Data Messages (Data Boxes)

Module Overview

Purpose

The Data Messages module enables complete management of electronic communication through the data box system. It is used for receiving, sending, archiving, and processing data messages directly from the eIntranet.net environment. The system supports connecting multiple data boxes, automatic message downloading, automation rules, full-text search, and integration with other system modules.

Key Features

• Connection and management of multiple data boxes
• Automatic downloading of received and sent messages
• Creating and sending new data messages
• Replying, forwarding, and archiving messages
• Rules for automatic message processing
• Full-text search in attachment content
• Requests for registry extracts (Commercial Register, Criminal Records)
• Postal data messages
• Integration with Received Invoices and eSick Leave modules
• Export and import of messages in ZFO format
• Message categorization using tags
• Delayed message sending
• Forwarding messages for resolution to users or groups

Target Audience

The module is intended for all organization users who need to communicate through data boxes - from administrative staff through department heads to management. Different permission levels allow customizing access for individual roles.

Setup and Configuration

Accessing Settings

Module settings can be found in the Settings → Data Messages section. Only users with module management permissions have access to this section.

Connecting a Data Box

Connection Procedure

1. In the module settings, click the Add New Connection button
2. Fill in the login credentials:
   • Username - login name for the data box
   • Password - access password
   • Custom Name (optional) - for better identification in the system
3. Check Active to activate the connection
4. Set whether you want to Save Password (recommended for automatic downloading)
5. Click Save

After saving, the system will verify the login credentials and automatically load information about the data box including the password expiration date.

Automatic Message Downloading

For each connected data box, you can set:

• Automatic downloading - messages are downloaded at regular intervals in the background
• Email forwarding - select users who will receive an email notification when a new message arrives
• Automatic resolver assignment - new messages are automatically forwarded to a selected user for resolution
• Mark received messages as read - messages are automatically marked as read in the official data box system after downloading
• Do not download on weekends and holidays - limit automatic downloading to business days only

Viewing as an Authorized Person

For advanced use, you can set up access through an authorized person. This access allows viewing the data box without causing message delivery according to the law. Fill in:

• Authorized person username
• Authorized person password

Automation Rules

What Are Rules

Rules allow automating data message processing based on defined conditions. You can set automatic actions that are executed when receiving or sending a message that meets the given criteria.

Creating a New Rule

1. In the module settings, go to the Rules tab
2. Click Add New Rule
3. Fill in the rule parameters:
   • Rule Name - descriptive name for identification
   • Active - enables/disables the rule
   • When to trigger - on message receipt or sending
   • Conditions - sender, recipient, message subject, keywords
   • Actions:
     • Forward for resolution to user or group
     • Move to resolved
     • Add tag
     • Send email notification
     • Move to Received Invoices module
4. Save the rule

Testing Rules

We recommend testing the rule first on a small sample of messages. You can use the Test Rule function, which shows which messages the rule would apply to.

Tags and Categories

If the Tags for data messages feature is activated in company settings, you can categorize messages using colored labels. Tags are managed in the Settings → Data Messages → Tags section.

Creating a Tag

1. Go to Settings → Data Messages → Tags
2. Click Add New Tag
3. Enter the tag name and select a color
4. Save

User Permissions

The system offers detailed access rights management for the Data Messages module. Rights are set individually for each user in the User Management section.

Access Permission Levels

No Access

The user has no access to the Data Messages module.

Read Assigned for Resolution

The lowest access level. The user can:

• View only messages specifically assigned to them for resolution
• Add notes to these messages
• Download attachments
• Mark a message as resolved

Read All

The user can:

• View all data messages in the company
• Download attachments and ZFO files
• Add notes
• Forward messages to other users
• Mark messages as resolved

Cannot create or send new messages.

Create Messages for Sending

In addition to "Read All" rights, the user can:

• Create new data messages
• Prepare messages for sending
• Reply to received messages
• Forward messages

Messages are prepared to "Ready to Send" status, but cannot be sent independently.

