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Adressen Beheer Systeem Documentation Release

1. A user with a read only role has privileges that are limited to viewing information in ABS The user has no permission to insert edit or remove data in the system These users cannot make any change to the data stored in the database Users with the role Limited write rights have the same permissions as users with read only permissions and addition ally they can insert new data or edit existing data They can also add comments and deduplicate contacts Users with this role cannot remove data from ABS They also have no access to the system administration menu Users with Full write rights have all permissions to create edit or remove data They inherit the permissions of users with limited write rights and additionally these users can remove information from the system They also have access to the category administration Administrators have the same permissions as users with full write rights and additionally these users can perform all administrative actions in the application like creating editing or blocking users changing application settings or viewing full details in the system logs Tip When in doubt when you are assigning a user role for a new user start with the lowest user role read only and choose a higher user role when needed You can always increase or decrease the role for a user 33 Adressen Beheer Systeem Documentation Release 2 4 See also Permissions for additional modules is not covered in
2. Time date and time when change was made Activity modification type like Edited or Created Object type object type like Contact or Company Group of object user group to which the object is linked only when user groups are enabled currently only for contacts View the display name of the object like the full name of a contact Object ID unique identification number for a object contact company etc 9 3 1 Sorting and searching By clicking a column name you can sort on the data in the column By clicking a column name again you reverse the sort order The search filter in the upper right part of the table allows you to search to specific log entries The search filter works equally to other search filters in ABS like the search filters for contacts or companies 9 3 2 Modified address fields In some cases ABS registers extra information in the activity log When data for a contact company or location is modified ABS registers both the old and the new value for a specific contact field You can view both the old and new data in the activity log When this information is available ABS shows a blue arrow right to the display name column View When you click this name additional information will expand below the log entry In the expanded information block you ll see a table with old and new information for each address field You can dismiss this information by clicking the display name ag
3. You can change the name and categories of the company as well as extra fields For changing address information you should edit the main location for this company See chapter Working with company locations for more information 2 5 Delete a company To remove a company from ABS you can click the action button Remove company in the company detail screen ABS will ask for confirmation Once removed a company can no longer be retrieved Removing a company will also remove linked locations Contacts from these locations will become unlinked It is possbile to remove multiple companies at once by selecting them in the company overview and clicking the Remove selected companies button 2 6 Selecting companies In ABS you can select companies for further processing like exporting or printing labels In the company overview you can click the actionbutton Select companies in this overview ABS will then select every company that matches the current search filter Alternatively you can mark specific companies in the overview and select these using the actionbutton Select ticked companies 2 7 Main locations Every company should have a main location An example of a main location is a company headquarters When adding a company to ABS a new main location is automatically linked You can change main locations by going to a location detail view and clicking the action button Make main location 6 Chapter 2 Working with companies CHAPT
4. 3 38 Selecting locations se se ea se ara a ee de hob oe EA e Re ee a Working with contacts Aol Searchinp am COMAC arn shed dee Bee Ske We ANA E He Ray Sm Ye DS 42 Viewing contactdetails can sa PO PR a Re ee oe ba dm fe Soe amp 4 43 Creatine a Contact 244 65 2402 ER a ee CH LE Ee he BS bs 44 Editing acomtact se es 625 e AO ee ee a Bee ome a Be u ees 4 5 Removingacontaet A abc a de we Eo LODE AS BR edd dee oy ele eek B Rene E 4 6 Preparing as lection of contacts s soe 4 aon an oe ares SR A eS Re ae SS G Selections 51 Clea tmp youriselectt n ss ee 5 aars a ee PRR Ea oe be A i E 3 2 Removing a single item from selection lt cocs apat ta eh ann a E ad ee Oh ers 3 3 Exporting to Excel spreadsheet eo a se ar bp ERR Pe dode eb ad A A BxportnetoaGSMhle 22 52 25 ment ic Phe AAA Beed Ut SS ed DODOOOu da yu Rh Yuu WwW NW O 00 00 00 00 ll A A 10 11 12 13 14 5 3 Selection exporteolUmMHs 4 ara zeen aten edt ad Hg RE A es EE Ber 3 6 Prmtne labels 32 03 04 4h08 on ed Oe a Er wae ee od a A 5 7 Otherexportoplons sci see eneen ie eere Bowe Ae SR ow He ere a RA an jp ten amp The search filter Gl Quick search zn 5053 oenen beet as hate om a ee Se wt Gree tende Je an el 6 2 Advanced searching with extended filters ses rs 2456 24464 25 HSE EAS OSS 6 3 Saving MELS ico en aen ian et a A A eene EG eB Ge dp Been a 64 Wsme saved nltefs ocio he bee Ge A A ne ee RE A A 63
5. 31 Adressen Beheer Systeem Documentation Release 2 4 11 5 Category quick add Given the right permissions you will be able to add new categories in any entity editing screen In the category you will find a button Nieuwe categorie Clicking this will open a modal window for creating a new category The process of adding a new category will be the same as creating one in the categories overview After adding a category it can be used immedietly 32 Chapter 11 Managing categories CHAPTER 12 Managing users In ABS access to the application is provided by logging in with a unique username and password Privileges in the application are dependent on the rights assigned to a person This chapter learns you to create new users and how to edit existing users You will also learn about the permission model that is used in ABS Tip The amount of users that has access to the application is limited by the maximum amount of users that is specified for your license You can find this information in the tab System administration You cannot create more users than your license allows you to 12 1 User roles The following global user roles are available in ABS e Read only e Limited write rights e Full write rights e Administrator When you use user groups only the permissions Full write rights and Administrator are available Other permissions depend on the user group of the user See for more information User groups
6. Super Member Super user Adminis user special group special group trator Read permissions unlimited for x x x x x contacts own user group Write permissions unlimited for x x x x x contacts own user group Read permissions limited for all x x contacts Read permissions unlimited for all x x x contacts Write permissions unlimited for all X x x contacts Changelog for contacts own user group x X x x x Changelog for all contacts X xX X Create special group users xX x X Modify or remove special group users x Create super user for group X X X Set or remove super user for group x x x Create users and assign to own user x X xX X group Create users and assign to other user xX x x group Create and modify user group X x X Remove user group x x x System administration x Export all contacts all data x X x Export contacts own user group all x X x x x data Import contacts for own user group x x x x x Duplicates report for all contacts xX X xX Category administration x X x Create or modify extra fields X xX X View direct mailings xX X xX Create new direct mailing X x X Send direct mailing to all contacts xX X x Create or edit direct mailing template X x x Set direct mailing master template X x Edit direct mailing master template X xX Users inherit rights from more permissive user roles For instance a user who is a super user and also system administrator will have the permissions of a system administrator A super user
7. The Direct Mailing module in ABS makes it easy to send mass e mails to large groups of recipients First you create a new mailing then you select the recipients and finally you send the mailing to all selected recipients This chapter learns you how to create new direct mailings and templates and how to send a direct mailings to your contacts The most important actions for managing direct mailings can be found in the tab Direct mailing in the main menu When you open this tab you Il see an overview of all existing direct mailings both sent and unsent mailings Nor mally the tab Direct mailings is opened showing all direct mailings When you click the tab Templates you ll find an overview of all templates 16 1 Creating a new direct mailing You create a new direct mailing by clicking the tab Direct mailing in the main menu and then clicking the action Create direct mailing Now you may choose the template that you want to use for the new direct mailing By default the main template is selected If you have defined more templates you may choose the template that you wish to use as a base for your new mailing If you haven t created any templates yet ABS will ask you to create a template first See below for more information about creating templates When you have chosen a template click the button Use template to create the new mailing and to enter other informa tion The internal name subject sender and content will be copie
