Data Boxes (ISDS)
Overview
The Data Boxes module (data messages, ISDS, electronic communication with authorities) is used to manage data boxes directly from eIntranet. It allows you to receive, process, archive, and send data messages, which have the same legal force as registered letters by law. The module supports connecting multiple data boxes simultaneously, automatic downloading of new messages every three hours, and forwarding messages to the e-mail of selected users.
Key Features
- Receiving and sending data messages (received, sent, to be sent)
- Managing multiple data boxes in a single interface
- Automatic message downloading every three hours
- Forwarding received messages to users' e-mail including attachments
- Assigning a message for resolution to a user or a group of users
- Adding notes and attachments to data messages
- Rules for automatic processing and sorting of incoming messages
- Colour labels (tags) for message categorisation
- Integration with received invoices, issued invoices, and eSick notes
- Data box directory with search in the ISDS system
- Deferred sending of messages at a specified time
- Export of messages in ZFO format including delivery confirmation
Access and Settings
How to Access the Data Boxes Module
Navigation path to the Data Boxes module: Main Menu → Data Boxes
Module settings are accessible via: Settings → Data Boxes
Permissions and Access Rights to the Data Boxes Module
Access rights to the Data Boxes module are configured in Settings → Data Boxes → User Rights. A combination of different access levels can be set for each user.
| Permission | Description |
|---|---|
| No access | The user has no access to the Data Boxes module |
| Read assigned for resolution | The user can only see messages that have been assigned to them for resolution |
| Read all | The user can view all messages in all boxes |
| Create messages for sending | The user can prepare new data messages for sending and can see sent messages |
| Download | The user can manually download messages from the data box |
| Send | The user can actually send a prepared data message |
| Selected boxes only | Restricts access to specific data boxes from the total list |
Note: Permissions can be combined. For example, a user may have the right to create messages but not to send them. Sending is then performed by a supervisor with the Send permission.
Setting Up Data Box Connections
Connecting data boxes for management in the Data Boxes module settings takes place in the Connected Boxes tab. Adding a new box requires module administrator access.
Procedure: Click the Add Box button and fill in the form with the following details:
- Your data box username: Login name for the mojedatovaschranka.cz portal (not the box ID)
- Your data box password: Password for the data box. Warning: An incorrect password will block the box for 24 hours. Verify your password in advance at mojedatovaschranka.cz.
- Save data box password: Check to save the password in encrypted form. If you do not save the password, you will be prompted to enter it each time you manually download.
- Active: The box is active and available for use
- Download automatically: Enables automatic message downloading every three hours
- Mark downloaded as read: After downloading to eIntranet, messages on the mojedatovaschranka.cz portal will be marked as read
- After downloading, send a copy by e-mail to users: Select users who will receive an e-mail with a copy of new messages including attachments
- After downloading, automatically set resolver: Automatic assignment of new messages to a specific user for resolution
- Process eSick notes: Automatic processing of CSSZ eSick note messages during downloading
Tip: When saving the connection, the system verifies the existence of the box and loads its name from the ISDS system. This operation does not cause message delivery.
Exceptions from Automatic Downloading
In the settings of each connected box, exceptions for automatic downloading can be configured:
- Do not download on non-working days: Downloading is skipped on holidays and weekends
- Do not download on days: Selection of specific days of the week without downloading
- Do not download the day before a non-working day: Downloading is skipped on Friday or the day before a holiday
General Settings of the Data Boxes Module
In the General Settings tab, the module administrator can activate the following optional features:
| Setting | Description |
|---|---|
| Colour tags for data messages | Activates the ability to add user-defined colour labels to messages (the Tags tab becomes accessible) |
| Send notification when draft is saved | When a message is saved for approval, a notification is sent to one or more users with send permission |
| Send messages to multiple recipients | A single data message can be sent to multiple recipients at once |
| Notify users about message sending | After sending a message, selected users receive a notification and can confirm they have acknowledged the message |
| Deferred message sending | Allows setting a date and time when the message should be automatically sent |
| Text field for simple reply | When creating a message, you can write text that is automatically converted to a Zprava.pdf attachment |
Setting Up Rules for Automatic Processing
In the Rules tab, rules for automatic sorting of incoming data messages can be defined. First, name the rule and after saving, add specific conditions and actions. Rules allow, for example, automatic assignment of messages to a specific user or categorisation based on the sender or subject content.
Setting Up Labels (Tags)
In the Tags tab (visible after activation in General Settings), you define colour labels for message categorisation. For example, Payroll - enforcement, Court, or Tax Office. Labels are shared among all users within one company.
User Interface
Main Screen of the Data Boxes Module
The main screen of the Data Boxes module displays an overview of messages divided into tabs by status. At the top are tabs for switching between sections, below them is the message table.
