Data Messages (ISDS, Czech Data Box)
Overview
The Data Messages module connects eIntranet with the Czech data box system (ISDS) and lets you receive and send official electronic mail directly from the application, without having to log in separately to the Data Box portal. The module can download messages from any number of the company's data boxes, keeps them with no time limit, and lets you hand them over for resolution to specific people or groups. Data messages therefore work as a central record of official correspondence, linked to other areas such as received and issued invoices or sick-leave records.
Key features of the Data Messages module
- Downloading received and sent messages from one or more connected data boxes
- Creating and sending a new data message, including ready-made CzechPOINT@home requests
- Replying to, forwarding, and using an existing message as a template for a new one
- Handing a message over for resolution to a specific user or group and tracking its progress
- Automatic processing of incoming and outgoing messages according to your own rules
- Colour tags for quick orientation among messages
- AI-generated summary and suggested resolution of a received message
- Integration with Invoices received, Issued invoices, E‑Sick Note, and Paper Mail
Who the Data Messages module is for
The Data Messages module is used mainly by employees responsible for receiving and handling official correspondence – registries, secretariats, and management assistants, who sort data messages and pass them on further. It is also used by the accounting and invoicing department when processing invoices and other documents delivered via a data box, by the HR department when processing ČSSZ (Czech Social Security Administration) notifications of incapacity to work, and by administrators who manage data box connections, user rights, and automatic rules. What a particular user can see and do in the Data Messages module depends on their assigned rights – see the "Rights and access permissions for the Data Messages module" section below.
Access and configuration
How to open the Data Messages module
You open the Data Messages module from the application's main menu. The main screen appears with the heading "Data Messages" and a table of messages divided into tabs by status. If the logged-in user has rights to the module's settings, a Settings link also appears next to the heading, leading directly to the Data Messages module's configuration.
Data Messages module settings
The Data Messages module's configuration is available via the navigation path Settings → Data messages and is divided into the tabs User rights, General settings, Connected data boxes, Rules, Templates, and Tags. The last tab, Tags, is shown only when the use of colour tags is enabled in General settings. Each tab is described in detail in the "Data Messages module settings" section below.
Rights and access permissions for the Data Messages module
Access to the Data Messages module is graded according to the rights assigned to each user – a user need not see all of the company's messages, nor be able to perform every action. Rights are set on the User rights tab in the Data Messages module settings, individually for each user.
| Right | What it allows the user to do |
|---|---|
| No access | The user does not see the Data Messages module at all. |
| Read assigned for resolution | Sees only messages assigned to them for resolution, messages on which they are listed for information, and their own created or sent messages (depending on the company's settings). On the Send tab they see either all pending messages, or only those that concern them – depending on whether they also have the right to send and whether "for information" is enabled in the settings. |
| Read all | Sees all of the company's data messages, with no restriction based on assignment for resolution. |
| Create messages | May create new messages and save them as a draft in the Send status; sees the "New message" panel on the main screen. Without the right to send, however, they cannot send the message themselves. |
| Download | May start downloading new messages from the data box and sees the controls needed for this on the main screen. |
| Send | May send a message draft, both individually and in bulk, including a draft created by another user. Without this right, the "Send" button remains disabled. |
| Data boxes only | Restricts the rights above to only selected data boxes (or to the "All – including those added in the future" option); the user does not see messages from other data boxes at all, nor can they send from them. |
The Data Messages module settings (the User rights, General settings, Connected data boxes, Rules, Templates, and Tags tabs) may only be opened by the application administrator or a user who has been explicitly assigned the administrator role for this particular module. Likewise, manually changing a message's status in its detail, outside the normal workflow, is available only to the application administrator or the Data Messages module administrator, and is used mainly for testing rules. Editing the subject and attachments of a draft may only be done by whoever created the message, is its assigned handler, or is listed on it for information; the due date may be changed by anyone with access to the module.
User interface of the Data Messages module
Main screen of the Data Messages module
When you open the Data Messages module, the heading "Data Messages" appears, along with (if the user has rights to the module settings) a Settings link. If any connected data box has a password that has already expired or will expire within the next 14 days, a warning box appears above everything else, showing which data boxes are affected and by what date; this list is updated once every 48 hours. If a scheduled data box system outage is currently in progress, an information box appears with the outage text and the From–To period.