Download Messages

In addition to "Read All" rights, the user can:

• Initiate manual message downloading from data boxes
• View messages using an authorized person

Send Messages

The highest access permission level. The user can:

• Create new data messages
• Immediately send messages
• Send messages prepared by other users
• Download messages from data boxes
• Use all module functions

Restricting Access to Specific Data Boxes

For each user, you can set which connected data boxes they have access to:

• All data boxes - default setting, user sees messages from all connected boxes
• Selected data boxes - user sees only messages from marked boxes

Recommendations for Different Roles

Administrative Staff

• Permission: Read All + Create Messages for Sending
• Access: Selected data boxes according to agenda

Department Head

• Permission: Send Messages
• Access: Department data boxes

IT Administrator

• Permission: Send Messages + Download Messages
• Access: All data boxes

Management

• Permission: Read All
• Access: All data boxes (view only)

User Interface

Main Screen

After opening the Data Messages module from the main menu, a message overview is displayed, divided into tabs by status:

Received

Messages that have been downloaded from the data box and have not yet been assigned to anyone for resolution. All newly arrived messages waiting for processing are displayed here. The number of messages in this status is shown in a badge next to the tab name.

In Progress

Messages that have been assigned to a specific user or user group for resolution but have not yet been marked as resolved. In this status, you are actively processing the messages.

Resolved

Messages that have been completely processed and marked as resolved. This section serves as an archive of resolved matters.

Ready to Send

Messages prepared for sending, waiting for final approval and sending by a user with appropriate permissions. This tab is displayed only to users with permission to create or send messages.

Sent

Messages that have been successfully sent from the data box. Here you can track sent communication history and check delivery confirmations and receipts.

New Message

Tab for creating and sending a new data message. Displayed only to users with permission to create messages.

Filter and Search

Advanced Filtering

Above the message list is the Filter section, which you expand by clicking the +/- icon. The filter allows narrowing displayed messages by the following criteria:

• Recipient - select a specific recipient from the list of all recipients
• Sender - filter by message sender
• Delivery Date - time range (from - to) for message delivery to the data box
• File Contains - full-text search in attachment content (works only for messages whose attachments have been indexed)
• Subject - search in message subject

After setting filters, click the Search button. To clear all filters, use the Cancel button.

Quick Search

In the upper right corner of the message table is the Search field, which allows instant searching in the currently displayed table columns. Just start typing and the table will automatically filter.

Filtering by Tags

If the tag feature is active, a row of colored buttons with tag names is displayed above the table. Clicking a tag shows only messages with that tag. The All button shows all messages regardless of tags.

Buttons and Actions

In the Received and Sent Sections

Download Messages From

Dropdown menu for selecting the data box from which you want to download messages. Only active connected data boxes are displayed.

Download Received and Sent Messages Button

Initiates the process of downloading new received messages and information about sent messages (delivery confirmations, receipts) from the selected data box.

View New Messages from Last 10 Days Using Authorized Person

If an authorized person is set up, this button allows viewing the list of new messages without causing their delivery. Useful for quick inbox content checking.

In the Message List

Select All

In the Received and In Progress sections, you can bulk select messages using checkboxes. The Select All button selects all visible messages.

Move Selected to Resolved

After selecting messages, this button moves all selected messages at once to the Resolved status.

Basic Operations

Downloading Messages

Manual Message Download

1. Go to the Received or Sent tab
2. In the "Download messages from" section, select the data box from which you want to download messages
3. If the password is not saved in the system, a field will appear for entering the password - enter it
4. Click the Download Received and Sent Messages button
5. The system will display a dialog window with download progress
6. After completion, the message list will automatically refresh

Automatic Downloading

If automatic downloading is activated in the data box settings, the system regularly checks for new messages in the background without manual intervention. The check interval is set globally for the entire system (usually every 15-30 minutes).

Viewing as an Authorized Person

This feature allows viewing the list of new messages without causing their delivery:

1. In the "View new messages from last 10 days using Authorized Person" section, select the data box
2. Click the Show List button
3. The system will display an overview of messages including their subject and sender
4. Messages are not downloaded to the system and do not cause legal delivery

Note: To view as an authorized person, the authorized person's login credentials must be filled in the data box settings.