8. be standardised and filled with personal data like names dates and other properties Sending a new letter is done in the Selection overview 15 2 Direct mailing plugin The direct mailing module adds functionality to send mass e mails from ABS The mailings are throttled and can be personalised Templates can be used to standardise mailing designs Sending direct mailings is done via the Selection tab e See Direct mailings for more information about direct mailings 15 3 Files plugin The files plugin adds the capability to enhance entities with attachments using files Files are organised by year and complemented by a subdirectory An uploaded file can be removed by clicking Delete beneath a file Files are not available when exporting It is not possible to search the contents of files 15 3 1 Quota There is a maximum file size of 8 MB per file Larger files will be rejected when uploading A quotum is in place for the total collection of all files in the application Administrators are able to see the currently used amount through the System administration File disk usage menu When the total amount of files approaches the quotum limit a warning will appear It is not possible to upload new files when the quotum limit has been reached or exceeded Remove files first or enlarge the file storage space 41 Adressen Beheer Systeem Documentation Release 2 4 42 Chapter 15 Plugins CHAPTER 16 Direct mailings
9. browser window but wait instead until the progress report has been opened 16 5 Monitoring progress and status During the actual sending of your mailing and after sending you can monitor the progress of your mailing and see how many recipients have opened your mailing if you have included a tracker image The progress report is opened automatically after preparing your mailing for delivery see above You can also open the progress report by selecting the tab Direct mailing in the main menu and then selecting the mailing from the overview The progress report will then be opened In the upper part of the screen you see the amount of recipients that has received the mailing or is scheduled to receive it Below the number of recipients you can see how many unique recipients have opened the mailing This is calculated by using the tracker image which you must have included in your mailing to use this statistic This number is not 100 reliable not every recipient allows external images to be opened The effective amount of recipients that has opened the mailing will often be higher than the amount shown in this screen In the lower part of the screen you can see the delivery progress This is shown as a bar chart the sum of all parts is 100 of the recipients You may see the following statuses e Pending this is the amount of e mails that is scheduled for delivery but is still waiting in the queue and has not been sent yet ABS
10. deduplicated when you click Deduplicate Note that your current contact selection will change when you execute this action 16 4 2 Select mailing and final check You are now about to select the direct mailing you wish to send and to perform a final check before sending On top of the screen you see the amount of recipients which will receive the mailing If ABS has deduplicated your selection you will also see the number of contacts that have been removed from your selection At this point you can still abort sending the mailing by clicking a tab in the main menu If you are confident about the number of recipients you can choose the direct mailing that you want to send Select the correct mailing in the list You can only select mailings that have not been sent yet Tip If you want to send a mailing that has been sent already you may create a copy of the existing mailing See above for more information When you have selected the mailing you want to send click Send direct mailing The mailing will now be prepared for sending this takes some time and will be delivered to your recipients The delivery will be delayed intentionally in order to prevent that anti spam measures from e mail providers will be triggered You can monitor the delivery of your mailing by the progress report that will be opened automatically after preparing the mailing Warning Do not execute any action whilst your mailing is being prepared and do not close the
11. default fields and extra fields Default fields are part of the main application Most default fields are always available although some fields are optional Extra fields can be specified by an ABS administrator This way specific information for your contact database can be stored in appropiate fields in ABS Administrators can add or remove extra fields in the System administration menu 17 2 Field types All fields in the contact database have a type Depending on this type a field will have different ways of inserting data and various filtering methods e Textfield Free input e Date Must be a valid date in the format yyyy mm dd e Multiple choice single value Choose from a list of options specified by an administrator e Multiple choice multiple values Choose from a list of options specified by an administrator e Yes No Choice between yes and no e Calculated fields These fields are generated by the application and cannot be set manually 17 3 Field options Fields can be enhanced with the following options e Mandatory An item can t be saved if the value for this field is empty e Minimum length Require a minimum length characters for a field A field can be empty when it is not mandatory e Maximum length Limit the input to the maximum length in characters e Enfore uppercase Automatically corrects the first letter into a capital one 49 Adressen Beheer Systeem Documentation Release 2 4
12. e Require e mail Value must be a valid email address contains a O and a e Pre check filter Ignores specified characters when checking for mandatory minimum and maximum lengths e Financial field Only for locations The field requires the same rights as financial fields 17 4 Setting options for multiple choice fields Edit options by clicking the pencil icon in the extra field overview Options are automatically sorted alphabetically It 1s not possible to set a default value 50 Chapter 17 Fields CHAPTER 18 Support When you have a problem using ABS and this manual does not provide you with sufficient information to resolve your problem you can get support through various ways 18 1 Application administrator Always try to resolve any problems with ABS first by contacting the application administrator in your organization He knows best how your ABS instance is used and how to resolve common problems 18 2 Support information If you are an application administrator you can see various administrative and technical details about your ABS instance Go to System administration where you will see various details which may be relevant for resolving your problem 18 3 Contacting the support desk The InterExperts support desk is happy to assist you if you have questions about ABS or when you run into problems You can reach our support desk during Dutch office hours CET CEST time zone by telephone or e mail The mos
13. link all imported data to the given categories 7 4 Comment on imported data When viewing details of an import use the button comment on imported data to open the screen where you can add a remark If you press the button Add remark after you have filled in a comment it will be added to all import data 7 5 Removing imported data When viewing an import click on the button Delete import and linked data You can also do this from the import history screen by pressing the action button delete import This action can not be undone Even data that has changed after the import will be deleted 7 3 Associate a category to imported data 21 Adressen Beheer Systeem Documentation Release 2 4 22 Chapter 7 Imports CHAPTER 8 The status of your database To be able to get most value from your contact database the database should be in optimal condition complete and clean With automatically completing addresses allowing for mandatory fields and other checks ABS tries to help in kepping a clean and consistent work environment Using the statistics page you will be able to get an overview of the completeness of your system 8 1 The overview Navigate using the main menu item Statistics to reach the overview On this page you ll be able to view information on companies company locations and contacts by clicking on the correspondig tab For each tab you will get insight into the missing values and complete data By clicking
14. not be deleted from the database 5 3 Exporting to Excel spreadsheet After you press the button Excel spreadsheet a small pop up appears with a progress indicator When the export is complete a download will start containing the exported data The data is split into multiple sheets in the Excel file 5 4 Exporting to a CSV file By clicking the CSV file button you will download a zip file containing your exported information 5 5 Selection exportcolumns When exporting data to CSV or Excel files you have the option to select which fields will be available in the exported document By clicking Select export columns you will get an overview of all exportable data Select the columns you need in your export file In this screen you can also save your column selection to reuse at a later stage or use a previously saved export column selection by clicking its name Removing a saved column selection by clicking Remove beneath its name By default all columns will be used in an export 15 Adressen Beheer Systeem Documentation Release 2 4 5 6 Printing labels If you want to a mailing to your contacts it may be useful to generate the address labels using ABS Click Print labels when you have selected the contacts to which you would like to address your mailing to In the next screen choose a type of label sheet and whether a KIX code should be on the label Then you can choose to use the address of the company to which they are link
15. sends out mails in timed small batches rather than sending a large batch of e mails at once in order to prevent exhausting system resources of your recipients The number of e mails that is still waiting in the queue should diminish over time When there are no pending mails anymore your mailing has been sent completely 46 Chapter 16 Direct mailings Adressen Beheer Systeem Documentation Release 2 4 e Sent this is the amount of mails that has been sent successfully Successful sending of an e mail does not necessarily mean that the mail has also been received successfully by your recipient errors that occur while receiving mail like a full mailbox or a holiday rule cannot be detected by ABS Failed this is the number of e mails where an error occurred while ABS tried to send it out for instance because the e mail address is invalid By default ABS tries to send a mail 5 times before considering it as failed Opted out recipients may opt out for receiving e mails from you using the opt out form that you can provide in your mailings Recipients that have opted out for further e mails are registered as opted out in the progress report The contact data for these recipients is still available in ABS but ABS will never send a mailing to contacts that use an e mail address that has opted out for further mailings You can see the number of opt outs in the progress report You can leave the progress report opened in your b