Below the filter is a horizontal strip of panels showing message statuses, each with an icon and the number of messages in that status: Delivered, In Progress, Processed, then (only with the right to create or send messages) Send, then Sent, and finally (only with the right to create messages) the New message panel – clicking it replaces the table with the form for creating a new data message.
Above the message table, on the Delivered and Sent tabs, and only with the right to download, there is a row with a data box selector "Download messages from:", a password field (shown only if the data box does not have a permanently saved password), and a button for downloading messages. If the use of colour tags is enabled in the settings, a tag switcher "All" and the individual tags defined in the settings appear below it – clicking a tag filters the table to only messages with that tag. On the Send tab, a "Deleted" button (showing the bin with deleted drafts) is additionally shown in the top right, along with, if the user has the right to send, a "Send Selected" button for bulk sending.
Data messages table
The data messages table in the Data Messages module has the columns: ISDS number (or "NOT SENT", or "Scheduled: [date]" for messages waiting for deferred sending), From, To, Subject (with any colour tags below the text), Delivered, Received, Downloaded, Due by, and a final column that changes depending on the tab – in Processed it is "Resolved", in Sent it is "Sent", in Send it is "Prepared", otherwise it is "Handled by". On tabs where bulk selection is allowed, a "Mark" column with checkboxes is added. Clicking any cell of a row (except the checkbox) opens the message detail. On the Delivered and In Progress tabs, buttons "Move selected to completed" and "Select all" are shown below the table; "Select all" checks every checkbox in the table at once for a bulk move to Processed.
Filters and search in the Data Messages module
The filter in the Data Messages module is a collapsible card, collapsed by default if no values are set in it; the filter heading turns red as soon as at least one value is set. The filter contains the following fields:
- Recipient: a selection from the recorded recipients of data messages
- Sender: a selection from the recorded senders of data messages
- Delivery date from–to: a pair of date fields with a calendar
- Contains in file: full-text search in the content of the data message's attachments
- Subject: search in the message's subject
After setting the criteria, the filter is run using the "Search" button; the "Cancel" button clears the set values.
Basic operations in the Data Messages module
Procedure: Creating and sending a new data message
You create a new outgoing message in the Data Messages module using the following procedure:
- On the main screen of the Data Messages module, click the New message panel (requires the right to create messages).
- Select the sending data box in the From field – only data boxes the logged-in user has rights to are offered.
- Optionally choose a ready-made Template – available are CzechPOINT@home requests for an extract from the Commercial Register, an extract from the Criminal Record for legal entities, and two types of extract from the Criminal Record for individuals (standard, and for work with children). Once a template is selected, you only need to send the message – the system automatically fills in the recipient and the request attachment.
- In the To (address from directory) field, select the recipient. If they are not in the autocomplete suggestions, click the magnifying glass icon "Search another address" (see the separate section below).
- Fill in the required Subject field. Clicking "More header items" lets you add the optional recipient and sender reference numbers (Č.j. and Sp.zn.) and "To the hands".
- Upload at least one required attachment into the Attachments field – by dragging and dropping, or using the button to create a new file directly in the editor. If the text field for a reply is enabled in the settings, you can write text instead of an attachment, and it is automatically converted into a PDF attachment.
- Optionally use the "For information" button (if enabled in the settings) to display a selection of users who will be sent information once the message is sent and who can acknowledge the message or add a note to it.
- Optionally use the "Send at a scheduled time" button (if enabled in the settings) to choose deferred sending at a specified date and time instead of sending immediately.
- Choose one of the two buttons at the bottom: "Prepare for sending" saves the message as a draft in the Send status and automatically opens a window for sending a notification to users with the right to send, while "Send" sends the message immediately and requires both the right to create and the right to send messages.
- After the data message is successfully sent, a message appears with the assigned ISDS number of the message.
Tip: The "Message type" field (Commercial, Subscribed, Initiating, Reply) is additionally shown for some recipients and governs the delivery method and charging according to the data box system's rules.
Searching for an address in the nationwide data box directory
If the recipient of the data message you are looking for is not in the autocomplete suggestions of the "To" field, search for them using the magnifying glass icon "Search another address" in the New message form. In the "Contains in title" field, enter at least 6 characters from the name of the data box you are looking for; you can optionally narrow the search using the "Search scope" field to the basic data box type (without subtypes) or to a specific type. Use the "Add to directory" button to add the found address to the data message's recipient selection. An address that cannot receive messages is shown in red in the list and cannot be added.