Working with Received Messages

Viewing the Received Messages List

Click the Received tab. The table displays:

• ISDS Number - unique message identification number
• From - message sender and their data box ID
• To - message recipient (your data box)
• Subject - message subject
• Delivered - date and time of message delivery to the data box
• Received - date and time when the message was received (read or after 10 days)
• Downloaded - when the message was downloaded to eIntranet
• Deadline - deadline for resolution (if set)
• Resolver - user or group to which the message was assigned

Opening Message Details

Click on the message row in the table. The message detail opens with the following information:

Basic Information:

• ISDS Number
• Sender and their data box ID
• Recipient and their data box ID
• Message subject
• Delivery date
• Receipt date
• Download date to eIntranet
• Deadline for resolution

Additional Information:

• Recipient/Sender reference number
• Recipient/Sender file reference
• Attention

Attachments:

• List of all attachments with download option
• Message ZFO file
• Delivery confirmation ZFO file

Downloading Attachments and ZFO Files

In the message detail, click on the attachment name or the ZFO file link. The file will download to your computer.

ZFO Format:

ZFO files are a special format for storing data messages. They contain the complete message including all attachments and electronic signature. To open ZFO files, you need to have 602XML Filler or other compatible software installed. ZFO files are suitable for:

• Long-term archiving of data messages
• Conversion to paper form at Czech POINT branches
• Transfer to third parties as evidence material

Adding a Note to a Message

1. In the message detail, go to the Notes section
2. Click the Add Note button
3. Write the note text
4. Optionally add attachments to the note
5. Click Save

Notes are visible to all users with access to the message and serve to document the resolution process.

Marking a Message as Resolved

In the message detail, click the green Mark as Resolved button. The message will move to the Resolved tab and will no longer appear among active tasks.

Forwarding a Message for Resolution

Forwarding to a User:

1. In the message detail, click the Forward for Resolution to User button
2. Select a user from the list
3. Optionally set a deadline for resolution
4. Optionally add a note to the forwarding
5. Click Forward

The user will receive an email notification (if they have email notifications enabled) and the message will appear in their In Progress section.

Forwarding to a Group:

1. In the message detail, click the Forward for Resolution to Group button
2. Select a user group
3. Optionally set a deadline and note
4. Click Forward

The message will be accessible to all group members. Anyone from the group can take the message for resolution.

Creating and Sending a New Message

Step-by-Step Guide

Step 1: Selecting the Sending Data Box

1. Click the New Message tab
2. In the From field, select the data box from which you want to send the message
3. The system will display information about the selected data box (name, ID, type)

Step 2: Selecting the Recipient

Selection from Address Book:

1. In the To (Address from Address Book) field, start typing the recipient's name or data box ID
2. The system automatically searches for matches in the address book
3. Select the correct recipient from the list

Searching for a New Address:

1. Click the Search for Another Address button
2. Enter search criteria:
   • Data box ID
   • Company ID number
   • Name
   • Address
3. Click Search
4. Select the correct recipient from the results list
5. Click Select

The selected address is automatically saved to the address book for future use.

Step 3: Filling in Message Details

Required Fields:

• Subject - brief and descriptive message subject (required field)

Optional Additional Fields:

Click the Additional Header Items button to display more fields:

• Recipient Reference Number - reference number on the recipient's side
• Recipient File Reference - recipient's file reference
• Attention - specific person on the recipient's side (max 30 characters)
• Sender Reference Number - your reference number
• Sender File Reference - your file reference

Step 4: Adding Attachments

1. In the Attachments section, drag files to the designated area or click to select files
2. You can add up to 60 files, total size must not exceed 20 MB
3. Supported formats: cer, crt, der, doc, docx, dbf, dgn, dwg, edi, fo, gfs, gif, gml, html, htm, isdoc, isdocx, jfif, jpeg, jpg, mpeg, mpg, mp2, mp3, odp, ods, odt, pdf, pk7, png, ppt, pptx, prj, p7b, p7c, p7f, p7m, p7s, qix, rtf, sbn, sbx, shp, shx, tiff, tif, tst, tsr, txt, wav, xls, xlsx, xml, xsd, zfo
4. You can create new files directly in the system by clicking the OnlyOffice icon

Step 5: Text Response (Optional)

If the feature is active, you can use the Text Field for Simple Response field:

1. Write the response text directly in the text field
2. When sending, the text is automatically converted to a PDF file named "Zprava.pdf"
3. The PDF is added to the message attachments

This feature is useful for quick simple responses without the need to create a separate document.