16. the most upper part of the screen of the detail view This way you can quickly view when the item was last modified In the bottom part of the screen you can see the last 10 recent changes for the item you are viewing Both parts function the same like the list of recent changes on the start screen When you click More changes you open the full activity log for this item 25 Adressen Beheer Systeem Documentation Release 2 4 9 3 Detailed activity log Besides the list of recent changes mentioned above there is also a detailed activity log available This log contains all actions that have been done in the application You can also filter this log on username date object type etc You can open the detailed activity log as follows e System administrators and super users open the activity log by the tab clicking System administration and then choosing Log e Other users choose the tab Log in the main menu If you don t see either tab you do not have permission to view the activity log The activity log shows all modifications that have been made in the system By default the newest log entry is on top of the list You can navigate through the list of changes by selecting another page number For each change you ll see the following fields Log ID internal identification number for log entry User user who made the change Group of user current user group of user who made change only when user groups are enabled
17. this chapter 12 2 Inspecting user details As an administrator you ll find all users when choosing the tab System administration and then clicking Users You will see an overview of all users in the application Click a username to view more details 12 3 Creating a new user To create a new user click the action button New user In the next screen you can enter personal details of the user like his or her name and e mail address and you enter a unique username and a password If you allow the user to change his her password make sure to check the checkbox Allow user to change password After you have entered the username and password you must choose the user role for the new user Choose the user group for the new user if you have enabled user groups Verify all information and then click Save to create the new user 12 4 Editing an existing user When you click a user in the overview of all users you can change the details for the user You can modify the user s full name e mail address username password and user role If you leave the password field empty it will not be changed when saving the new details Enter only a password in this field 1f you need to change it Click Save to save your changes 12 5 Deleting a user You can remove a user from the application by clicking the Delete icon in the overview of all users The application will ask for your confirmation before removing the user When removing a user all informa
18. 3 Working with company locations Adressen Beheer Systeem Documentation Release 2 4 Locatie bewerken ABS InterExperts BV Mozilla Firefox file Edit View History Bookmarks Jools Help AX Locatie bewerken ABS InterExpe 8 abslocahost v 9 Ev coo af aOGrer Opisablev BRcookiesy Zcssv JFormsy Elimagesv information y ElMiscellaneous y Outliney 2 Resizey toolsy View Sourcey LW Options v er Start Bedrijven METIA Contacten Selectie Importeren Statistieken Ontdubbelen Brieven Nieuwsbrieven Systeembeheer e Home Bedrijven Act2act Bewerken Locatie bewerken amp Bedrijfsgegevens Bezoekadres Postadres Bedrijf Straatnaam Huisnummer Toevoeging Straatnaam Huisnummer Toevoeging Academie van de stad Van Nelleweg 1 a Locatienaam Postcode Plaats _ a Postcode Plaats _ o Hoofdkantoor 3044 Bc Rotterdam 3025 BA Land Land o Nederland Nederland wit u net adres Albregt Engelmanstraat Rotterdam gebruiken Automatisch invullen Telefoonnummers Internet E Categorie n Nieuwe categorie Algemeen telefoonnumer Website 010 1234567 http 7www vooorbeeld nl v Bestaat niet meer Mobielnummer 06 12345678 Faxnummer y Buurtcentra jongerencentra y Chinees Opslaan ES 3 7 Delete a location You can delete a location by clicking the Delete action in the action bar When you delete a location all linked contacts and the linked company will still remain i
19. Adressen Beheer Systeem Documentation Release 2 4 InterExperts November 26 2014 Contents Introduction Vals REY Concepts sio ia ee ee A deale A ROE ee hee ae 12 BOBS zaan er A ane eK Re ae B WARE AE ae BENE AE A 13 Wibere can nndeverythmBis naren EDITA oe Ar ee de a Ee Er le dn Ed on Bs LA WOEKSHOW s inn 3450s e oen A en a A Bl a Ra ee ad ESS Working with companies 2 1 Searching for companies v 00 we hea Bae eR EE AL e vend ee Bd A A E 22 Viewing company informations a sne en or 84 E ep Boe ve DEBRA Bee ba WES 23 Adding a COMPANY es ron pi M4 ed dak wedn be he Bene Ae ES be ae ade ee Bee de 24 Edi company 2 senden Sebi a Bt en Bn ae de dir A Ee es 259 Delete dCOMPANY 24 an vene HEN Bet Be Re Re EE BOE ee ee 267 SelechnPcOMpanles manen tse Bend B A Ravel BS BAe la ghee Gee ven Bee eS 2a MammlOCations coso seas A eee ok es OG gh ee Sa ga ae RE Be ae G Working with company locations 3 1 Looking up locations 2 5 5 24450288 ee 4a bea ewe a Ge ee a Ho el 32 Viewinglocation details z a s s acini yee el Ee Baw A Bae wwe e ls 33 Creating anew company location g ss Go seat eee Pee eae eR PEER EE eR EE 34 Createanew contact tora location lt lt 2404626554 256 e844 2224 de ete ees 3 9 Link existing contact to location ses vs ky see ss Ar amen eS ae Oe A Bes 3 0 Editalocation tet ewig y RMA EOE EHS EBS be OER Eee Be EM 33 Deletealocaton sis an erase ERE RES SER a B a Re ee oe a es
20. ER 3 Working with company locations ABS defines company locations as the places where a company or organization is located You may think of locations as branches For each company you must define at least one company location This is the main location When needed you can add more locations for instance to register regional offices branches or different factories For each company location you can register the contact details You can link contacts to one company location In this chapter you will learn how to look up company locations how to add new locations and how to edit existing locations Tip It is possible that company locations are disabled in your ABS instance In this case you will only work with companies with one main location and contacts 3 1 Looking up locations You can find an overview of all locations by clicking the main tab Company locations All company locations that are defined in the system will be shown ordered alphabetically Click on a location to see all details of the location Use the column titles to sort the list of locations click again to reverse the sort order To search a location you may use the quick search function in the upper right part of the location list Enter your search term and press Enter or click the magnifying glass ABS will display the search results If your search query wasn t satisfying you may change your query or use the advanced search filter Click
21. ON sis aa ir ja A A ae SEES BR ee de Ew SS 6 6 Removetiliets mcs ne za cave be ewe he kaa beac Magee a bebe En a 67 A kh See lee A Ae B oe EAS etn a ie og B Imports Ll Importing new data s s ense aona nob dea bo oboe ee ha ee aoe BA 72 Niewine Import DIStOry z S a tat been SER PEE A EGE CHEER AA Be 7 3 Associate a category to imported data so eonna a sapa ee TA Comment onimporteddata 2 24 0 2h 2 Ree al een ee ae ae A he i Removine imported dat sens he a aan Ed ae ala a as Boe The status of your database Sl WREOVEIMEW lt 3 5 acs Roe er eS a ARO eS OA Ao She ew ee we Aes 2 JReMeshime statiStiOS Amten ced ie 4 ede OE OEE BK eee be Pa ed Ghee wee Ss Activity log 9 1 Recent changes on startscreen s i soos sos smsen a Dee ee eee EE See 9 2 Recent changes for contacts companies and company locations a 93 Detalled activity log s an ara zen a a Bekke gas Rh Poa aaa de En ewe G Deduplicating contacts 10 1 Choosing adeduplication method e corri o Soe eee A Re ee an 102 IDEGUp CANE Ate ts of Side ete aie ae Hoe Be edd ie BM ees Sh Gi te e Managing categories 11I Viewing categories is gs omsten ee a a Al ar ERS SRG S De bee an GS ee 11 2 Adding new categories 2 u on am ore al ea Ye eR a in a RE ol a B Y 1123 Editing exists Cates Ores zn aa Eene e a Be Ge de RN e Ariens 11 4 Removing categories gm pa den hee ee dek ESR PO Se ee Pa EE Ee ed JLS Category guick add 2 At et art cab tage gen
22. Using the import functionality in ABS it is easy to migrate data from other software packages to ABS and process this data in ABS You can import Excel files and CSV files It is possible to inspect older imports and eventually you can remove an earlier import 7 1 Importing new data You can import Excel XLSX files and comma separated CSV files in ABS Files in other formats should be con verted to one of these formats first before you can import them The import process consists of four steps 1 Upload file 2 Prepare importing 3 Assign category optional 4 Add remark optional 7 1 1 Upload file From the main menu click on the button Import and then click the button Import CSV file In this screen you select the file that you want to import You can select Excel spreadsheets XLSX files no XLS files or comma separated text files CSV files If you have another file format you must first convert it to an Excel file or CSV file See the following references for converting commonly used file formats e LibreOffice OpenOffice Calc Google Docs Spreadsheet e For other applications see the appropriate documentation of your application Select the file you want to import and click Prepare import file to proceed to the next step 7 1 2 Prepare importing The next stap Preparing import allows you to choose which columns contain data A preview of the first rows is shown Select t It is not necessary to choose a field for e