Procedure: Replying to, forwarding, and using a message as a template
In the data message detail, the Data Messages module offers three ways to follow up an existing message with another one:
- Reply – available in the detail of a delivered message outside the Send status; opens a new message form with a pre-filled sender, recipient, subject ("RE: …"), and the original files attached.
- Use as template – available for messages in the Sent or Send status; pre-fills the header of a new draft (without attachments) based on the selected sent message.
- Forward – available outside the Send status; pre-fills the sender, subject ("FWD: …"), and attachments for forwarding the message to another data box.
Procedure: Downloading received and sent messages from the data box
- On the main screen of the Data Messages module, select the data box at the "Download messages from:" field.
- If the data box does not have a saved password, enter it in the field that appears – next to the field is a note that the password can be saved permanently in the module settings.
- Click the "Download received and sent messages" button. A window with the download progress opens, which refreshes itself every 10 seconds until the download finishes; after the window is closed, the page reloads.
Note: If downloading messages in the background is already in progress, a message appears stating that the process will finish within 20 minutes and that you need to wait.
Procedure: Bulk sending of messages awaiting sending
- On the Send tab, check the checkboxes of the messages you want to send.
- Click the "Send Selected" button and confirm the prompt asking whether you really want to send the selected data messages – scheduled messages will be sent immediately.
- A summary is displayed: the number of messages sent, the number that failed, and the number skipped, along with a notice, if applicable, that only a limited number of messages can be sent at once and the remainder must be selected and sent again.
After at least one message is successfully sent, the user is switched to the Sent tab; if no message is sent, they remain on the Send tab.
Procedure: Handing a data message over for resolution
- In the data message detail, click "Pass to user for resolution" or "Hand over to the group for resolution".
- Select one or more users (when handing over to a user), or a single group/position (when handing over to a group).
- After saving, the message moves to the In Progress status, and the selected users or group receive an email informing them about the assignment, with a link to the message.
Adding a note and attachment to an existing data message
The "Add note" button in the data message detail lets you write a text note and optionally attach files to it; the entry appears in the Notes table in the message detail, including who wrote the note and when. The "Add an attachment" button (shown only for messages that can still be edited – i.e. in the Send status, for the author, the handler, or a person listed for information) adds further files to the message without having to write a note; information about the addition, with a list of file names, is automatically recorded in the message's history.
Editing the subject, due date, and tags of a data message
For messages awaiting sending, where the logged-in user is the author, the handler, or is listed on the message for information, the pencil icon next to the "Subject" field can be used to edit the data message's subject. Next to the "Due by" field, the pencil icon can be used to set or change the due date at any time, with no restriction based on the message's status. If the use of tags is enabled in the Data Messages module settings, the "Tags" button in the message detail can be used to assign or remove colour labels by selecting from the tags created in the settings. Every such change is automatically recorded in the message's notes.
Procedure: Marking a data message as processed
In the detail of a data message in the Delivered or In Progress status, the "Mark as resolved" button moves the message to the Processed status. On the main screen, on the Delivered and In Progress tabs, you can also check multiple rows and use the "Move selected to completed" button to move several data messages at once.
Converting a data message to a printed version
In the data message detail, in the right-hand actions panel, the "Convert to printed version" button creates a document suitable for printing and archiving outside electronic form – use it when you need to document the message in paper form, for example for an inspection or for a file.
Deleting a data message draft
A message in the Send status can be permanently deleted using the "Delete" button in the message detail. Deleted drafts remain available via the "Deleted" button on the Send tab, from where they can be looked up as needed.
Statuses of a data message and transitions between them
A data message in the Data Messages module goes through five statuses, which correspond to the tabs on the main screen. The transition between statuses happens either automatically or through an action by a user with the relevant rights.
| Status | What it means | How a message reaches it |
|---|---|---|
| Delivered | A new message downloaded from the data box, not yet assigned to anyone for resolution. | Automatically when a new message is downloaded from the data box, or by an automatic rule. |
| In Progress | The message is assigned for processing to a specific user or group. | By handing it over "to user for resolution" or "to group for resolution", or by an automatic rule. |
| Processed | The message has been resolved and closed. | By clicking "Mark as resolved", by a bulk move of selected messages, or automatically when converting to received invoices. |
| Send | A draft of a new outgoing message in progress, awaiting sending or scheduled for later sending. | By saving the New message form using the "Prepare for sending" button instead of "Send", or by an automatic rule of the "Automatic reply – to send" type. |
| Sent | The message was successfully sent into the data box system. | By sending the draft using the "Send" button in the form, by bulk sending, or by sending the draft from the detail. |
In addition to the normal procedure, there is an administrator option to change a message's status manually to any other one; it is used only exceptionally, for example when testing automatic rules, and is available only to the application administrator or the Data Messages module administrator.
