who start new will not automatically get access rights
• When you assign the right directly to a department or role, everyone who starts the department or role will automatically get access rights. When they leave the department, they will automatically lose it again. Setting up roles will therefore make automation much easier.

Preview-only access

It is usually not advisable to give many people the right to interfere with directories. In directories, therefore, you can set who has read-only access to the address book and who can change contacts.

For workers, roles, or teams that should have read-only access, type in the Readers

Project Address book

It is often advisable to create a address book of people involved in a project. You create a address book for a project the same way as a normal address book, but set it up as a group of active users, a group set up for a project.

When you use a project group, each project member will automatically get access to the necessary contacts. With the end of the project or its departure from the project team, access to contacts will be automatically removed. As a result, sharing complies with GDPR requirements for contacts to be processed and accessible to people only for as long as it takes for services to be implemented – in this case, a project.

Why not give access to everyone

While it is convenient at first glance to make read directories available to all workers, there are a number of reasons why not to:

• Contrary to GDPR rules
• People can accidentally write or call someone they didn't want to originally.
• Business contacts are a significant value of a company and you should protect them from being stolen. It's not just the employees themselves, but someone else can access their account.

More about directories and sharing them

• CRM module entry.
• Address book description.
• More about using the address book and contacts here.