Tabs on the main screen:
- Received: Newly downloaded received messages awaiting processing. Displays the number of messages in this status.
- In Progress: Messages assigned to users for resolution, not yet resolved
- Resolved: Archive of processed received messages
- To Be Sent: Drafts of outgoing messages awaiting sending (visible only to users with create or send permission)
- Sent: Archive of sent messages
- New Message: Form for creating a new outgoing message (visible only to users with permission to create messages)
Message Table - Columns
The data messages table in the Data Boxes module displays the following columns:
| Column | Description |
|---|---|
| ISDS Number | Unique identifier of the data message in the ISDS system |
| From | Message sender and their data box ID |
| To | Message recipient and their data box ID |
| Subject | Subject of the data message |
| Delivered to Box | Date and time when the message was delivered to the box |
| Legally Delivered | Date and time of legal delivery of the message (by login or by fiction after 10 days) |
| Downloaded | Date and time the message was downloaded to eIntranet |
| Deadline | Internal deadline for resolving the message |
| Resolver / Resolved by / Sent by / Prepared by | User assigned for resolution or who processed the message |
Filters and Search in the Data Boxes Module
In the Data Boxes module, a filter panel is available (by clicking on the Filter card header). After setting the filters, click Search to display results. Click Clear to remove the filters.
- Recipient: Filter by message recipient (data box ID)
- Sender: Filter by message sender
- Delivery date: Select a time range for the message delivery date
- File contains: Full-text search in the content of message attachments
- Subject: Search in the message subject
Above the table, messages can also be filtered by colour labels (tags) if this feature is activated in the settings.
Tip: The table header turns red when filters are active. Filters are preserved even when switching between tabs.
Basic Operations
Procedure: Manual Download of Data Messages from a Box
In the Data Boxes module, on the Received or Sent tab, click the download button. Manual download requires the Download permission.
- Open the Received or Sent tab
- In the Download messages from field, select the specific data box
- If you have not saved the password, the Your password field will appear - enter the data box password
- Click the Download received and sent messages button
- The system will display information about the download process starting. Wait for completion.
Warning: Downloading messages causes their legal delivery by law (messages are marked as read).
Procedure: Viewing Data Message Details
Open the data message detail in the Data Boxes module by clicking on a row in the message table.
The detail contains:
- ISDS number, sender, recipient, subject
- Date of delivery to box, legal delivery, and download of the message
- Sender's and recipient's reference number, file reference
- For the attention of field for addressing a specific person
- Deadline: Internal deadline for resolution (editable)
- Attachments: Files attached to the data message for download
- ZFO Attachments: Data message in the native ZFO format for 602XML Filler
- Delivery confirmation in ZFO: Delivery receipt in ZFO format
- Current message status and assigned resolver
- Note history for the given message
Procedure: Marking a Data Message as Resolved
In the Data Boxes module, mark a received message as resolved from its detail or in bulk from the list.
From the message detail:
- Open the data message detail by clicking on a row in the table
- Click the Mark as resolved button
- The message will be moved to the Resolved tab
In bulk from the list:
- In the Received or In Progress tab, check the messages in the last column of the table
- Click the Move selected to resolved button
- To select all messages, use the Select all button
Procedure: Sending a Data Message to Received Invoices
Received data messages in the Data Boxes module can be transferred to the Received Invoices module with a single click. This function is available only for received messages (not sent) and if the Received Invoices module is active.
- Open the detail of the received data message
- Click the To received invoices button
- The message and its attachments will be transferred to the Received Invoices module
Sending Data Messages
Procedure: Creating a New Data Message
Create a new data message in the Data Boxes module in the New Message tab. Creating requires the Create messages permission.
- Click the New Message tab
- Fill in the required fields:
- From: Select the sending data box from the list of connected boxes
- To (address from directory): Search for the recipient by entering the box ID or part of the name, or click Search for another address to search in the ISDS system
- Subject: Enter the message subject (required field)
- Attachments: Attach files by dragging them into the area or clicking on the area. The total attachment size must not exceed 20 MB.
- Optionally click Additional header fields to add the reference number, file reference, and For the attention of field
- Click:
- Prepare for sending: The message will be saved as a draft in the To Be Sent tab and awaits approval
- Send: The message will be sent immediately (requires Send permission)
Tip: The Subject field offers auto-completion based on previously sent message subjects.
Procedure: Sending a Message from CzechPoint Templates
The Data Boxes module contains predefined templates for the most common requests sent via CzechPoint. These requests are processed automatically without the need to fill in attachments.