Artificial intelligence in the Data Messages module
AI-generated summary and suggested resolution of a data message
For delivered messages, if the AI chats module is enabled for the company, the "Summarize and suggest a resolution with AI" button appears in the header of the message detail card. After clicking it, the AI generates a summary of the data message's content, an overview of important dates and deadlines (with the option to set some of them as the due date with a single click), a suggestion of who should handle the message (with the option to hand it over for resolution right away), a list of steps to resolve it, and a suggested internal note that can be saved directly. The feature consumes the company's AI credits; if there are not enough credits, information about the credit shortage is shown instead of the result.
Tip: The summary result is cached, so reopening the dialog does not recompute it and does not consume further credits. You start a new calculation with the "Regenerate" button, which is unavailable if the company has no credits available.
Data Messages module settings
The Data Messages module settings are available via the navigation path Settings → Data messages only to application administrators or users with the administrator role for this module. The configuration is divided into six tabs described in the following subsections.
Settings: User rights
The User rights tab in the Data Messages module settings contains a table of all active users of the company. For each user you can set the access level (No access / Read assigned for resolution / Read all), check the rights to create, download, and send data messages, and use the "Select data boxes" button to open a dialog in which the user can be restricted to only some connected data boxes, or left with access to all data boxes, including future ones.
Settings: General settings
The General settings tab in the Data Messages module contains switches that change the behaviour of the new message form and its processing throughout the company.
| Setting | What it turns on or changes |
|---|---|
| Allow adding colour tags to data messages | Makes colour labels available on messages, and the Tags tab in the module settings. |
| Send information when a draft is saved (To one user / To multiple users) | Controls whether the dialog after saving a draft allows selecting only one, or several, recipients of the notification about a message awaiting sending. |
| Allow sending messages to multiple recipients | In the "To" field of the New message form, several recipients can be selected at once. |
| Allow notifying users for information about a message being sent | Makes the "For information" button and section available in both the form and the detail of a data message. |
| Automatically include the message's creator among the users for information | The message's author automatically receives information about it being sent, even if they do not send it themselves. |
| Send at a scheduled time | Makes the option for deferred sending of a message at a specified date and time available in the form. |
| Attachment from a text field | A text field is added to the new message form, whose content is automatically converted into a PDF attachment. |
| Notification about an unresolved message after days | After the specified number of days from delivery, sends an email to all users with the "Read all" right about messages that are still in the Delivered or In Progress status. A value of 0 turns the notification off. |
Settings: Connected data boxes
The Connected data boxes tab in the Data Messages module settings shows an overview of all of the company's connected data boxes, with their name, login name, password expiry date, information about receiving postal data messages, the date of the last download, and flags for automatic downloading and activity. Above the table is a notice that the number of active data boxes must not exceed the number of paid users (with the current count of both values), and a notice that the administrator will receive an email when a data box has not been downloaded for 60 days, or 7 days before an unrenewed password expires.
The "Add connection" button opens a dialog for setting up a new data box (see below), and the "Import messages from ZFO" button starts a manual import. For each data box, icons are available for refreshing the name from the ISDS system, editing, and deleting – deletion is irreversible and also deletes all of that data box's messages stored in the module.