Step 6: Sending or Preparing for Sending

You have two options:

Prepare for Sending:

• Click the blue Prepare for Sending button
• The message will be saved to the "Ready to Send" tab
• A user with permission to send messages can review and send it
• This button is available to all users with permission to create messages

Send Immediately:

• Click the green Send button
• The message is immediately sent to the recipient's data box
• This button is available only to users with permission to send messages
• After sending, the message moves to the "Sent" tab

Sending to Multiple Recipients at Once

If the feature is active in company settings, you can select multiple recipients in the To field. The system automatically creates and sends a separate message to each recipient with the same content and attachments.

Reply and Forward

Replying to a Received Message

1. Open the received message detail
2. Click the blue Reply button
3. A new message form opens with pre-filled data:
   • Recipient is automatically set to the original sender
   • Subject is pre-filled with "RE: " prefix
   • Original attachments are automatically copied
   • Other header data is taken from the original message
4. Edit the message as needed, add or remove attachments
5. Send or prepare for sending

Forwarding a Message

1. Open the message detail you want to forward
2. Click the blue Forward button
3. A new message form opens with pre-filled data:
   • Subject is pre-filled with "FWD: " prefix
   • All attachments from the original message are copied
4. Select a new recipient
5. Edit the message and send

Using a Message as a Template

For repeatedly sent messages, you can use the template function:

1. Open the detail of a sent message or a message prepared for sending
2. Click the blue Use as Template button
3. A new message form opens with pre-filled data from the original message
4. Attachments are not copied - you must add them again
5. Edit the recipient and other data as needed
6. Send the message

Advanced Features

Requests for Registry Extracts

The system allows easy creation and sending of requests for official extracts through the Czech POINT service. Extracts are free and usually delivered within 2 hours on business days.

Available Extract Types

For Legal Entities:

• Extract from Commercial Register - current information about a legal entity registered in the Commercial Register
• Extract from Criminal Records of Legal Entities - information about the criminal record of a legal entity

For Natural Persons:

• Extract from Criminal Records - Good Standing - basic extract to prove good standing
• Extract from Criminal Records - Good Standing for Working with Children - extended extract for the purpose of performing professional or organized volunteer activities involving direct and regular contact with children

Extract Request Procedure

1. Click the New Message tab
2. In the From field, select the data box for which you want to obtain the extract
3. In the Template field, select the required extract type
4. The system automatically fills in all required data and creates an XML request
5. Nothing else needs to be filled in - click Send

Note: Templates are displayed only for the corresponding data box type (e.g., the Commercial Register extract template is displayed only for legal entity data boxes).

What to Expect After Sending

• The request is immediately sent to the Czech POINT system
• On business days, you usually receive a response within 2 hours
• The extract arrives as a new data message in the Received section
• The extract is electronically signed and has full legal validity
• You can use it directly or print it through Czech POINT

Automation Rules

What Are Rules and When to Use Them

Rules allow automating repetitive tasks when processing data messages. They are particularly useful for:

• Automatically assigning messages to responsible persons based on sender or topic
• Sorting messages into categories using tags
• Moving invoices to the Received Invoices module
• Sending notifications to responsible persons
• Marking routine messages as resolved

Creating a Rule Step by Step

1. Go to Settings → Data Messages → Rules
2. Click Add New Rule
3. Fill in basic information:
   • Rule Name - descriptive name for easy identification
   • Description - detailed description of the rule's purpose
   • Active - check to activate the rule
4. Set the trigger (when the rule is triggered):
   • On message receipt - the rule triggers when a new received message is downloaded
   • On message sending - the rule triggers after a message is sent
5. Define conditions:
   • Sender ID contains - part or whole data box ID of the sender
   • Sender name contains - keywords in the sender's name
   • Subject contains - keywords in the message subject
   • Recipient ID - specific recipient data box
6. Set the actions to be performed:
   • Forward for resolution to user - select a user
   • Forward for resolution to group - select a group
   • Move to resolved
   • Add tag - select a tag for labeling
   • Send email - select users to receive notification
   • Move to received invoices
7. Click Save

