General Data Protection Regulation (GDPR) and Exact Globe / Exact Synergy - Functionality

An action center is available that shows per person, contact or account of the event occurred, the expiry period is reached and what the proposed action is. For more information see Overview of events for personal data classifications (Exact Synergy) and Action center for personal data classifications (Exact Globe).

In the personal data classification you can define to automatically link a personal data classification when creating creating new persons, contact persons or accounts. For more information, see Creating and modifying personal data classifications in Exact Globe and Creating and modifying personal data classifications in Exact Synergy.

In the maintenance of the persons, accounts and contact persons in Exact Globe the Personal data classifications tab is available. On this tab you can see which personal data classifications are linked to the specific person, account or contact and you can link or unlink the classifications. For more information, see Creating and maintaining contact persons, Creating and maintaining accounts payable, Creating and maintaining accounts receivable, Creating and maintaining entries for people and Creating and Maintaining Applicants.

In Exact Synergy this can be done via the hyperlink Personal data in the monitor of the person card, account card and contact card.

When working with Exact Integrator or Central Master Data Management (CMDM) you can use the Personal Data Protection solution in Exact Lightweight Integration Server (ELIS) for the synchronization of personal data classifications and anonymise actions between Exact Synergy and Exact Globe. For more information, see Personal data classifications enhanced.

Via the export function you van export the data on your screen to Microsoft Excel. For more information, see For more information, see Zooming in on personal data classifications (Exact Synergy) and Processing personal data (Exact Globe). From product update 262 onwards you can select in Exact Synergy the columns you want to export.  

Exact Globe - Delete contact persons

1. Go to CRM ? Accounts ? Contact persons and open the contact person (or in a license without CRM, go to Finance ? Accounts receivable/Accounts payable ? Maintain, open the debtor/creditor, open the Contact tab).
2. Select the contact person you want to delete
3. Click the Delete icon on the left.

For more information, see Overview of Contact Persons.

Note: The main contact cannot be deleted. To delete this contact, you first have to make another contact person the main contact.

Exact Synergy - Delete contacts

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the search criteria and click Show.
3. Click the hyperlink in the Contact: Last name column to open the contact.
4. Click Edit.
5. Click Delete.
6. Click OK in the confirmation message.

For more information, see Creating and modifying contacts.

Note: The main contact cannot be deleted. To delete this contact, you first have to make another contact person the main contact.

Exact Globe - Delete accounts

1. Go to CRM ? Accounts ? Maintain accounts (or in a license without E-CRM, go to Finance ? Accounts receivable/Accounts payable ? Maintain).
2. Select the account/debtor/creditor and click Delete.

For more information, see Overview of Accounts, Maintaining Suspects, Overview of Accounts Receivable and Overview of Accounts Payable.

Note: In a license with E-CRM you can also create suspects, suspects can be deleted via CRM ? Accounts ? Maintain suspects.

Exact Synergy - Delete accounts

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. Define the search criteria and click Show.
3. Click the hyperlink in the Account name column to open the account.
4. Click Edit.
5. Click Delete.
6. Click OK in the confirmation message.

For more information, see Creating and modifying company accounts. 

Exact Globe - Delete accounts in bulk

To delete accounts in bulk:

1. Go to System ? Checks ? Cleanup ? Delete master data.
2. Select the table Cicmpy, and click Select.
3. Select the accounts you want to delete and click Select.
4. In the confirmation message click Yes to all.

For more information, see Deleting Master Data. 

Exact Globe - Delete resources and applicants

1. Go to Payroll ? People ? Maintain, HR ? People ? Maintain, or System ? HR & Security ? People.
2. Select the resource and click Delete.
3. Go to

For more information, see Overview of Resources and Overview of Applicants.

Note: In a license with E-Human resources you can also create applicants, applicants can be deleted via HR ? Entries ? Applicant.

Exact Synergy - Delete resources

1. Go to Modules ? HRM ? Reports ? People ? Search.
2. Define the search criteria and click Show.
3. Click the hyperlink in the Name column to open the resource.
4. Click Edit.
5. Click Delete.
6. Click OK in the confirmation message.

For more information, see Creating and modifying entries for people and Modifying Applicants.

Exact Globe - Delete resources in bulk

To delete resources in bulk

1. Go to System ? Checks ? Cleanup ? Delete master data.
2. Select the table Humres, and click Select.
3. Select the resources you want to delete and click Select.
4. In the confirmation message click Yes to all.

For more information, see Deleting Master Data.

Exact Globe - Anonymise contact persons

1. Go to CRM ? Accounts ? Contact persons and open the contact person (or in a license without E-CRM, go to Finance ? Accounts receivable/Accounts payable ? Maintain, open the debtor/creditor, open the Contact tab).
2. Select the contact person you want to anonymise and click the Edit icon on the left.
3. Change all fields that contain personal data.
4. Click Save.

For more information, see Creating and maintaining contact persons.

Exact Synergy - Anonymise contacts

1. Go to Modules ? Customers ? Reports ? Contacts ? Search.
2. Define the search criteria and click Show.
3. Click the hyperlink in the Contact: Last name column to open the contact.
4. Click Edit.
5. Change all fields that contain personal data.
6. Click Save.

For more information, see Creating and modifying contacts.

Exact Globe - Anonymise accounts

1. Go to CRM ? Accounts ? Maintain accounts (or in a license without E-CRM, go to Finance ? Accounts receivable/Accounts payable ? Maintain).
2. Select the account/debtor/creditor and click Open.
3. Change all fields that contain personal data.
4. Click Save.

For more information, see Creating and maintaining accounts payable and Creating and maintaining accounts receivable.

Note: In a license with E-CRM you can also create suspects, suspects can be anonymised via CRM ? Accounts ? Maintain suspects.

