Dossier
Profit provides a completely digital dossier for organisations, persons, debtors and creditors, employees and employers, etc. You manage all dossier items in Profit from one central location. The dossier can be accessed from Profit Windows and InSite. Customers have access to their own dossier via OutSite (if you are using the Customer portal functionality). You can also use the digital dossier for storing notes, scanned documents, etc. This means that the complete communication history for each organisation/person is available in Profit.
Video
Description
You build a digital dossier by recording dossier items. Examples of dossier items are memos, call-back actions, letters received or sent, price lists in Excel, etc.
The recording of dossier items has been automated as much as possible. For example, if you want to send a letter to an organisation, you can create it in Profit and record it directly as a dossier item. You can have pay slips and annual statements saved automatically in the dossier of the employee and/or the employer.
Schematic overview of dossiers:
Destinations
You can maintain a digital dossier for all types of organisations and persons, such as purchase and sales contacts, projects and employees. These types are called the Destinations. If you submit a dossier item to a certain destination (such as an organisation), the dossier item can also be retrieved from that location.
The following destinations are available:
Note:
Before you start sending out bulk e-mail messages to your customers, they have to give you permission to do so. You arrange this by asking your customers for permission to send e-mail.
- All types of Organisations and Persons (with the exception of Agency and Accountant)
- Contacts
You can also maintain a dossier for:
- Campaigns, Items, Courses and Course events
- Projects
- Purchase invoices and Sales invoices
- Outstanding items
- Fiscal year (for ‘IB’ and ‘Vpb’ client).
- Assets
- Subscriptions
- Forecasts
Note:
If you submit a dossier item on a Contact then this is not displayed for the Person but it is displayed for the Organisation.
You can add a dossier item to the dossier of one specific destination, but it is also possible to show a dossier item in the dossiers of multiple destinations. In addition you can also record dossier items without a destination.
In the dossier item type settings, you can record which destinations can be selected when a new dossier item is recorded.
Dossier item type
Every dossier item is based on a dossier item type. When you add a dossier item, you start by selecting the type. The dossier item type determines what your further options are. By default, Profit provides the following dossier item types:
- Note
- Action
- Appointment
- Incoming mail
- Outgoing mail
- Depending on your licence, you may also have, for example, or Financial report available. More information about the specific types of dossier items can be found in the respective modules (Profit HR, Profit Financieel).
With the Note dossier item type you only register information (e.g. you make a note about an appointment with a customer). Other dossier item types can be applied in broader way. For example, with Outgoing mail you can add and print a merge letter and register it directly in the organisation's or person's dossier. Using this dossier item type, you can also create an e-mail message and register it in Profit. You use the Action dossier item type in workflows in InSite.
You can also add dossier item types, such as visit reports, complaints, sales actions, etc. Using such dossier item types for a specific purpose you can streamline your communication and the registration even more.
Preparation
Procedure
- Dossier in InSite
The dossier has two applications. You use dossier items to register and archive information and in workflows. When you add a dossier item, the first thing you do is select the dossier item type. Based on your selection, Profit automatically starts a workflow, if necessary.
- Record a dossier item
All communication and activities taking place between your contacts and you are recorded in the digital dossier. This means you can at all times see who has discussed and done what. For most users, the dossier occupies an important place in your organisation.
- Record dossier items using the Profit Communication Center (InSite)
- View a dossier item
There are several ways to view dossier items.
- Central dossier view
The central dossier view is a view with nearly all dossier items in Profit.
- Change a dossier item
You can change dossier items in Profit and in InSite. However, in some cases it is possible to change something in Profit that cannot be changed in InSite. This depends on the authorisation. It also depends on whether a dossier item has been recorded as an archived item or has been submitted in a workflow.
- Collectively change
The moment you have submitted a dossier item, it is recorded in the contact's dossier. These dossier items can be changed collectively.
- Collectively delete dossier items
The dossier item that you submit is saved in the contact's dossier. These dossier items can be deleted collectively. You can select a number of dossier items and delete these in one go.
- Collectively delete dossier items including a workflow
In addition to collectively deleting dossier items that are no longer in the workflow, you can also delete all dossier items, including the dossier items from the workflow.
- Import dossier items
You can import new dossier items from an external file into Profit. It is not possible to import changes to dossier items.