Editing or creating a data box connection
The dialog for adding or editing a connected data box in the Data Messages module contains the following fields:
| Field | Required | Description |
|---|---|---|
| Data box name (for downloading) | Yes, only when editing an existing one | Your own name for the data box, for the overview in the list. |
| Your Data Box username | Yes | The login name for the data box – this is not the data box ID. |
| Save the Data Box password | No | Whether the password should be saved permanently in encrypted form, so that it does not have to be entered before every download. |
| Your Data Box password | Yes when creating, otherwise optional | The password used to verify and retrieve the data box's name. Repeatedly entering the wrong password blocks the data box for 24 hours. |
| Active | No | Whether the data box is currently in use. |
| Download automatically | No | Turns on automatic downloading of messages every 3 hours; requires a saved password. |
| Do not download on non-working days / Do not download on days / Do not download the day before a non-working day | No | Exceptions to automatic downloading based on the calendar or specific days of the week. |
| Mark downloaded as read | No | Marks the downloaded message as read on the My Data Box portal. |
| Process e-Sick Notes | No | Turns on automatic processing of ČSSZ notifications when a message is downloaded (see the section on integration with e-Sick Note). |
| Send the user's name | No | Inserts the name of the user who created the message into the "Sender's organisational unit"; overwrites manual entry. |
| Send a copy by email to users after downloading | No | Sends a copy of the downloaded message, including attachments, to the email of selected users with access to the module. |
| After downloading, automatically set the handler to | No | Automatically assigns the newly downloaded message to the selected handler. |
Note: For both the data box name and the login name, a refresh icon is available in the dialog, which reloads the information from the ISDS system.
Importing messages from ZFO
The Import messages from ZFO dialog in the Data Messages module settings is used to manually add older messages that are not available for download in the data box system. Select the Message type – Delivered (imported into the Processed status) or Sent (imported into the Sent status) – and upload files in ZFO format into the Attachments field, at most 50 files and 60 MB in total. Import delivery confirmations only after the corresponding data messages.
Settings: Rules
The Rules tab in the Data Messages module settings is used for automatic processing of incoming and outgoing messages. For each rule you can set a name, activity (on or off), the evaluation order, direction (Incoming or Outgoing), up to 5 conditions with the option of bracketing and "and"/"or" connectors, and up to 4 actions. Below the rule editor, a readable representation of the resulting condition is always shown, along with any errors that would prevent the rule from running.
The "Create new rule" button creates an empty rule – conditions and actions are added only after it is created. The "Test rules" card lets you enter the ISDS number of a specific message and use the "Test" button to verify the behaviour of all active rules against it without actually sending anything; however, actions that send something are actually carried out.
Settings: Templates
The Templates tab in the Data Messages module settings is used to configure the email template used when forwarding messages by email, whether manually or via rules. The template contains a subject and text with support for placeholder keywords (date, subject, sender, recipient, reference numbers, notes table, link to eIntranet, status, handler, etc.), and switches for whether to attach the original attachment, the ZFO file, or the delivery and receipt confirmations to the email.
Settings: Tags
The Tags tab is shown in the Data Messages module settings only when the use of colour tags is enabled in General settings. It contains an overview of labels with a colour preview, the "Add tag" button, and, for each label, icons for editing and deleting – only the module administrator may delete a tag.
Adding or editing a tag
The dialog for adding a tag in the Data Messages module requires you to fill in the Title field (the label's text) and select a Text colour and a Background colour from the offered palette. The same dialog is also used for editing an existing tag – just click the pencil icon next to the relevant row in the overview of tags in the module settings. The created tags are then offered for every data message via the "Tags" button in its detail.
Restricting a user's rights to data boxes
The "Select data boxes" dialog, available via the button next to the Data boxes only column on the User rights tab, allows a specific user of the Data Messages module to be restricted to only selected data boxes. An "All – including those added in the future" checkbox is available, along with checkboxes for the company's individual active data boxes below it; without a restriction, the user sees messages from all data boxes they have access to under their other rights.
Advanced features and automation in the Data Messages module
Regular automatic downloading of messages
For data boxes with the "Download automatically" option enabled, the Data Messages module downloads new messages every 3 hours, with the option to exclude weekends, public holidays, specific days of the week, or the day before a holiday or weekend, according to that data box's settings.
Notifications about password expiry and an undownloaded data box
The Data Messages module automatically monitors the validity of passwords for connected data boxes and the regularity of their downloading. The administrator receives an email 7 days before a data box's password expires, and also if a data box has not been downloaded for 60 days; the main screen additionally shows a warning box about data boxes whose password will expire within 14 days.
Emails about assignment for resolution and about a message awaiting sending
When a data message is handed over to a user or group, whether manually or by an automatic rule, the recipient receives an email with a link to the message. After saving a draft using the "Prepare for sending" button, sending a notification to selected users with the right to send is additionally offered immediately – see the dialog described below.