Examples of Useful Rules

Automatic Invoice Assignment:

• Condition: Subject contains "invoice" or "faktura"
• Action: Forward for resolution to accounting user + Add "Invoice" tag

Processing Official Documents:

• Condition: Sender contains "Tax Office"
• Action: Forward for resolution to economic department head + Send email to director

Automatic Confirmation Archiving:

• Condition: Subject contains "receipt confirmation"
• Action: Add "Confirmation" tag + Move to resolved

Testing Rules

We recommend testing the rule before activation:

1. Create the rule but don't leave it active
2. In the rules list, click Test
3. The system shows which existing messages the rule would apply to
4. Check the results and adjust conditions as needed
5. After verifying correctness, activate the rule

Delayed Sending

The delayed sending feature allows scheduling a data message to be sent at a specific date and time. It is useful for:

• Sending messages during business hours even when preparing them in the evening or on weekends
• Coordinating communication with other tasks
• Meeting specific deadlines for sending

Setting Up Delayed Sending

When creating a new message:

1. Fill in all message details as usual
2. Click the Send at Scheduled Time button
3. A form will appear for setting the time:
   • Select the Send at Scheduled Time option
   • Date - select the sending day
   • Time - set the exact time (in HH:MM format)
4. Click Prepare for Sending

The message will be saved to the "Ready to Send" section and the system will automatically send it at the set date and time.

For an already created message ready to send:

1. Open the message detail from the "Ready to Send" section
2. Click the Send Delayed button
3. Set the date and time the same way
4. Changes are automatically saved

Canceling Delayed Sending

If you need to cancel or change delayed sending:

1. Open the message detail
2. Click Send Delayed
3. Select the Send Immediately option
4. The message returns to standard sending mode

Carbon Copy Feature

The "Carbon Copy" feature allows informing other users about a sent message, even if they are not directly resolving the matter. Informed users can add a note or mark that they have acknowledged the information.

Setting Up When Creating a Message

1. When creating a new message, click the Carbon Copy button
2. A list of users with access to data messages appears
3. Check the users who should be informed
4. Send the message

Setting Up for an Already Sent Message

1. Open the detail of a message prepared for sending
2. Click the Carbon Copy button
3. Select users
4. Send the message

After sending the message, selected users receive an email notification with a link to the message detail. In the message detail, they can add their own note or mark that they have acknowledged the information.

Bulk Operations

For efficient processing of a larger number of messages at once, you can use bulk operations.

Bulk Move to Resolved

1. Go to the Received or In Progress tab
2. Check the boxes next to messages you want to move
3. Or click Select All to select all visible messages
4. Click the green Move Selected to Resolved button
5. The system moves all selected messages to the Resolved section

Tip: Before using a bulk operation, use the filter to display only the messages you want to process (e.g., all messages older/newer than a certain date or from a specific sender).

Integration with Other Modules

Moving to the Received Invoices Module

If the Received Invoices module is active, you can easily move a received invoice in a data message to the invoice records:

1. Open the received message detail containing the invoice
2. Click the green To Received Invoices button
3. The system creates a new received invoice with the following data:
   • Supplier is filled in based on the message sender
   • Attachments from the data message are automatically attached to the invoice
   • The note contains a link to the original data message
4. The newly created invoice detail opens
5. Fill in additional invoice data (amount, due date, accounting data)
6. Save the invoice

The original data message remains in the system and is linked to the invoice.