23. ain 26 Chapter 9 Activity log Adressen Beheer Systeem Documentation Release 2 4 9 3 3 Exporting the activity log to a CSV file You can export the activity log to a comma separated text file CSV file In the CSV file all information is stored that you can also find in the detailed activity log including modified fields You can download a CSV file by clicking Download CSV file in the action bar When you have entered a search query and you are looking at a filtered view of the activity log you will also download a filtered version of the activity log Clear your search query before downloading the activity log if you like to download the complete activity log 9 3 Detailed activity log 27 Adressen Beheer Systeem Documentation Release 2 4 28 Chapter 9 Activity log CHAPTER 10 Deduplicating contacts In order to find relevant information rapidly and minimize mistakes it s vital to keep your contact database clean Deduplication of contacts helps by finding duplicate contacts and allowing them to be merged 10 1 Choosing a deduplication method ABS has a few defined methods to find duplicates of the same contact The most specific of these are the Duplicate email and Duplicate postcode housenumber combinations Also prodivded are options to deduplicate by name You should however be carefull Having the same doesn t necessarily mean being the same person 10 2 Deduplicating Deduplicatin
24. arching for companies All companies can be found by clicking the main menu tab Comapnies All companies will be shown in alphabetical order You can change sorting of the table by clicking a table header Clicking on a row in the companies table opens the details view for the company The page numbers above the table can be used for navigation through larger lists You can perform a quick search using the quicksearch feature in the top right of the companies view Searching for a complete or partial company name and clicking on the magnifying glass will immediately show only the companies that meet your search term It s possible to perform a more complex search as well You can exactly specify what information to include or exclude in your search You can also search for companies in specific categories You can open the extended search filter by clicking on the filter icon next to the search field A window will open with advanced search options Editing and using this filter is more thoroughly described in The search filter 2 2 Viewing company information After opening the detail view for a company by clicking on a company name in the overview you will be able to see the information entered into the system for a specific company You can also view the locations linked to a company here The address information shown in the company detail page are extracted from the main location If the company doesn t have a location linked to it yet ABS w
25. arks to all new imported items Enter a remark and click guilabel Add comment to add the entered remark to all the imported entries You may skip this by clicking Skip this step 7 1 5 Final check After the last step an overview of all newly imported entries will be shown You can check here whether the import was successful and all data has been imported correctly Optionally you can undo the import by clicking Delete import and linked data Tip After importing a large dataset it is useful to check the statistics over your contact database see The status of your database You may see missing data or entries that are not entered correctly Using the statistics you can enhance your contact database to use it in the most optimal way 7 2 Viewing import history Using the main menu item Imports you can navigate to an overview of earlier import jobs in ABS You can view details of the import job by clicking on the table row In the detail view you will see all data that has been imported during the import By clicking a row you will navigate to the detail view for the imported item 20 Chapter 7 Imports Adressen Beheer Systeem Documentation Release 2 4 7 3 Associate a category to imported data In the import detail screen click on the button Link category to imported data to link a category to all imported contacts companies and locations In this screen select one or more categories and click Add Categories to
26. ate A template can be deleted by clicking the red delete icon in the right part of the table 16 7 Tips for working with templates By using templates effectively you can save a lot of time when sending mailings and warrant that your mailings comply to minimum quality requirements e You can lay out and markup your mailing perfectly in a template When you have created a well defined layout in your template all new mailings based on the template will use this layout e By using variables you can easily personalize your mailings You may also use variables for the current date e g month or year so your subject and mailing contents always use the correct date you don t have to change 1t when composing a new mailing e When you include a tracker image in your templates you can monitor the open rate of all direct mailings that you will send using ABS Although this statistic is not 100 reliable it still provides you with useful information e Are you going to send a lot of different mailings You can create a specific template for each type of mailing and use that specific template when you compose a new mailing 16 6 Working with templates 47 Adressen Beheer Systeem Documentation Release 2 4 48 Chapter 16 Direct mailings CHAPTER 17 Fields Most data in ABS is stored in fields These fields can are split into two group and can have one of multiple types 17 1 Field groups There is a distinction between
27. can create complex queries that take into account categories beginning or end of keywords and exclusions The search button at the bottom of the panel shows the number of results that match your criteria When you have finished making the search click Show results to carry it out 6 2 1 Filtercriteria You have the choice to let all or any of the criteria apply during the search action You can switch your search option by selecting either One of the criteria must meet or guilabel All criteria must meet This way you can switch between First name John AND Last name Vries and First name John OR Last name Vries To add a new criterion click the button Add criterion You can add as many criteria as you like To remove a criterion click the X next to the criterion A criterion consists of three parts The search field search type and search term First choose the search field This will be the attribute of an entity to look for Then set up a search type The most versatile option is includes You can also use search types such as starts with or is exactly You can also use exclusion variants of these search types In the last field fill in your search keyword If you leave this empty you will be searching for fields that have not been filled in 17 Adressen Beheer Systeem Documentation Release 2 4 6 2 2 Filter categories Categories can be used in three different ways You can select them by choosing eit
28. cannot be a member of another group than the group for which he is super user 13 5 Permission model 37 Adressen Beheer Systeem Documentation Release 2 4 38 Chapter 13 User groups CHAPTER 14 Managing label sheets You can print directly addresses on label sheets using ABS By default ABS comes with a number of commonly used label sheet formats You can define your own formats if you use other label sheet formats You can create new formats and edit or delete existing formats See also This page is about managing label sheet formats For information about exporting contacts to label sheets see the chapter Selections 14 1 Viewing label sheets You can see all label sheet formats by selecting the tab System administration in the main menu and then navigating to the submenu page Label sheets You now see an overview of all label sheet formats that are currently defined 14 2 Creating a new label sheet To create a new label sheet click the button New label type from the overview screen The label creation screen will be opened You you can enter a name for the new label type in the field Description This name will be used by ABS to identify the label When you have chosen a name for the label you can set the paper size This is done according to the A standard e g A4 AS etc For Paper margins enter the distance in millimeters from the edge of the paper to the label Then choose whether the lab
29. d from the template You may change all these fields when editing your mailing For Internal name you may enter your own description for the mailing This name will not be visible for the recipients of your mailing and it is solely used for your own administration 16 1 1 Subject and sender The subject and sender details are visible to your recipients You can specify a subject as you like just like composing a regular e mail but a subject is required You may use variables in the e mail subject see below for more information about using variables The sender consists of a name and an e mail address Both fields are required If you wish to indicate to recipients that you do not want to receive replies to an e mail you may use an e mail address like noreply example com where you replace example com with the domain name of your own organization Optionally consult the system administrator of your organization for choosing an optimal sender e mail address 43 Adressen Beheer Systeem Documentation Release 2 4 16 1 2 Text version and HTML version The content of the direct mailing is specified below Text version and HTML version The text version is the content of the mailing in plain text you can t use formatting or images in the plain text version Some e mail clients only show the plain text version Often the plain text is also shown on mobile mail clients until the user has fully loaded the mail The HTML version contai
30. ed instead of their private address You can also choose to use mail addresses instead of visiting the addresses of business locations When you are finished click Generate label When the export is completed you can download a ZIP archive containing the label sheets that you just created Open the PDF file and print on your label sheet See also For more information in creating removing and editing label sheets see the chapter Managing label sheets 5 7 Other export options Depending on your ABS installation there may be more export options For more information on these other options see Plugins 16 Chapter 5 Selections CHAPTER 6 The search filter In order to navigate and find what you need quickly in a large directory you can use the search filter in ABS It allows you to search for specific contacts on the basis of known data or prepare multiple entities for exporting to other programs The advanced search screen might seem a little intimidating at first glance but you will see that it is a very powerful tool in ABS 6 1 Quick search Using the quick search box you only need a few keywords to find contacts Type a keyword in the search field and click the button to search All the default search fields checked for the keyword Want to know exactly what is being filtered In the advanced filter you can see the exact setup of your search 6 2 Advanced searching with extended filters Using the advanced filter you