Sending a notification about a message awaiting sending
Immediately after saving a new data message using the "Prepare for sending" button, the "Send notification about a message awaiting sending" dialog automatically opens with a list of users who have the right to send the message; depending on the module settings, only one or several of them can be selected. Clicking "Send notification" sends the selected users an email informing them that a message is waiting to be sent, and a record of who the notification was sent to is added to the message's history.
Notifications about long-unresolved data messages
If a number of days is entered in the "Notification about an unresolved message after days" setting in the Data Messages module's General settings, users with the "Read all" right receive an email about messages that have remained unresolved longer than the configured number of days since delivery.
Automatic rules for processing messages
For every newly downloaded or sent data message, the Data Messages module evaluates the active rules one by one, in the configured order; as soon as a rule's conditions match, its actions are carried out and no further rules are tried. The available actions are: an automatic reply with a file (either sent immediately, or only prepared as a draft), sending a copy by email, forwarding a copy to another data box, handing over to a user or position (the message is also moved to In Progress and an email is sent), and manually setting the status. The system has protection against infinite looping – messages with "FW:" in the subject are no longer processed by rules – and against excessive repetition of actions on a single message.
Automatic processing of delivery and receipt confirmations
After a data message is sent, the Data Messages module automatically fetches, with a delay, a confirmation of sending in ZFO format for newly sent messages, without the user having to start this manually. This confirmation serves as proof that the message was successfully delivered into the recipient's data box system, and is stored with the sent message along with the other attachments.
CzechPOINT@home templates
When sending a new data message with a CzechPOINT@home template selected, the system automatically generates the required request attachment and pre-fills the message's recipient and subject, so you only need to send the message. The template is selected directly in the New message form, in the Template field, and offers a request for an extract from the Commercial Register, an extract from the Criminal Record for legal entities, and two types of extract from the Criminal Record for individuals – standard, and for work with children.
Integration with other modules
- Issued invoices: From the detail of an issued invoice, the invoice can be sent via a data box – a new data message is created with a pre-filled recipient, found using the customer's company ID (IČ), a subject containing the invoice number, and the invoice files attached.
- Invoices received: The "Invoices received & processed" button in the detail of a delivered data message creates a new received invoice, transfers the data message's attachments to it, inserts a back-link to the original data message into the invoice's note, triggers automatic AI extraction of the invoice's data, and at the same time marks the data message as processed.
- E‑Sick Note: When downloading (automatically, if the "Process e-Sick Notes" option is enabled for the data box) or manually via the "Load into e-Sick Notes" button, the system creates or updates the employee's record of incapacity to work from the ČSSZ notification attachment, and, if applicable, retroactively fills in absence days in the attendance module.
- Paper Mail: The Paper Mail module can also record data messages alongside regular postal mail, and has its own setting for the default handler of messages taken over this way.
Overview of fields in the Data Messages module's forms
The following tables summarise the required and optional fields in the individual forms and dialogs of the Data Messages module. They serve as a quick reference for the fields described in the procedures above.
Fields of the New message form
| Field | Required | Description and limits |
|---|---|---|
| From | Yes | The sending data box; only offers data boxes the user has rights to. |
| Template | No | A pre-filled CzechPOINT@home request, a choice of 4 predefined templates, some only for individuals or only for legal entities as senders. |
| To (address from directory) | Yes | The message's recipient; multiple recipients can be entered only if this is allowed in General settings. |
| Message type | No, shown only for some recipients | Commercial, Subscribed (EPZ), Initiating, or Reply. |
| Subject | Yes | The message's subject, at most 250 characters. |
| Recipient reference number / Recipient ID / To the hands / Sender reference number / Sender ID | No | Additional identification in the message header; the "To the hands" field has at most 30 characters. |
| Attachments | Yes, unless the text field is filled in | Files to send only in one of the formats allowed for data boxes, at most 20 MB in total and at most 60 files. |
| Text field for a simple reply | No, shown only if enabled in the settings | Text from which a PDF attachment is created. |
| For information | No, only if enabled in the settings | A selection of users informed about the sending; only offers users with access to the module and to the given data box. |
| Send at a scheduled time / Date / Time | No, only if enabled in the settings | The option for deferred sending and its time; the entered sending time is only approximate. |
Fields of other dialogs in the Data Messages module
In addition to the New message form, the Data Messages module contains several smaller dialogs with their own fields, for example for editing an existing message, handing it over for resolution, or searching for an address.