Processing eSick Leave

If the eSick Leave module is active, the system automatically recognizes data messages containing electronic sick leave from the Czech Social Security Administration. A special button appears for these messages:

1. Open the message detail with eSick Leave (the message subject contains "ČSSZ eNeschopenka")
2. Click the green Load to eSick Leave button
3. The system automatically:
   • Parses the XML attachment with sick leave data
   • Searches for the employee in the database by personal identification number
   • Creates a sick leave record in the eSick Leave module
   • Attaches attachments from the data message
4. The newly created sick leave detail opens
5. Check the data and adjust if necessary

Creating a Data Message from the Issued Invoices Module

From the Issued Invoices module, you can send an invoice directly through a data message:

1. In the Issued Invoices module, open the invoice detail
2. Click the Send via Data Message button
3. The system redirects you to the Data Messages module with pre-filled data:
   • Recipient is set based on customer data (if they have a data box)
   • Subject is pre-filled as "Issued Invoice [invoice number]"
   • The invoice PDF is automatically added as an attachment
4. Check the data and send the message

Postal Data Messages

Postal data messages are a special type of data messages that serve as an electronic equivalent of registered mail. They are used for document delivery with proof of delivery.

Recognizing a Postal Data Message

You can recognize postal data messages by:

• Display of an envelope icon next to the message in the list
• The Message Type field in the message detail contains a value (V - Public, K - Commercial, I - Initiating, O - Response)
• Special metadata about the postal data message type

Creating a Postal Data Message

Postal data messages are created the same way as regular data messages. The system automatically sets the correct type based on the recipient's data box type.

Importing Old Messages

If you are migrating from another system or need to import archived data messages in ZFO format, you can use the import function:

1. In the module settings, go to the Import Messages tab
2. Click Select ZFO Files
3. Select one or more ZFO files from your computer
4. The system analyzes the files and displays a preview of imported messages
5. Check the data and click Import
6. Messages are imported to the appropriate section (Received or Sent) based on type

Note: Import preserves all message metadata including attachments, delivery times, and electronic signatures.

Conversion to Printed Version

Data messages can be converted to printed form with officially verified output:

1. Open the message detail you want to convert
2. Click the blue Convert to Printed Version button
3. The system displays conversion options:
   • Download Verification Code - for verification at Czech POINT
   • Show Czech POINT Instructions - detailed guide
4. For conversion at Czech POINT:
   • Download the message ZFO file
   • Bring it to a Czech POINT branch
   • The Czech POINT staff will create an officially verified paper version

Troubleshooting

Data Box Password Expiration

Symptom: A red warning about approaching or past password expiration appears at the top of the module.

Solution:

1. Go to the official data box website https://www.mojedatovaschranka.cz/
2. Log in with your existing credentials
3. The system will prompt you to change your password
4. Create a new password according to security requirements
5. After changing the password, return to eIntranet
6. Go to Settings → Data Messages
7. Open the relevant connection detail
8. Enter the new password in the Password field
9. Click Save

The system will verify the new password and automatically update the expiration date.

Tip: The system notifies you 14 days before password expiration so you have enough time to change it.

Message Not Downloading

Symptom: You see a new message in the official data box system, but it doesn't appear in eIntranet.

Possible Causes and Solutions:

1. Automatic downloading is not active:

• Check in Settings → Data Messages whether Automatic downloading is checked for the given data box
• If not, check it and save
• Or download messages manually with the Download Received and Sent Messages button

2. Password is invalid:

• If an invalid password error message appears, follow the "Password Expiration" instructions
• The system automatically deactivates automatic downloading on login error

3. Data box is inactive in eIntranet:

• Check whether Active is checked in the data box settings
• If not, activate the connection

4. Message is too new:

• Automatic downloading runs at intervals (usually every 15-30 minutes)
• Wait a few minutes or initiate manual download

Failed to Send Message

Symptom: After clicking "Send," an error message appears and the message was not sent.

Possible Causes and Solutions:

1. Recipient's data box doesn't exist or is inactive:

• Verify the correctness of the recipient's data box ID
• Try searching for the recipient again via the Search for Another Address function

2. Attachments are too large:

• Check the total attachment size (limit is 20 MB)
• If the limit is exceeded, remove some attachments or compress them

3. Unsupported attachment format:

• Check that all attachments have a supported format
• The list of supported formats is displayed below the attachment field
• Convert unsupported files to a supported format (e.g., to PDF)

4. Incorrect data box login:

• Check the password validity in the data box settings
• If the password is invalid, update it

5. Required field is not filled in:

• Check that the Subject field is filled in (it is required)
• Check that a recipient is selected

Problems with Attachments

Symptom: Attachments are not displayed, cannot be downloaded, or their content is not displayed.

