[v4.52] The address books

Content

In MOXIS, we distinguish between two types of address books: the personal and the global.

While the personal address book can only be viewed by you (i.e. by the respective logged-in user), the global address book can be accessed by all users in your department or company, depending on the configuration.

Both options are described in the following article, but while the personal address book is standard, the global address book is optionally configurable.

1. General information about the personal and global address book

Both the personal and global address books can be accessed via the user menu (see figure 1).

To open them, please click on User Settings in the user menu (see figure 1 [1]) and open the address book (see figure 1 [2]).

If both address books are available, you can use the Personal address book and Global address book filter options (see figure 1 [3]) to get an overview of all contacts.

Entries that are stored in both address books are indicated by a check mark in the Shared contact column (see figure 1 [4]).

Create, download, upload or delete personal or global contacts in this section (see figure 1 [5]).

Please note: The language and phone number of a contact in MOXIS are updated when the user name and email address in the CSV file match the data in the system.

XiTip
Please note that a new contact will be created if certain data (names, email address) in the CSV file differ from those in the system. This also happens if no email address was available for the original contact.

2. Managing the personal address book

The personal address book allows users to store and manage data of frequently used (external) signatories individually (with name, email address, mobile number, preferred language for notifications).

Changes to the entries in the personal address book do not affect the entries in the global address book. If there are identical entries in both address books, only the entry in the personal address book is displayed for selection.

3. Global address book management

The global address book can be viewed and edited by all users. Contacts can be downloaded via a CSV file.

XiTip
Please note: Only an administrator can upload a CSV file with individual contacts or with external, shared groups.

4. Step-by-step guide: Creating and managing new external contacts

Step 1: To create a new external contact, click on + Create new entry (see figure 1 [5]).

Step 2: A window will now open (see figure 2). If you tick the box next to Save contact in global address book, the contact will only be saved in the global address book.

XiTip 
Please note: If you want to make a global contact that has already been saved available only in your private address book, you must first delete it from the global address book. Only then can you re-enter and save it in your private address book.

In addition, you can download, upload (via CSV file) or delete (see Chapter 5) contacts from both the personal and global address books (depending on the configuration) in this section.

5. Step-by-step instructions: Editing and deleting entries in the address books

Step 1: Open the address books in the user menu (see figure 1).

Step 2: Edit entries by clicking on the pencil next to the entry (see figure 3).

Step 2a: If you want to delete an entry completely, please click on the [X].

Step 3: A window will open (see figure 2) in which you can edit the contact.