31. els are printed in portrait or landscape mode If the labels aren t pre cut it is convenient to turn the option line on With this option a black guideline between the labels will be printed You must then enter the number of rows and columns of the label sheet In label margins fill the distance in millimeters from the text to the edge of the label Finally choose a font and font size to use in the label You save the new label sheet by clicking the button guilabel Save Tip Before using a label print a test sheet to make sure you have configured the new label sheet correctly 14 3 Editing existing label sheets From the label sheet overview click on a label sheet to edit the sheet configuration Editing a sheet has works the same as creating a new one Click guilabel Save to save the configuration 39 Adressen Beheer Systeem Documentation Release 2 4 14 4 Removing label sheets In the label sheets overview click the red icon Delete label to delete a label sheet This operation can not be undone 40 Chapter 14 Managing label sheets CHAPTER 15 Plugins The functionality of ABS can be extended by using optional plugins These plugins integratie the rest of the applica tion but they are not always activated Below you can find an overview of available plugins 15 1 Letters plugin Using the letters plugin we add the ability to send personalised physical mailings to your contact database Mailings can
32. es you will find the actions New company or Select all companies in this overview In the tab Deduplicate you will only find actions related to the deduplicating contacts Etiketten afdrukken amp Excel spreadsheet amp CSV bestand amp Brief printen aa Nieuwsbrief sturen w Wis selectie Home Selectie At the right side of the action bar you will find so called Breadcrumbs An example would be Home Companies New company You can quickly identify where you are in the system using the breadcrumbs Some features in ABS have additional help in the application itself You can recognize these feature by the icon Hover over this icon to see context specific help 1 4 Workflow In the next chapters we will describe the workflow for adding companies locations and contacts You will also learn how to edit and remove adresses from the system and how to search effectively through your contacts We will also explain the selection of entities for further manipulation and the management of the application itself like adding users and categories 4 Chapter 1 Introduction CHAPTER 2 Working with companies Companies is the collective name of all organisations you will maintain in ABS Charities government branches and other organisations should all be added as a company In this chapter you will learn how to search for companies how to add new companies and how to edit existing companies in the system 2 1 Se
33. g is a three step process After choossing a deduplication method you will see an overview with found possible duplicates Clicking on a row will show details of the duplicate entries After clicking you will be able to refine the selection by ticking the boxes in front of them Choose at least 2 contacts and click the Merge selected addresses button to continue the process In the last screen you will choose the defining information When there are different values for the selected contacts you will get a dropdown so you can choose the right content If there are no details for any of the selected contacts the field won t be filled Remarks will be combined and reordered by date After clicking the save button the selected contacts will be combined to a single new one The old contacts will be removed This action can not be reversed 29 Adressen Beheer Systeem Documentation Release 2 4 30 Chapter 10 Deduplicating contacts CHAPTER 11 Managing categories Using categories in ABS you will be able to group information and find them quickly using advanced filters 11 1 Viewing categories Categories are found in a lot of places in ABS Almost every company location and contact screen you ll be able to view and change category information Adding modifying or deleting category properties is done in the main menu option system administration under the submenu item categories 11 2 Adding new categories To add a
34. her Or one of these categories And one of these categories or And all of these categories By clicking on a category you can change the status of the category for the filter When a dash position the category is not included in the search When there s a check mark is the category is included in the search When there s a cross X results in a category explicitly excluded 6 3 Saving filters Using the advanced filter you can easily save your complex filter for reuse at a different time Fill in a name and click Save filter When the message Filter has been saved appears you can reuse it at any time 6 4 Using saved filters In the area Save and search you can use the selection box to choose a previously made filter Choosing a filter fromt his list will load the filter options in the advanced filter above Tip Use complex filter to segment your contacts and to reuse search queries which are often repeated 6 5 Filter overview For detailed information on editing and deleting filters look in the menu under the button System administration and then filters 6 6 Remove filters Click the actionbutton Remove filter in the filter row This action can not be undone 6 7 Edit filters From the filter overview you can edit a filter by clicking on the name of that filter Editing has the same steps as making a new one Finalize your changes by clicking Save 18 Chapter 6 The search filter CHAPTER 7 Imports
35. icking the direct mailing in the overview of all direct mailings You can only edit direct mailings that have not been sent yet When you click a mailing that has been sent already you ll open the progress report for the mailing see below for more information You can change all fields when editing a direct mailing You cannot choose another template for an existing direct mailing If you have already uploaded attachments you will find those attachments below the header Attachments You can delete an existing attachment by clicking Delete You save changes by clicking Save 16 3 Copy an existing mailing It is possible to copy an existing mailing You can easily copy an existing mailing in the overview of direct mailings Click the icon Copy direct mailing to the right of a mailing in the table ABS then creates a new mailing that has the same subject sender contents and attachments as the original mailing You can also copy mailings that have already been sent Using this method you can re use old mailings to send a mailing for a second time 16 4 Sending a direct mailing When you have created a mailing and you are satisfied with the contents and lay out you can send the mailing to your contacts Tip Send the mailing to yourself before sending a mailing to all your contacts so you are able to verify whether the mailing can be received correctly Define a number of test contacts in ABS and send the mailing to these test contacts Y
36. ill advise you to add this When viewing company details remarks can be added Enter your remark in the textfield and click the button Add to add it to the system Old remarks can be removed by clicking Remove beneath a remark At the bottom of the page you can view the locations linked to the company The main location will be marked with a blue color next to the location name By clicking on a location you navigate to the detail view of that location Adressen Beheer Systeem Documentation Release 2 4 2 3 Adding a company Adding a company is a three step process First you create the company itself then you ll add a main location with address information and finally you can add a contact person related to the new company You can add a new company by clicking the tab Companies in the main menu and clicking New company in the action bar You can now fill in a company name and link categories to the company Clicking Save and create location concludes this step After saving the company a new location window will be shown Here you can enter any address information and location specific details See also Check out Creating a new company location for more information about creating a location 2 4 Editing a company In the detail view of a company you can click be action button Edit company to change company information To go to the edit screen directly from the company overview click the edit icon in the row of the company
37. ionally you can specify a name and adress for your new contact Choosing a country and entering house number and postal code will trigger automatic completion of the address when available Some fields can be mandatory or have other requirements such as minimal length or maximal length You will be warned when you have entered insufficient information 11 Adressen Beheer Systeem Documentation Release 2 4 Optionally you can link one or more categories to the contact Do this by clicking on the category name to select it To finalize the creation of a new contact you must click the save button 4 4 Editing a contact From the contact detail page use the submenu button edit to change details for your contact Alternatively you can click the edit icon from the contact overview page Editing a contact is just as easy as creating a new one Simply change the data and klik save to make changes permanent Contact bewerken ABS InterExperts BV Mozilla Firefox Bie Edit View History Bookmarks mols Help 13 Contact bewerken ABS InterExp 8 abs locahosjoene prid 8442 v Ely cos La o amp vey bisablev Lcookiesy csSV LlFormsv Wimagesv dDintormationy Miscellaneous y Outinev Resizev Tools Y WViewsourcev fl Options y eo Start Bedrijven Bedrijfslocaties Mes Selectie Importeren Statistieken _Ontdubbelen Brieven Nieuwsbrieven Systeembeheer e 4 Torug Home Contacten Contact Bewerken Contact bewer