| Dialog | Field | Required |
|---|---|---|
| Editing the due date, subject, and tags | Due by | Yes |
| Editing the due date, subject, and tags | Subject | Yes |
| Editing the due date, subject, and tags | Tags | Yes, at least one, or none to remove them |
| Handing over to a user for resolution | User | Yes, more than one can also be selected |
| Handing over to a group for resolution | Group (position) | Yes, a single position |
| Adding a note | Note (formatted text) | No |
| Adding a note | Attachments | No |
| Adding an attachment | Attachments | Yes |
| Searching for an address in the directory | Contains in title | Yes, at least 6 characters |
| Searching for an address in the directory | Search scope | No |
| Send notification about a message pending sending | To | Yes, one or more users with the right to send, depending on the company's settings |
Validation and error messages in the Data Messages module
The Data Messages module checks required fields and the status of connected data boxes, and shows a specific message if there is a problem. The following overview will help you quickly recognise what a message means and how to resolve the situation.
| Message | When it occurs | What to do |
|---|---|---|
| You do not have the right to create data messages! | Submitting the New message form without the right to create | Ask the administrator to assign the right in the module settings. |
| Incorrectly selected sender! | No sending data box selected | Select a data box in the From field. |
| This template can only be used by legal entities as senders, with a company ID listed in the Commercial Register! | A template for legal entities was chosen, but the sending data box does not match | Choose the correct template type or a different sending data box. |
| This template can only be used by individuals as senders! | A template for individuals was chosen for a different data box type | Choose a different template or data box. |
| This template can only be used by individuals as senders with a date of birth listed in the data box system! | The individual's data box is missing a date of birth in the data box system | Complete the details directly on the Data Box portal. |
| Incorrectly selected recipient! | No recipient was selected, or it is invalid | Select a recipient from the directory. |
| Incorrectly entered subject! | The Subject field is empty or contains disallowed characters | Fix the message's subject. |
| Incorrectly provided attachment! | No file is attached, and no text is filled in for a simple reply | Attach at least one file or fill in the text. |
| These attachments are in a format not supported by data boxes | The attached file has a format that ISDS cannot accept | Attach a file in an allowed format, see the help next to the form. |
| The message was sent successfully. The ID of the sent message is [number]. | Successful sending | – |
| You do not have the right to send data messages! | Sending a draft without the right to send | Ask the administrator to assign the right. |
| You have not selected any messages to send. | Bulk sending started without any rows selected | Select at least one message. |
| You can send at most this number of messages at once; select the remaining ones and send them again. | More messages were selected than can be sent at once | Send the rest in another batch. |
| The entered username/password is not valid for this data box! | Invalid login credentials during download | Fix the login credentials in the settings; this must be done by the eIntranet administrator. |
| Messages are already being downloaded in the background, please wait – the process will finish within 20 minutes. | Downloading is already running | Wait for it to finish. |
| You have not selected the data box you want to download messages from. | No data box was selected when downloading | Select a data box next to the download button. |
| You must enter at least 6 characters | Searching the directory with text that is too short | Enter longer text. |
| You can upload up to 60 files. | The attachment count limit was exceeded | Reduce the number of files. |
| Failed to load the data box, the data box is not active! | Refreshing the name of an inactive data box | Activate the data box in the settings. |
| You do not have permission to perform this action. | Attempting to delete a data box or tag without administrator rights for the module | Ask the administrator. |
Procedure: Loading data from e-Sick Note into a data message
For a delivered data message whose subject corresponds to a ČSSZ notification of the start, end, or change of temporary incapacity to work, and if the e-Sick Note module is enabled, the "Load into e-Sick Notes" button appears in the message detail. After clicking it, the system looks up the employee by the first name, surname, and date of birth given in the attachment, and creates or updates the record of incapacity to work; if automatic processing is enabled for that data box, the same thing happens automatically, without manual clicking, immediately after the message is downloaded.
Procedure: Converting a received data message into received invoices
In the detail of a delivered, not yet processed data message, if the Invoices received module is enabled, the "Invoices received & processed" button is available. After clicking it, the system creates a new received invoice, transfers all of the data message's attachments to it, inserts a link back to the original data message into the invoice's note, triggers automatic AI extraction of the invoice's data, and at the same time marks the data message as processed.
