Address books and contacts

The Address book allows you to keep track of business partners, project collaborators, customers, as well as an extended overview of information about your own employees. The generic term subject is used for all groups.

Each subject belongs to one Address book. It is not possible to place one entity in multiple directories.

Terminological note: The term contact means an email, address, or other type of contact to a specific entity. Therefore, contact and subject are not the same thing!

Types of entities

The system allows you to store 3 basic types of entities described in the following sections

Persons

A person is always a specific physical person.

For an individual you can record details such as first name or titles, which does not make sense for other entities.
A natural person can be self-employed or another type of business. Therefore, it is also possible to record the registration number and VAT number for a natural person.

The individual may be in the address book in his/her own right or may be recorded as an employee of an organisation or one of its divisions. The address book does not support the registration of one person as an employee of more than one organisation.

Companies / organizations

Company allows you to enter an organization into the system.

The organization can be described not only with information directly about the organization (name and other data), but also information about its structure and persons (employees) can be stored. Employees are registered directly with the organisation or can be registered within a division or organisational unit.

Division/organisational unit

Divisions or organisational units are always part of an organisation. They can also form a hierarchy, so that a unit can be part of another unit.

Within an organizational unit, the employees of that unit can be registered. A worker can be a member of only one organisation or its organisational unit.

Note: Organizational units in the Address book have nothing to do with user groups within the AyMINE system. The registration of internal workers within the Address book and any transfers between organizational units in the Address book have no effect on the access rights settings in AyMINE.

Address book rights

Each address book is in a business area. We recommend creating a separate business area just for the address book, but it is not necessary. The rights to see or edit contacts are governed by the rights to the business area in which the address book is located.