38. ken 4 Personalia amp Bedrijf Priv adres Aarnet vooraan Tussenvoegsel Achternaam Beurjren catie Ter attentie van ehr Sjoerd de Groot Geert Groote School II Geert Groote School II Atdeiing Straatnaam Huisnummer Toevoeging Van Nelleweg a Postcode Plaats 1055 Zp Rotterdam Land Nederland vn u ve postoode 3044 BC gebruken Automatisch nuren J Telefoonnummers Internet t Categorie n Nieuwe categorie Algemeen teletoomumer Website 010 1234567 heee y Oud bespelers Dansers A mobieinummer E matiaares 06 12345676 voorbeeld interexperts nl e CO 4 5 Removing a contact To remove a contact simply navigate to a contacts detail page and click remove in the submenu bar Contacts can also be removed directly from the contact overview page by clicking on the red delete icon ABS will ask for confirmation of this action as it can not be easily reversed In order to remove multiple contacts at once you should select the contact from the contact overview page and then use the action Delete ticked contacts to remove all selected items 4 6 Preparing a selection of contacts To prepare contacts for further processing such as exports and printing labels you should navigate to the contact overview The first option is to select all items in the overview You can do this by clicking Select contacts in this overview Depending on your filter this will be all or a part
39. mpty ABS will use the visitor address instead In some cases ABS will suggest to correct or supplement address details An alert will show up underneath the address fields to ask whether you want to apply the suggestion You can link the new location to one or more categories Select all categories which apply and click Save to save your new location ABS will then proceed to creating a new contact person for your new location See Working with contacts for more details 3 4 Create a new contact for a location When you want to create a new contact that is linked to a company location you can create a contact directly from a location detail page Click New contact person in the action bar The contact that you ll create will be linked to the correct location 3 5 Link existing contact to location You can link an existing contact to a company by choosing the action Link existing contact in the action bar You may use the search filter if necessary Click the contact you would like to link It will be linked immediately You may also add multiple contacts at once Choose Link existing contact from the action bar and tick the check boxes of the contacts you would like to add Click Add ticket contacts to location to link all selected contacts 3 6 Edit a location Edit a location s details by clicking Edit from the action bar when you are in the location detail screen or by clicking the pencil icon in the list of locations 8 Chapter
40. n ABS The contacts that were linked to a deleted location are converted to private contacts not linked to any company You may delete multiple locations at once from the overview screen Tick the check boxes of all locations which you would like to delete and click Delete ticket company locations ABS will ask for confirmation before deleting the selected locations 3 8 Selecting locations You can select company locations for further processing like exports of printing label sheets You can select all locations shown in the overview including locations on other pages Click Select locations in this overview Alternatively you can select individual locations by ticking the appropriate check boxes and clicking Select ticket locations 3 7 Delete a location 9 Adressen Beheer Systeem Documentation Release 2 4 10 Chapter 3 Working with company locations CHAPTER 4 Working with contacts Contacts in ABS are the people you want to keep in touch with Contacts are linked to a company or unlinked as private parties This chapter describes how to search in your contact list how to add new contacts and edit existing ones 4 1 Searching in contacts All contacts van be found by using the main menu tab Contacts Every single contact in the system will be shown in this overview sorted by name By clicking on a contact row you will be able to see more details By clicking on the table headers you are able to adjust
41. n information like an address phone numbers and much more Contacts are the people you are in touch with A contact can either be a private person or be related to a company In this last situation you will be able to link a contact to a company location Tip It s possible that company locations are disabled in your ABS instance In this case you will only work with companies with one main location and contacts 1 2 Logging in Before using ABS you will have to sign in ABS will ask you for your username and password If you have forgotten your password you should contact your application manager to reset your password Not using ABS for an extended period of time will automatically log you out of the system As a protection you will have to sign in again Adressen Beheer Systeem Documentation Release 2 4 1 3 Where can find everything Navigation in ABS takes place in the main menu The main menu is the bar with tabs in the top part of the screen Using these tabs you can navigate to the part of ABS you want to use like Companies or Import The main menu is always available in ABS Bedrijven Bedrijfslocaties Contacten Selectie Importeren Statistieken Ontdubbelen Brieven Nieuwsbrieven Systeembeheer E While using ABS you will notice the blue bar under the main menu This is the action bar Depending on the function you are using the action bar will have different buttons For instance in the main menu tab Compani
42. n which shows all groups This will automatically open the user group detail screen Click Edit in the action bar in the upper left part of the screen to modify the name or group super user and click Save to save your changes 13 4 Deleting a user group You can remove a user group from the system by clicking the user group in the overview screen which shows all groups Click Delete in the action bar in the upper left part of the screen to remove the group The application will first ask for confirmation before actually removing the user group When deleting a user group all contacts and users that are linked to the user group remain in the system You only delete the user group After deleting the group all contacts that were previously linked to the user group will not be linked to a user group anymore The same goes for group users the users still have access to the application but they are not linked to a user group anymore Because these users are not linked to a user group anymore they cannot create or edit contacts However you should delete them from the system when you want to block these users from accessing the data in the application 13 5 Permission model ABS uses the following permissions per user when user groups are enabled 36 Chapter 13 User groups Adressen Beheer Systeem Documentation Release 2 4 Permission User
43. new category you can click the New category button in the categories overview In the following screen you set can set an optional abbreviation and a name This information is used to identify categories in the rest of the system You are able to nest categories by assigning a parent category IF you want a new top level category you should assign no parent category You can make the choice for a category mandatory by selecting the option Users must select at least one category Users will now receive a warning when they are trying to create a new entity that does not have one of the child categories of the mandatory category selected You can specify which entities the category applies to by selecting an entity in make category available for The category will now only be available in the specified entity By pressing the save button the category will be created in the system and be ready or use 11 3 Editing existing categories To edit a categorie you click the category you want to edit in the overview The rest of the editing process will follow the same steps as adding a new category 11 4 Removing categories Clicking the categorie you want to remove in the overview screen takes you to the edit page After this the sub menu will contain a button Remove category Clicking this button and confirming the deletion will remove the current category and any nested categories under it All entities linked to the category will be unlinked
44. ns the formatted content of your mailing You can use text formatting images colors fonts and you can insert links or images You have a lot of freedom when creating your mailing However do consider that not every markup element is supported by every e mail client It is recommended to test your mailing in various e mail clients before sending it to a large group of recipients 16 1 3 Variables You can use variables in both the text version and the HTML version of your mailing Variables are special codes which will be replaced by personalized content when sending your mailing You can use a variable to address the recipient of your mailing in a more personal way for instance by using the name of a recipient or by using the date when you send the mailing The full list of variables that can be used is shown below the HTML text editor Every variable starts and ends with a percent sign and consists of alphabetical characters numbers or underscores The precise meaning and an example value is shown for each variable You can use almost all details of your contacts for example you may use Sstd_achternaanms to use the last name of a recipient You can also use variables in the e mail subject The tracker variable is a special variable This variable is only applicable to the HTML version By using the tracker variable you add an invisible image to your mailing which ABS uses to track whether recipients have opened the mailing An example
