Should you test the contact hierarchy and then deactivate it again, all hierarchical links and contact categories will be deleted.
For this reason, only test the function with newly created contacts for the time being, as long as you have not yet decided to use the function permanently.
The “Relationships” tab allows you to link contacts to each other. This area has now been extended to map contact relationships hierarchically. The result is an contact hierarchy as a tree structure in which, for example, all contact persons and their relationship to each other in a company or a community of heirs are displayed. The new contact hierarchy structures your contact database even more clearly. Network contacts within the tree structure to see exactly who is the correct contact at which level of an institution at any time.
The contact category is an extension of the relationships currently maintainable in onOffice. The field allows you to specify the type of contact. Various contact categories are already defined in the administration. For example, you can make contacts to companies, offices, departments, business customers, communities of heirs or owners. The Contact category field is created inactive in your onOffice version. By enabling, various fields and field filters are activated, which are required for the displays of the contact hierarchy.
In the administration , settings for the contact categories can be made at various points. Not only the activation of the field is done in the administration, but also further own contact categories can be created, field filters can be extended or restricted, as well as lists with designation fields can be added.
The different fields are link and label fields matching the contact categories. These make it easier to create hierarchies in the contacts easily and quickly. The fields are, for example, office or department. The designation fields are only displayed for the respective contact category and can be used in lists.
Also field filters are set initially for the new contact categories, because not all fields are needed for all contact categories. For example, the Last Name and First Name fields are not used for a company. The field filters can be extended or restricted for all fields afterwards. For this, read the next section Field Filters: Contact category.
Field Filter: Contact category
Activating the contact category expands the field filters. In the field filters you will additionally see the new category “Contact category”. In this you will find all system values and your individually created key values. For a large part of the fields contained in contacts, field filters have already been set in the new category. These are not fixed, but can be changed by you according to your needs. Since individual fields do not yet have a field filter set in the new category, this would have to be maintained by you – if necessary.
Underyou can create and manage your own contact categories in addition to the already existing ones. You can define what is displayed in the link field of each contact category in the custom fields settings.
- Legal Entity: In the Legal subject column, you can set a legal subject for your own contact categories. For the system values, the legal subject is predetermined and cannot be changed.
- Derivation of the postal contact: This column can be used to specify from which parent legal entity the postal contact is derived. Only the values “legal entity” or “association” can be selected. Please note: There is a derivation of the mailing contact from the office to the department.
- Designation field: The designation field is used to set the name of the contact and to define what is displayed in various fields. This is also possible only for newly created contact categories. In the case of system values, the designation is predefined and cannot be changed. The designation field can be displayed in assignment popups(lists/forms) for example. Please note: The designation field should not be changed at a later stage. A later change can lead to inconsistent data and unwanted search results in existing data sets.
If you create your own contact categories, there are a few things to keep in mind. Remember that for individual key values, the designation field must be created as an input field beforehand. Field filters on the designation field you create cannot be set until the new contact category is created.
In various contact lists, forms and popups, the designation fields of the individual contact categories can be mapped. Additionally there is the possibility to add a field “Contact”, over this the designation field of the respective Contact record is displayed.
Another important function is provided by the link fields in forms for creating new contacts. These allow you to create the company or department in addition to the business customer or directly link existing ones. You can set them in the form for creating new contacts from e-mail assignment().
Please note that this form does not only take effect when creating new contacts from an e-mail, but also for tasks, appointments and projects.