Address Book

Overview

The Address Book module (contacts, company directory) serves as a unified repository for all company contacts. You can manage internal and external persons including their contact details, photo, position, and company affiliation. Contacts can be exported to vCard (VCF) format for import into Outlook and other applications, sent by email, or directly as an SMS message to a mobile phone.

Key Features

• Contact management with photo, phone, email, address, and website
• Filtering contacts by company, position, and contact type
• Export of selected contacts to VCF (vCard) format for download or sending by email
• Import of contacts from VCF files or ZIP archives with duplicate detection
• Sending a contact as an SMS message to a mobile phone
• Export of contact list to Excel and printing
• Integration with the CRM module

Access and Settings

How to Access the Address Book Module

Navigation path to the Address Book module: Main Menu → Address Book

Address Book Module Settings

The Address Book module settings are accessible via Settings → Address Book. The administrator configures access rights for individual users through a clear table. Rights are saved automatically after clicking the corresponding toggle.

Permissions and Access Rights for the Address Book Module

The following access rights are available in the Address Book module, configured by the administrator in the Settings section:

User Interface

Address Book Module Main Screen

The main screen of the Address Book module consists of two cards. The upper card contains a Filter for narrowing down the displayed contacts. The lower card displays the contacts table with action buttons in the header. The table can be searched at any time using the Search field in the upper right corner of the table.

The table displays the following columns: Company, Photo, Last name, first name, Email, Address, Phone (ext.), Mobile, URL, Position, Contact type, Note, and a column with actions and a checkbox for selection.

Filters and Searching in the Address Book

The Address Book module offers two ways to search for contacts:

• Filter (expandable card): Filters records by three criteria: Company (selection from existing companies), Position (selection from existing positions), and Contact type (selection from existing types). After setting the criteria, click the Search button. Clear the filter by clicking the Cancel button. When a filter is active, the section name is displayed in bold red.
• Search field: Quick full-text search directly above the table. Searches instantly as you type across all visible columns.

Basic Operations

Procedure: Adding a New Contact to the Address Book

To add a new contact in the Address Book module, follow these steps. Write permission is required to add contacts.

1. Open the Address Book module.
2. Click the Add record button (green button in the upper right corner of the table).
3. In the Add/edit contact dialog, fill in the required fields:
   • First name (required): First name of the contact.
   • Last name (required): Last name of the contact.
4. Optionally fill in additional fields:
   • Title: Academic or other title (e.g., Ing., Mgr.).
   • Email: Email address of the contact.
   • Mobile: Mobile phone number.
   • URL: Contact's website.
   • Phone/extension: Landline number or extension.
   • Position: Job position. Select from existing ones or enter a new one.
   • Contact type: Contact category (e.g., Customer, Supplier). Select from existing ones or enter a new one.
   • Company: Name of the company the contact belongs to. Select from existing ones or enter a new one.
   • Address: Address of the contact or company. Select from existing ones or enter a new one.
   • Note: Any additional text.
5. Optionally upload a photo: Click Select image to upload, choose a file (ideally JPG 600×600 px). Edit the photo in the preview and rotate it if needed using the Rotate button.
6. Click the Save button.

Tip: The Position, Contact type, Company, and Address fields allow you to select an existing value or enter a completely new one directly into the field.

Guide: Editing an Existing Contact in the Address Book

To edit an existing contact in the Address Book module, follow these steps. Write permission is required to edit contacts.

1. Find the desired contact using the filter or the Search field.
2. In the contact row, click the pencil icon (edit) in the actions column.
3. In the Add/edit contact dialog, make the desired changes.
4. To remove a photo, check the Remove photo checkbox.
5. Click the Save button.

Procedure: Deleting a Contact from the Address Book

Deleting a contact in the Address Book module requires delete permission.

1. Find the contact you want to delete.
2. In the contact row, click the X icon (delete) in the actions column.
3. In the confirmation dialog, click Yes.

Note: Deleted records are not permanently removed. Users with delete and restore from trash permission can restore them by clicking the Deleted button (red button in the table header).

Advanced Features

Export Contacts to Excel and Print

The Address Book module allows you to export the currently displayed contacts to a spreadsheet file or print them. Above the table, the following buttons are available: Excel (download XLS file), Print (print), and Columns (customize displayed columns). The export respects the currently set filter and search criteria.

Procedure: Export Contacts as VCF (vCard) for Download

In the Address Book module, you can download selected contacts in vCard (VCF) format for import into Outlook or other applications. When selecting a single contact, a `.vcf` file is downloaded; when selecting multiple contacts, a ZIP archive with individual VCF files is downloaded.