45. o create new users for their user group Super users have no further additional permissions they have no additional rights for creating or modifying contacts and they are also not able to create new user groups 13 1 Special user groups You can define special user groups in ABS Special groups are for users that require read and write access access to all contacts in the system including contacts that are not linked to their own user group You can use ABS for instance in a setup where various departments in your organization can manage their own group of contacts For departments that require access to all contacts like a corporate communication department or other centralized departments that need to work with all contacts you define a special user group Employees of this central department are member of the special user group and have access to all contacts Users linked to a special user group can specify to which user group a new contact should be linked when creating a new contact They are also able to change the user group of existing contacts so that a contact can be assigned to another user group Special group users can also define new users for the application and create new user groups They cannot however create new application administrators They also can t modify users of their own user group These actions are reserved for system administrators You can edit user groups via the tab System administration and then User gro
46. of a mailing which uses variable may look like this Dear Sir Madam std_achternaam This is a test message sent on F 53 SYS Kind regards Safzender_naam Opt out for this mailing go to Safmeldens When this mailing would be sent the contents would be replaced as follows Dear Sir Madam Johnson This is a test message sent on July 10 2014 Kind regards ABS Opt out for this mailing go to http example adressenbeheersysteem nl afmelden When you use variables it is always recommended to send a test mailing in which you verify that all variables are replaced as expected ABS will replace unavailable adress fields with empty text 44 Chapter 16 Direct mailings Adressen Beheer Systeem Documentation Release 2 4 16 1 4 Attachments It is possible to send a attachment with a mailing We recommend to limit the number of attachments and the total file size you prevent full e mail boxes for the recipients of your mailing and furthermore you prevent that ABS is overloaded with sending large e mail messages You can add an attachment by selecting a file below the header Attachments Do you want to add more attachments You can select extra files by clicking the button Add attachment and selecting another file 16 1 5 Saving You save the direct mailing by clicking Save After saving you return to the overview of direct mailings 16 2 Editing a direct mailing You can edit a direct mailing by cl
47. of the complete list of contacts in your database Alternatively you can tick the box in front of a contact row and click the Select ticked contacts action button 12 Chapter 4 Working with contacts Adressen Beheer Systeem Documentation Release 2 4 If you have already prepared a selection you will be prompted to either replace the current selection with your new one or add the new selection to the existing selection Any adresses selected twice will de deduplicated in the selection For more information on selections and exporting see the chapter Selections 4 6 Preparing a selection of contacts 13 Adressen Beheer Systeem Documentation Release 2 4 14 Chapter 4 Working with contacts CHAPTER 5 Selections In the previous chapters you have learned to create and edit companies locations and contacts In order to use these entities for further processing you need to select and export them Click on the menu button Selection Here you will find three tabs containing your current selection 5 1 Clearing your selection To clear the entite selection use the button Clear selection The selected entities will only be removed from your selection They will not be permanently deleted If you want to delete something you can do this at the respective entity page 5 2 Removing a single item from selection Click the trash can icon next to an entity row to remove it from your current selection The entity will
48. on the numbers beneath the charts you will be taken to a filter that shows the entities missing information You can also create a statistics page over you current selection by going to the selection menu and clicking Statistics about selection 8 2 Refreshing statistics Statistics will be automatically updated every 10 minutes This will happen when you access the overview page If you want to manually refresh the statistics you can do so by clicking the Refresh button in the submenu bar 23 Adressen Beheer Systeem Documentation Release 2 4 24 Chapter 8 The status of your database CHAPTER 9 Activity log ABS logs all modifications in the application like modifications on contacts companies and company locations All additions modifications and removals are logged in this activity log A modification is for instance creating a new contact or changing an address field Some important applications actions are also logged such as creating a new application user or changing a system setting In the activity log not only the modification itself is registered but also the time when the modification was performed and the user who made the change When data is changed or removed for a contact company or company location ABS logs both the old and the new values for each address field Using this method you can always review information that has been changed and possibly undo a modification 9 1 Recent changes on star
49. ou start sending the mailing by identifying which contacts should receive the mailing Select the contacts to which you want to send your mailing See the chapter Selections for more tips about making a good selection When you have made a selection you can send the mailing to your contact persons Go to the Selection tab in the main menu and choose the action Send direct mailing 16 4 1 Automatic deduplication by e mail address When you are about to send a mailing ABS automatically deduplicates your contact selection by e mail address in order to prevent that you send the same mailing multiple times to an e mail address This deduplication is done 16 2 Editing a direct mailing 45 Adressen Beheer Systeem Documentation Release 2 4 automatically over your selection when you are about to send a direct mailing If the application detects that your selection contains multiple contacts who have the same e mail address you will receive an alert and ABS will show a report of all duplicate contacts One single contact person per e mail address will be chosen by ABS to use for the direct mailing Other contacts will be removed from the selection ABS will indicate which contact persons remain in the selection those contacts are marked in the list of duplicate contacts indicated by the text this contact will be used in your selection Contacts which are not marked with this label will be removed from your selection The selection will be
50. rowser while your mail is being send out but it is not required to do so ABS will continue to deliver your mailing in the background The progress report is refreshed every 30 seconds with new information 16 6 Working with templates Templates are the base for composing a new mailing A template is actually very much like a direct mailing which is constantly being re used to compose a new mailing You can edit the same information as you would for a direct mailing you can define an internal name subject contents attachments and so on You can find an overview of all templates by selecting the tab Direct mailing and then choosing the tab Templates You may define an unlimited amounts of templates in ABS to use for your mailings However you should define one template as a master template this template is used as a base when you create a new template and it is selected by default when you compose a new direct mailing The master template is marked in the list of templates by a blue square next to the template name You can define another template to be the master template by clicking the icon Set as master template icon with light bulb in the right part of the table You can edit a template by clicking the template name Editing a template is equal to editing a mailing You can create a new template by clicking the action New template in the action bar on top of the screen The master template is used by default when you create a new templ
51. t up to date contact details and opening hours can be found at our website www interexperts nl e E mail mail to helpdesk interexperts nl e By telephone call 31 10 254 0500 51
52. t phe bok ek Herde eed Managing users 12 1 MWSErTOleS sais anges armen She gh ak Book e li aa a Sass A REA Se RS aie Ee Bees 12 2 Inspecting user d tails or tan ak ee PA A RA ee wae ea Se ee A 12 3 Creating a MEW USER osn saak ae Sh a SH Gee Sw Bey Boe i 124 Editing am existing user 4 4 4 5 54 8 4624 544 Bade De we e eee Gee EE 123 DEHNS A USER ed aoe eden a aes ee ees AE Gent he ae Hace Shere BE we Ria gee Bi Hae ke Boek User groups 18 1 Special User SrOUPS s namerne e ev veren HE Ae Re RA See 13 2 Creating a new USer PTOUP o on he As GA Aa Ree eee Ree ee A 13 3 Editing a USER BOUD uti ar aes Boe GO a GSS Rah SRS A RSS S 13 4 Deleting a user BrOUP a aes bee eee bea ee MA eee bee E 13 5 Permission model sdra sak to non be wh ea Ne ewe a eo gy B Managing label sheets 19 19 20 21 21 21 23 23 23 25 25 25 26 29 29 29 31 31 31 31 31 32 33 33 34 34 34 34 14 1 Viewing label Sheets 05 scada ea BS een on ay SH BA a Ba es ee i 14 2 Creating anew label Sheet s cocorda i eoc Oe an oer en ee er atd ea ee A 14 3 Editing existing label sheets cosc an semen ee ra a ate i 144 Removing label sheets o ainia a veen E a Ae SO a ES a ee ee 15 Plugins Sal Letters plots db bat ee bbe B de ee a et BSS 15 2 Direct mailing plugins is on ont we er a A a eeh He B B NS Ge A ae i 15 3 Files PUE e sere sa a ee A A e ete PERE A A 16 Direct mailings 16 1 Creating anew direc
53. t screen When you have logged in to ABS you see a list of all recent changes unless this list has been disabled by your system administrator The changes you can see here are all changes which have recently been made in the application the most recent changes are on top of the list The list is limited to the 10 most recent changes When you click More changes you open the full activity log with all modifications which have been made in the past In the list of recent changes on the start screen you can see the name of the user who made the change and the time when the change was made in small type below the name of the user When available you can see additional information for the change that was made When contact data was modified for instance you can see which contact fields have been changed during the edit For some changes additional information is available When you move the cursor of the mouse above the name of the user you can see the user profile you can see the username of the user his or her e mail address and user group when user groups are enabled If you hover the mouse above the relative time when the change was made you can see the exact date and time If you hover your mouse above the list of changed address fields you can see old and new values when available 9 2 Recent changes for contacts companies and company locations For contacts companies and company locations you can view the most recent change in