Example of typical data message processing
Example: The accounting department receives an invoice from a supplier via a data box. An automatic rule of the Data Messages module, based on a condition on the sender, moves the message directly to the In Progress status and hands it over to a specific accountant, who receives an email with a link to the message. The accountant opens the data message detail, checks the attached PDF invoice file, and clicks the "Invoices received & processed" button. The system creates a new received invoice, transfers the attachments to it, inserts a link back to the data message into the invoice's note, triggers automatic AI extraction of the invoice's data, and immediately marks the data message as processed. This means the accountant does not have to download the invoice and upload it manually into the Invoices received module.
Example: A secretary needs to send a termination of a lease agreement via a data box. In the Data Messages module, she clicks the "New message" panel, selects the company data box in the From field, searches for the recipient in the "To" field using "Search another address" by company name, fills in the Subject, attaches the signed document as an attachment, and clicks "Send". After sending, she receives a confirmation with the assigned ISDS number of the message, which serves as proof of sending.
Troubleshooting in the Data Messages module
Common error messages when sending a data message
Question: What does the message "You do not have the right to create data messages!" mean?
Answer: The logged-in user has not been assigned the right to create messages in the Data Messages module. Ask the administrator to assign this right on the User rights tab in the module settings.
Question: Why does the message "Incorrectly selected sender!" or "Incorrectly selected recipient!" appear?
Answer: The New message form is missing a valid selection in the From field, or in the To field. Select a sending data box you have rights to, and select the recipient from the directory, or look them up using "Search another address".
Question: What should I do if a message appears about a CzechPOINT@home template stating that it can only be used by legal entities or only by individuals?
Answer: The chosen template does not match the type of the sending data box. Choose a different template, or select a data box of the matching type in the From field (for individuals, the data box must also have a date of birth listed in the data box system).
Question: Why does the module reject an attached attachment with a message about an unsupported format?
Answer: The data box system accepts only a limited set of file formats. Attach a file in one of the allowed formats, which are listed directly next to the form.
Question: Why can't I send a message, and a warning about an expired password appears?
Answer: The password for the sending data box has expired. Renew it on the Data Box portal and enter the new password in the Data Messages module settings, on the Connected data boxes tab.
Frequently asked questions about downloading and bulk sending messages
Question: Why does "The entered username/password is not valid for this data box!" appear during download?
Answer: The login credentials saved in the data box settings do not match the actual data box credentials. The correction must be made by the eIntranet administrator on the Connected data boxes tab.
Question: What does the message "Messages are already being downloaded in the background, please wait – the process will finish within 20 minutes." mean?
Answer: Downloading messages from that data box is already running from a previous run. Wait for it to finish, and then reload the page.
Question: Why does bulk sending report "You have not selected any messages to send."?
Answer: Before clicking "Send Selected", you need to check at least one message in the Mark column on the Send tab.
Question: What does the limit "You can send at most this number of messages at once; select the remaining ones and send them again" mean?
Answer: Bulk sending has a technical limit on the number of messages in a single batch. Send the first batch, and send the remaining selected messages in another batch using the same button.
Question: Why don't I see all of the company's messages in the Data Messages module, even though a colleague can see them?
Answer: The messages shown depend on the assigned rights. With the "Read assigned for resolution" level you will only see messages assigned to you for resolution, messages on which you are listed for information, and your own messages; only a user with the "Read all" level sees all of the company's messages. If your account additionally has the "Data boxes only" restriction set, you will not see messages from data boxes other than the selected ones either. Ask the module administrator to change your rights.
Tips for working efficiently with data messages
- If you regularly reply to similar requests, use the "Use as template" button on a previously sent message – this saves you from filling in the header.
- Permanently save the data box password in the module settings, so you don't have to enter the password before every download and so that automatic downloading every 3 hours works.
- Set up colour tags for the types of messages that recur in the company – this makes it easier to quickly find your way around the table and to filter with a single click.
- Before bulk-sending several messages at once, check on the Send tab that all selected messages have their required attachments and subject filled in – the system skips unsuccessful messages when sending and reports them in the summary.
- For recurring automatic processing of messages (for example, forwarding invoices to the accountant's email), set up your own conditions in Rules, so you don't have to do it manually for every message.
- Before making a bulk change to a rule, use the "Test rules" card on a specific message – this way you verify the behaviour of all active rules without the risk of an unwanted send.