- In the New Message tab, select the required request type from the Template field:
- Request for an extract from the Commercial Register (only for legal entities with a Company ID)
- Request for an extract from the Criminal Record of Legal Entities
- Request for an extract from the Criminal Record of Natural Persons - integrity
- Request for an extract from the Criminal Record of Natural Persons - for working with children
- The system will display information about the next steps (typically just click Send)
- The extract is usually received electronically signed back on a working day within 2 hours
Tip: The service uses CzechPoint and is free of charge. Templates are displayed according to the type of the sending box (natural person or legal entity).
Procedure: Replying to a Received Data Message
In the detail of a received message in the Data Boxes module, click the Reply button. The system automatically fills in the sending box, recipient, and message subject in the format RE: original subject. Attachments from the original message are automatically attached to the reply.
Procedure: Forwarding a Data Message
In the message detail in the Data Boxes module, click the Forward button. The system automatically fills in the subject in the format FWD: original subject and attaches the original message's attachments. Enter the new recipient and send the message.
Procedure: Sending a Message from Issued Invoices
Issued invoices in eIntranet can be sent directly as a data message. Invoice attachments are automatically prepared as attachments to the new data message, and the recipient's data box is looked up by the customer's Company ID from the ISDS directory.
Procedure: Approving and Sending a Draft from the To Be Sent Queue
Messages prepared for sending wait in the To Be Sent tab. A user with send permission can review and send them.
- Go to the To Be Sent tab
- Click on the message row to view its detail
- Review the recipient, subject, and attachments
- Click the Send button
- The message will be moved to the Sent tab
Alternatively, in the To Be Sent tab, click the Delete icon to delete the draft. Deleted drafts are accessible via the Deleted button.
Deferred Sending of Data Messages
If this feature is activated in the module settings, deferred sending can be set when creating a message or in the draft detail. Click the Send at scheduled time button and enter the date and time of automatic sending. The system will send the message automatically at the specified time.
Message Management
Procedure: Assigning a Data Message for Resolution to a User
In the Data Boxes module, a received message can be assigned to a specific user or multiple users for resolution. The message will appear in the In Progress tab and the assigned user is notified.
- Open the detail of the received data message
- Click the Assign for resolution to user button
- In the dialog window, select one or more users from the list
- Click Save
- The message will be moved to the In Progress tab and will be displayed for the selected users
Note: Only users who have access to the Data Boxes module are displayed in the list.
Procedure: Assigning a Data Message for Resolution to a Group
Similarly to assigning to a user, in the message detail click the Assign for resolution to group button. Select a user group and confirm. The message will be assigned to all members of the group.
Procedure: Adding a Note to a Data Message
In the Data Boxes module, text notes with attachments can be added to each message. Notes are visible to all users with access to the given message.
- Open the data message detail
- In the Notes section, click the Add note button
- Fill in the Note field
- Optionally attach files to the attachment area
- Click Save
Notes are sorted from newest and display the author's name, date, and time of creation.
Procedure: Adding or Editing a Message Deadline
In the data message detail, an internal deadline for resolution can be set. Click the edit icon (pencil) next to the Deadline field, enter the date, and save. The deadline is displayed in the message table and serves for internal overview, not as a legal time limit.
Procedure: Adding a Label (Tag) to a Message
If labels are activated in the settings, a colour label can be added in the message detail. Click the Tags button in the detail card header. Select one or more labels and save. Labels are displayed in the table and can be used to filter messages.
For the Attention Of Function
If the For the Attention Of function is activated in general settings, when sending a message or in the draft detail, you can select users who should be informed about the message being sent. After sending, these users receive a notification and can confirm in the system that they have acknowledged the message, or add their own note.
Data Box Directory
Searching in the Data Box Directory
The Data Boxes module provides access to the ISDS system directory for finding recipients. The directory is accessible when creating a new message by clicking the Search for another address button.
- Click the Search for another address button in the new message form
- Enter at least 6 characters of the name of the entity you are looking for
- Click the Find button
- From the displayed list, select the corresponding box by clicking the selection button
The results table displays the Name, Box ID, box type (OVM, PO, FO, PFO, etc.), type of accepted messages, and the entity's address.
Tip: The ISDS directory searches the national database of data boxes. Enter the exact or partial name of the company or institution.
Converting a Data Message to a Printed Version
Procedure: Converting a Data Message to Paper Form
In the message detail in the Data Boxes module, click the Convert to printed version button. The system will display instructions for performing an authorised document conversion.
Authorised conversion procedure:
- In the data message detail, download the entire message in ZFO format (see the ZFO Attachments section)
- Upload the downloaded file to the Ministry of the Interior CzechPoint repository at czechpoint.cz/uschovna
- The system will generate a confirmation with a unique identifier (2D barcode) - print it
- Within 30 days, visit a CzechPoint branch, present the barcode, and have the document converted
Warning: Authorities should never require you to provide a printed version of a message received electronically from another authority. Conversion is subject to a fee (approximately CZK 40 per page).