Solution:

Attachment is not displayed in the list:

• Refresh the page (F5)
• Check that the message was completely downloaded (the "Downloaded" field is filled in)
• If the problem persists, try downloading the message again

Attachment won't download:

• Check your browser settings - it may be blocking automatic downloads
• Try using a different browser
• Check that your computer's disk is not full

ZFO file won't open:

• 602XML Filler or other compatible software is required to open ZFO files
• Download 602XML Filler for free from https://www.602.cz/
• Install the program and try opening the file again

Tips and Tricks

Efficient Message Organization Using Tags

Use colored tags for quick visual orientation:

• Red tag "Urgent" - for messages requiring immediate attention
• Orange tag "Invoice" - for all received invoices
• Green tag "Resolved - Archive" - for important resolved messages you want to find easily
• Blue tag "Authorities" - for communication with offices and public authorities
• Purple tag "Contracts" - for messages related to contracts

Tags can be combined - one message can have multiple tags.

Using Rules for Automatic Processing

Tip 1: Automatic Invoice Forwarding

Create a rule that automatically forwards all messages containing the word "invoice" in the subject or attachment directly to the Received Invoices module and notifies the accounting department.

Tip 2: Prioritizing Official Messages

Set rules for automatic labeling of messages from authorities (tax office, health insurance, etc.) with a special tag and assignment to the department head.

Tip 3: Automatic Confirmation Archiving

Messages containing only receipt confirmations or automatic responses can be moved directly to resolved with a special tag for future searching.

Archiving Important Messages

Recommended Procedure:

1. For each important message (contracts, authority decisions, important correspondence), download the ZFO file
2. Save the ZFO file to company storage or backup system
3. The ZFO file contains the complete message including electronic signature and has full legal validity
4. In eIntranet, mark the message with a special tag "Archived" or "Important"
5. Regularly (e.g., once a year) export ZFO files of important messages to external media

Why ZFO and not PDF or another format?

• ZFO contains an electronic signature that proves authenticity
• ZFO contains all message metadata including delivery and receipt times
• ZFO is the official format accepted by authorities and courts as evidence
• ZFO can be converted to verified paper form at Czech POINT at any time

Full-Text Search in Attachments

What the Search Can Do:

The system automatically indexes text content of attachments in supported formats (PDF, DOC, DOCX, TXT, etc.). You can search for specific words or phrases directly in documents, even if they are not in the message subject.

How to Search Effectively:

1. Open the Filter section
2. In the File Contains field, enter the search term
3. To search for an exact phrase, put it in quotes: "exact phrase"
4. You can combine multiple words (the system searches for messages containing all words)
5. Click Search

Examples of Useful Searches:

• Invoice number: enter the invoice number and find all messages where it appears
• Partner ID number: search for all documents containing a specific partner's ID number
• Contract number: quickly find all messages related to a specific contract
• Content keywords: search for messages by specific terms in document text

Note: Attachment indexing occurs automatically when the message is downloaded. For older messages, indexing may run in the background, so not all attachments may be searchable immediately after import.

Efficient Use of Delayed Sending

Usage Scenarios:

Sending during business hours:

If you prepare messages in the evening or on weekends, schedule their sending for the next business day morning (e.g., 8:00). The recipient will receive the message during normal business hours and you can expect a faster response.

Coordination with other tasks:

If you must send a data message only after completing another action (e.g., payment transfer, contract signing), prepare the message in advance and schedule its sending for the appropriate time.

Meeting deadlines:

To meet legal deadlines, prepare the message well in advance and schedule it for the last possible sending date. This ensures the message is sent on time even if you don't have time on that day.

Quick Keyboard Shortcuts and Work Tips

• Quick search: Click in the table and start typing - the cursor automatically jumps to the search field
• Refresh list: Press F5 to refresh the message list and load any changes
• Message detail: Click anywhere on the message row (not just on a specific field) to open the detail
• Export to Excel: Use the "Excel" button above the table to export the message list to an XLS file
• Print list: The "Print" button creates a printable version of the message list
• Custom columns: The "Column Selection" button allows customizing which columns are displayed in the table
• Save filter: The filter remains active even after logging out - you don't have to set it up again

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