Define the order in which the first, last, and middle name of the contact should be displayed or entered in the Summary and Data Entry page, as well as in searches, reports and dashboards.

Define the field or combination of fields which will be used to guarantee the uniqueness of a person's contact information. Uniqueness is validated when creating or updating contact information.  E.g., (Last name and ID number) OR Social Security Number.

Define the field or combination of fields which will be used to guarantee the uniqueness of a company's contact information. Uniqueness is validated when creating or updating contact information. E.g., (Name and VAT number) OR VAT Number only.

Rules are used to assign a name day to contact information.

Provide the date of the name day and all names which celebrate on that day, including name variations, separated by a comma. Once the rules are in place, execute the name day application process to assign the name day to the contact information of contacts that have a name day.

Define whether the Contact Consent functionality should be enabled.

If the functionality is enabled then you can control the actions allowed on a contact depending on the state of the consent which can be one of the following

• Pending: The contact has not yet provided their consent (applicable for new contacts)
• Rejected: The contact has refused to provide consent (applicable for new contacts)
• Withdrawn: The contact has withdrawn consent he once provided (applicable for existing contacts)

The allowed actions which can be chosen depending on the state of the consent are the following:

• Complete functionality: This is the default option and indicates that the contacts and the actions applicable on them are fully functional.
• No functionality allowed: Indicates that no further actions can be applied on these contacts but they will exist as contacts in the system.
• Anonymize Contact: Indicates that contacts will be fully anonymized and no longer functional in any way (Only available for 'Rejected' and 'Withdrawn' states

Available only if Enable Contact Consent is selected

Enable option to automatically attach the consent form to all contacts once they are created. If enabled select the form at Consent Form Attachment which should be already available in the Attachments Library

Action available only if 'Import Consent Form Automatically' is enabled.

Use this action in cases where the consent form has been updated and contacts that already accepted the previous consent form, will have to re-consent.

Define whether the Contact Anonymization functionality should be enabled. Contact Anonymization process

If the functionality is enabled then the following settings provide extra checks before the anonymization takes place to safeguard against erroneous deletion/anonymization

• Minimum Number of Months
  • Contact Updated Date: The latest time that the contact was updated should have been at least X months ago.
  • Latest Terminated Related Subscription: If the contact is associated to a subscription, then the subscription should have been terminated at least X months ago.
  • Latest Financial Transaction Posted Date: If the contact has an accounts receivable then 'financial transaction posting' against the account should have been at least X months ago.
    • Applied on Types: The Financial Transaction Types which will be considered. If nothing is defined then all of the types are included
  • Latest Wallet Transaction Posted Date: If the contact has a wallet then 'wallet transaction posting' against the wallet should have been at least X months ago.
    • Applied on Types: The Wallet Transaction Types which will be considered. If nothing is defined then all of the types are included

Enable the scheduling settings if you would like the anonymization process to also be executed in batch. (i.e. on top of the anonymization due to Consent Rejection or Withdrawal and anonymization action through Contact information page)

The Logs of the executed runs will be displayed through the Batch Processes Admin Board

Define a default setting regarding whether direct or affiliate marketing material should be sent to new contacts.

The default can be changed from the contact information Data Entry page.

For a description on setting up and using authorization settings, refer to Contact notification preferences.

Define the types which are supported by the system.
Enable the Supported field to make the type available for selection in the contact information Data Entry page, and provide a Label which will be displayed for each type.

Security Management

Privacy level assignment rules

Provide automation on setting the privacy level for the contact.

A contact can have several postal addresses. One address of each type can be active at a time. Supported types are defined in the contact information definition. In order to define a new address for an existing type, the current address must be deactivated.

Addresses can be supplied and edited from modules other than contact information. For example, an address can be entered from the subscriptions module, as an installation address, and one can be entered from the accounts receivable module, as a billing address. Both are added to the contact information addresses.

It is possible to view and reactivate inactive addresses by using the View Inactive link.

Personal information associated to the contact including ID Number, Registration Country, Passport Number, Passport Registration Country, Social Security Number, Country of Residence, Industry, Industry Sector and Date of Birth.

Name Day: Can be automatically applied through the name day application definition, based on the name day rules configured in the contact information definition.

Depending on the fields defined in the uniqueness rule of the contact information definition, some of the fields in this section may be mandatory. For example, if Social Security Number is included in the uniqueness rule, then it is mandatory to provide the number for each contact.

Company information associated to the contact including Industry, Industry Sector, Profile Year, Annual Turnover, Established on, Number of Employees, Tax Reference Number, Registration Details and VAT Registration.

Depending on the fields defined in the uniqueness rule of the contact information definition, some of the fields in this section may be mandatory. For example, if the VAT Registration Number is included in the uniqueness rule, then it is mandatory to provide the number for each company contact.

Determine whether the contact should be sent direct and affiliate marketing material. The settings default to those in the contact information definition.

Send Direct / Affiliate Marketing Material: Enable if the contact should be a recipient (of in-house or partner marketing campaigns, respectively, and of customer care notifications).
The date on which the authorisation was last updated and the user who updated it is displayed.

Customers can opt in and out of mailing lists (i.e., update their authorisation settings) directly from their email.

For a description on setting up and using authorisation settings, refer to Contact notification preferences .

Preferred Language: Used for communication purposes. If none is specified, the system will use the default language.

The consent information of the contact information which includes the following:

• Consent Status: Status of the Contact's Consent which can be 'Pending', 'Accepted', 'Rejected', 'Withdrawn'
• Consent updated date
• The Consent Form: This information is available and applicable only if the Consent State is 'Accepted'. The consent form can be provided in 2 ways
  • Automatically upon the contact's acceptance: In this case the consent form is global (i.e. same for all contacts) and it is the one which is defined in the Contact information Consent Settings
  • Manually through a dedicated action (Add Consent Form) or Web API
    In both cases the form can be taken from the attachments library OR any external attachment
    If Consent Form is provided manually, then it can be amended if the Consent State is either Pending, Accepted or Rejected, through the dedicated action provided.

For more information on consent information refer to Complying to GDPR

Outward Relations: A number of contacts with which the currently selected contact is associated.

Type: A label describing the relation with the related contact, e.g., 'Friend', 'Client', 'Family Member'. The supported relation types are defined in the active contact information definition.

Inward Relations: The contacts who have the currently selected contact as an outward relation. Inwards relations cannot be edited. They can change if an outward relation modifies their relationship entry from the Data Entry page.