Automatic Processing and Rules
Automatic Downloading of Data Messages in the Background
The Data Boxes module automatically downloads new messages every three hours via a background task (cron job). Automatic downloading runs for all boxes where this option is activated in the connected box settings. After downloading messages, the system sends e-mail notifications to the configured users.
Password expiration warning: If the data box password expires or has fewer than 14 days remaining, a warning is displayed on the module's main screen. The password must be renewed on the mojedatovaschranka.cz portal and updated in the box settings in eIntranet.
Automatic Processing of eSick Notes from Data Messages
If eSick note processing is activated in the box settings, the system automatically recognises CSSZ messages containing eSick note information (commencement, termination, or change of sick leave) during downloading and offers to load them into the eSick Notes module. In the message detail, a Load into eSick Notes button is displayed for CSSZ messages.
Rules for Automatic Processing of Incoming Messages
In the Rules tab in the Data Boxes module settings, rules for automatic sorting and processing of incoming messages can be defined. Each rule consists of conditions (by sender, subject, box type, etc.) and actions (assign resolver, change status, add label). Rules are processed in a defined order when a new message is downloaded.
Integration with Other Modules
Integration with the Received Invoices Module
Data messages in the Data Boxes module can be directly transferred to the Received Invoices module. In the detail of a received data message, click the To received invoices button. The message and its attachments will be transferred to the received invoices queue for further processing. This function is available only if the Received Invoices module is active in the system.
Integration with the Issued Invoices Module
From the Issued Invoices module, invoice documents can be sent directly as a data message. The system automatically searches for the customer's data box by Company ID in the ISDS directory and prepares a new data message with the invoice attachment. Invoice attachments are automatically pre-filled.
Integration with the eSick Note Module
The Data Boxes module automatically processes messages from CSSZ regarding eSick notes. Received messages about the commencement, termination, or change of sick leave can be loaded into the eSick Notes module with a single click for recording and processing in the payroll agenda.
Integration with the Asset Registry Module
Data messages in the Data Boxes module can be linked with the asset registry for documenting official decisions regarding company assets.
Troubleshooting
Frequently Asked Questions about the Data Boxes Module
Question: The data box password is not saved and is required during downloading. What should I do?
Answer: During manual download, a password field appears directly on the module's main screen. Enter the password in the Your password field and click Download received and sent messages. To save the password to the system, edit the box settings in the Settings → Data Boxes → Connected Boxes tab and check the Save data box password option.
Question: A warning about data box password expiration is displayed.
Answer: Renew the data box password directly on the mojedatovaschranka.cz portal. Then update the password in the box settings in eIntranet (Settings → Data Boxes → Connected Boxes → Edit box). Warning: Automatic downloading does not work with an expired password.
Question: Messages are not being downloaded automatically, even though automatic downloading is configured.
Answer: Check these settings: (1) In the box settings, Download automatically must be checked and a valid password must be saved. (2) Check whether the automatic downloading exceptions cover the current day (weekend, holiday, or specific day settings). (3) Automatic downloading runs every three hours, not immediately.
Question: I cannot send a data message; the Send button is unavailable.
Answer: To send a data message, you need the Send permission. Contact the module administrator to have this permission assigned. Without this permission, you can only prepare the message for approval (Prepare for sending), and a user with send permission will send it.
Question: How can I check the status of a sent message and whether it was delivered?
Answer: In the Sent tab, open the message detail. The Legally Delivered field shows the date of legal delivery. Within 10 days of delivery to the box, delivery occurs either by the recipient logging in or automatically by fiction. In the message detail, you will also find the delivery confirmation in ZFO format, which replaces the delivery receipt after delivery.
Question: The data message attachment has a format that cannot be opened.
Answer: Files in ZFO format can be opened with 602XML Filler (installation required). Standard attachments (PDF, DOCX, XLSX, etc.) can be opened with common applications. The ZFO format is needed for a potential authorised conversion to paper form at a CzechPoint branch.
Tips for Efficient Work with Data Boxes
- Tip: For quick processing of incoming messages, use bulk selection and move to Resolved - check multiple messages and click Move selected to resolved.
- Tip: Set up automatic resolver assignment after message download in the box settings. New messages will be immediately assigned to the responsible person.
- Tip: Use labels to categorise messages by topic (e.g., Court, Tax Office, Payroll). Filters above the table allow quick searching of messages by label.
- Tip: When replying to a message, the system automatically fills in the recipient and subject. Just add an attachment and send - saves time in routine correspondence.
- Tip: Export the message list to Excel using the button in the table header for an overview and reporting of data box communication.
- Tip: Set up rules for automatic processing for recurring message types (e.g., automatically assign messages from the tax office to the accountant).