1. Open the Address Book module.
2. Check the contacts you want to export. Use the checkbox in the table header to select all at once.
3. Click the Download VCF (vCard) button in the table header.
4. The file will be automatically downloaded to your computer.

Tip: The Download VCF (vCard) button is active only after selecting at least one contact.

Procedure: Sending Contacts as VCF by Email

In the Address Book module, you can send selected contacts in vCard (VCF) format directly by email as an attachment.

1. Check the contacts in the Address Book module table.
2. Click the Send VCF (vCard) by email button in the table header.
3. In the Send VCF (vCard) by email dialog, fill in:
   • Email (required): Recipient's email address. Separate multiple addresses with a comma.
   • Subject (required): Email subject. The default value is automatically filled in.
   • Message: Email body text. The default text lists the names of the selected contacts.
4. Click the Send button.

Procedure: Sending a Contact as SMS

The Address Book module allows you to send contact details of a specific person as an SMS message to your mobile phone. The SMS contains the contact's name, mobile phone, phone, and email.

1. Find the contact in the Address Book module table.
2. Click the mobile phone icon in the actions column of the contact.
3. In the Send contact as SMS dialog, verify or enter your Czech mobile phone number (the field is pre-filled with the number from your profile).
4. Click the Send button.

Note: SMS can only be sent to Czech mobile numbers. This feature is available to all users with read access.

Procedure: Importing Contacts from a VCF File into the Address Book

The Address Book module allows you to import contacts from VCF (vCard) files or a ZIP archive containing VCF files. The system automatically detects duplicate contacts and offers a way to resolve them. Import requires write permission. vCard formats 2.1, 3.0, and 4.0 are supported.

1. Click the Import VCF (vCard) button in the table header.
2. In the dialog, drag and drop a file into the designated area or click to select a file. The maximum file size is 10 MB.
3. After successful upload, the number of found contacts is displayed. Click Show preview.
4. In the preview, review the contact list. Contacts marked as Duplicate match an existing record. Use the checkboxes to select contacts for import.
5. Click Import all (imports all contacts) or Import selected (imports only checked ones).
6. If there are duplicate contacts, a conflict resolution dialog is displayed. For each conflict, the existing and new contact are shown side by side with highlighted differences. Choose one of the actions:
   • Skip: The contact is not imported; the original remains unchanged.
   • Overwrite: The existing contact is overwritten with import data (only non-empty fields are updated).
   • Add as new: The contact is added as a new record alongside the existing one.
7. After processing all contacts, an import summary is displayed: the number of imported, overwritten, and skipped contacts.

Tip: After closing the import dialog, the contacts table is automatically refreshed and displays the newly added records.

Integration with Other Modules

• CRM (Contact Management): The Address Book module is linked with the CRM module. Contacts from the Address Book can be used within CRM for managing business relationships and customer communication.

Troubleshooting

Frequently Asked Questions About the Address Book Module

Question: The Download VCF and Send VCF by email buttons are grayed out and cannot be clicked.

Solution: The buttons become active only after selecting at least one contact. Check the desired contact using the checkbox in the actions column or check all contacts using the checkbox in the table header.

Question: The Add record or Import VCF button is inactive.

Solution: Adding and importing contacts requires Read, write permission. Ask the system administrator to assign the appropriate access rights in the Address Book module settings.

Question: Imported contacts display diacritical characters incorrectly.

Solution: The system automatically detects and converts encoding (UTF-8, Windows-1250, ISO-8859-2). If characters are still displayed incorrectly, try opening the VCF file in a text editor and verify that it was exported in a supported encoding.

Question: I cannot find a deleted contact.

Solution: Deleted records are moved to the trash. Users with delete and restore permissions can view and restore deleted contacts by clicking the red Deleted button in the table header.

Question: I cannot see all contacts even though I have not set a filter.

Solution: Check whether a filter from a previous session is still active. The Filter section name is displayed in bold red when a filter is active. Click the Cancel button in the filter to clear it.

Tips for Efficient Work with the Address Book

• Use the Contact type field to categorize contacts (e.g., Customer, Supplier, Partner). This makes later filtering easier.
• When importing a large number of contacts from Outlook, first export the contacts to a ZIP archive containing individual VCF files.
• Upload contact photos in JPG format with dimensions of 600×600 px for the best display in the table.
• The Company and Address fields share values across contacts. Once you enter a company, you can simply select it from the list when adding the next contact.
• For quick searching of a specific person, use the Search field directly above the table. It is faster than opening the filter for a one-time search.