54. the icon next to the magnifying glass A search form will expand and you can search specific fields or select which categories apply Click Show results to execute your search query The number behind Show results shows the number of results that your search query will find This number changes when you modify your search criteria For more information about the search functionality see The search filter 3 2 Viewing location details You open the details of a company location by clicking on the location name in the overview You 1l find all details for this company location in the detail sereen You will also find contacts linked to this location if any When viewing a location you can easily add a remark Enter your remark in the text field and click Add to save your remark All remarks are shown in the list of remarks You can delete a remark by clicking Remove underneath the remark you want to delete Adressen Beheer Systeem Documentation Release 2 4 3 3 Creating a new company location You can make a new location by clicking the main tab Company locations and then choosing New company location A form will open where you can enter all details for the new company location Don t forget to select the company for which you are creating the new company location You can enter a part of the company name to select a company You can then enter all other details It is not mandatory to enter the postal address if you leave it e
55. the sorting of the overview Clicking the paging numbers on the top of the pages navigates you through the available contacts You can search for a contact using the quicksearch in the left top of the contact overview page By typing a part of a property of the person you are looking for and clicking search you will be able to filter through a large list By clicking the the advanced filter button you will be able to exactly specify the criteria and categories to search for and have more influence over the results as wel as loading preset filters 4 2 Viewing contact details Opening the detail screen for a contact is done by clickign the contact row from the contact overview page On the detail page you can see all properties of a contact in ABS When viewing the contact details you can add remarks by entering your text in the remark textarea and clicking the Add button Unlimited remarks can be made to a contact Old remarks can be removed by clicking remove under it 4 3 Creating a contact You can create a new contact by navigating to the contact overview page and clicking the New contact button In the following screen you will be able to define all properties for this contact The company and company location can be specified under the header Company To link the contact to an existing company start typing and after 3 characters any available companies will show up Click the location name to assign this location to the contact Addit
56. tion that the user has stored in the system will remain available As a protection you can never delete the user account which you are currently logged in with Tip Do you want to block access to an account only temporarily In that case it is more convenient to just change the password and not to remove the user account When you need to unblock the account you just have to set a new password and communicate that to the user 34 Chapter 12 Managing users CHAPTER 13 User groups You can use user groups in ABS to separate contacts between different groups of users When you enable user groups all users are linked to a user group All contacts are also linked to a group Permissions for viewing and editing contacts will now depend on the linked user group You can create an unlimited amount of user groups You can and should also define a super user for a user group The super user is the main contact person for a user group and he or she can manage user within the user group Contacts in ABS are linked to user groups A user can only modify or delete a contact when the contact is linked to the same user group as the user When a user creates a new contact the new contact will be linked to the same user group as the user creating the contact Companies and company locations are not linked to user contacts and can be modified by all users Super users have the same permissions of normal group members but they can als
57. tmaline 2 22 64 22588 44654 da A Beke hee SSS 16 2 gt Editing a direct mails ice scesa e E Ares ae HAB Re EE ae RE RE A 16 3 Copy an existino maling ts ve EEE Y EA ea BE ee ow whee ee 16 4 Sending a dir ctmalings 25 02 4468 vats dab ee deb a a bek ee 4 16 5 Monitoring progress and status sss 0408 5 24 vd bh eee en eee eh 16 6 Working with templates aas ae Re ee ee 16 7 Tips for working with templates ee cra a ee ee ear en EE ad Ee he N 17 Fields ITE Held STOUDS ERA kao ae Oe Gane be A ee See A 172 Field types oare se 4 key ae do HERES e OAR eee SE RP BRE Ree eS Jaeld oplons nar tt Ahh gtr a ra SEE BM e Breed BS Aree a Bence 4 17 4 Setting options for multiple choice fields eee 18 Support 18 1 Applicationvadmumstrator 4 a soe ve A al oee in ee ere ew dw ao 182 Support M OEMALION sn teer Bok Bean eh GRD ade an ed a RA a dE ee 18 3 Contacting the SUPportdesk ssec oaeen a er teem wee etn A a ee Adressen Beheer Systeem Documentation Release 2 4 This manual describes usage and management of the Adressen Beheer Systeem by InterExperts If you re not yet familiar with ABS you might want to get acquinted with ABS and the structure of the application See the chapter Introduction for an introduction to ABS If you have questions that this manual does not cover you may contact your application administrator or the InterEx perts support desk for additional s
58. upport For more information please refer to the chapter Support Contents Adressen Beheer Systeem Documentation Release 2 4 2 Contents CHAPTER 1 Introduction The ABS system a Dutch acronym for Address Management System by InterExperts is a user friendly and accessible application for managing enterprise contact information With ABS you are able to build and manage an efficient customer database or track support requests with your suppliers All contact information stored in ABS can be used for further modification When you use the clever search filters you will be able to quickly find the right contacts You can use ABS to print address labels send letters mail digital newsletters or export contact lists to further manipulate in a spreadsheet 1 1 Key concepts It is useful to know around which key concepts ABS is built ABS identifies the following contact types as seperate entities e Companies Working with companies e Company locations Working with company locations e Contacts Working with contacts Companies are a collection of all sorts of organisations For example a company can be a supplier or customer Companies can be linked to categories and remarks can be made to specific companies Locations are the physical adresses of an organisation Locations are always linked to a single company A company can have one main location and unlimited secondary locations For any location you can maintai
59. ups Here you 1l see an overview of existing user groups in the system and you can create a new user group 35 Adressen Beheer Systeem Documentation Release 2 4 13 2 Creating a new user group You create a new user group by clicking New user group You have to enter a name for the new group and optionally you can set a super user You can only choose users who are not yet super user for another group If you choose an existing user as super user he or she will automatically made member of the new user group If you are a system administrator you can also define whether the new group is a special user group or a normal user group If you are not an administrator you can only create normal user groups Tip You do not need to set a super user immediately when creating a new user group You can also set a super user at a later time When you click Save the new user group will be created The application will automatically open the detail screen for a user group In the group detail screen you can add new members to the user group Click Add to user group to create a new user that will be linked to the user group you just have created If you want to link an existing user to the new user group search the user through the user management and edit the existing user When editing the user you can change the group membership 13 3 Editing a user group You can edit a user group by clicking the user group in the overview scree
60. very column in your import file leave the field empty if the column should not be used in ABS 19 Adressen Beheer Systeem Documentation Release 2 4 Tip When importing a company name location name and contact data from single row this data will automatically be linked in ABS Tip Some columns can be automatically identified on the basis of the first line in the file We recommend you to check whether all columns are selected correctly If necessary you can choose how many lines should be skipped from the start of the file By default the first line will be skipped as ABS assumes that this lines contains the column headers You can also define a separator character when importing a CSV file ABS tries to detect this symbol automatically so only change this value if the columns don t seem to be separated correctly Click the button Import and then click OK to start the import Depending on the size and complexity of the data importing may take some time 7 1 3 Asign category In the next step Assign category you can associate all imported data with a category Select one or more categories that apply to the imported data and click Add categories to link the new items to the chosen categories You may skip this if you do not want to assign categories to the newly imported items Click Skip this step to continue to the next step without assigning categories 7 1 4 Add remark The last step allows you to add rem

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