Exact Synergy - Anonymise accounts

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. Define the search criteria and click Show.
3. Click the hyperlink in the Account name column to open the account.
4. Click Edit.
5. Change all fields that contain personal data.
6. Click Save.

For more information, see Creating and modifying company accounts.

Exact Globe - Anonymise resources

1. Go to Payroll ? People ? Maintain, HR ? People ? Maintain, or System ? HR & Security ? People.
2. Select the resource and click Open.
3. Change all fields that contain personal data.
4. Click Save.

For more information, see Creating and maintaining entries for people and Creating and Maintaining Applicants .

Note:

• If E-Human resources or Payroll is present in the license it is advised to maintain resources via menu Payroll ? People ? Maintain or HR ? People ? Maintain, because these menu’s show more tabs in the resource maintenance.
• In a license with E-Human resources you can also create applicants, applicants can be anonymised via HR ? Entries ? Applicant.

Exact Synergy -  Anonymise resources

1. Go to Modules ? HRM ? Reports ? People ? Search.
2. Define the search criteria and click Show.
3. Click the hyperlink in the Name column to open the resource.
4. Click Edit.
5. Change all fields that contain personal data.
6. Click Save.

For more information, see Creating and modifying entries for people and Modifying Applicants.

Exact Globe - Merge accounts

To merge an account with a dummy account you first have to create the dummy account.

1. To create a dummy Accounts receivable, go to Finance ? Accounts receivable ? Maintain. To create a dummy Accounts payable go to Finance ? Accounts payable ? Maintain.
2. Click New.
3. Fill all mandatory fields and click Save.

Merging the accounts

1. To merge Accounts receivable, go to Finance ? Accounts receivable ? Maintain. To merge a Accounts payable go to Finance ? Accounts payable ? Maintain.
2. Select the account you want to merge and click Recode.
3. In the recode window, select the original account at Account and the dummy account at Merge.
4. Click Start.
5. Make sure no information from the original account is selected.
6. Click Yes.

For more information, see Recoding and Merging Accounts.

Note: In a license with E-CRM you can also create suspects, suspects can be merged via CRM ? Accounts ? Maintain suspects.

Exact Synergy - Merge accounts

To merge an account with a dummy account you first have to create the dummy account.

1. To create a dummy account, go to +Create ? Account.
2. Select the type of account you want to create
3. Fill all mandatory fields and click Save.

Merging the accounts

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. Define the search criteria and click Show.
3. Click the hyperlink in the Account name column to open the account.
4. Click Actions. The Account: Actions page will be displayed.
5. Click Merge: Account. The Accounts: Actions page will be displayed.
6. Click the Advanced >> button to display the Advanced section whereby you can filter the results displayed.
7. Select the dummy account and click Merge. Another Accounts: Actions page will be displayed.
8. In the Copy section, do not select the details of the account to be copied over to the account in the Account: Existing section.
9. Click Merge. Once merged, the account in the Copy section will be deleted from the system, and the account in the Account: Existing section will be retained. Details of the account selected in step 5 will be filled or overwritten in the account card of the account that remains in the system.

For more information, see Selecting the action to be performed on accounts.

Merge contact persons

Exact Globe - Delete documents

1. Go to CRM ? Entries ? Documents (or in a license without E-CRM, go to Finance ? Entries ? Documents).
2. Select the document and click the Select button.
3. Click Delete.

For more information, see Overview of Documents.

Exact Synergy - Delete documents

1. Go to Modules ? Documents ? Reports ? Documents ? Search.
2. Define the search criteria and click Show.
3. Open the document.
4. Click Edit.
5. Click Delete.
6. Click OK in the confirmation message.

For more information, see Creating and modifying documents. 

Exact Globe - Delete documents in bulk

1. Go to CRM ? Entries ? Documents (or in a license without E-CRM, go to Finance ? Entries ? Documents).
2. Select the document(s) and click the Select button.
3. Click Delete.

For more information, see Overview of Documents.

Exact Synergy - Delete documents in bulk

1. Go to Modules ? Documents ? Reports ? Documents ? Search.
2. Define the search criteria and click Show.
3. Click Cleanup.
4. At Criteria select Delete.
5. Click Show.
6. Click Process.
7. Execute the Exact.Jobs.Documents background job.

For more information, see Performing Document Cleanups.

Exact Globe -Anonymise documents

1. Go to CRM ? Entries ? Documents (or in a license without E-CRM, go to Finance ? Entries ? Documents).
2. Select the document and click the Select button.
3. Click Open.
4. Remove all personal data.
5. Open the Attachment tab and open the attached file.
6. Remove all personal data from the attached file.
7. Save the file.
8. Attach the file to the document.
9. Click Save.

For more information, see Maintaining Documents.

Exact Synergy - Anonymise documents

1. Go to Modules ? Documents ? Reports ? Documents ? Search.
2. Define the search criteria and click Show.
3. Open the document.
4. Click Edit.
5. Remove all personal data.
6. If the document contains an attached file, open the  attached file.
7. Remove all personal data from the attached file.
8. Attach the file to the document.
9. Remove the original attached file from the document.
10. Click Save.

For more information, see Creating and modifying documents.

Exact Globe - Delete requests

1. Go to CRM ? Entries ? Activities
2. Select the activity.
3. Click Delete.

For more information, see Overview of CRM Activities.

Exact Synergy - Delete requests

1. Go to Modules ? Workflow ? Reports ? Requests ? Search.
2. Define the search criteria and click Show.
3. Open the request.
4. Click Delete.
5. Click OK in the confirmation message.

For more information, see Creating and modifying requests.

Exact Globe - Anonymise requests

1. Go to CRM ? Entries ? Activities
2. Select the activity.
3. Click Edit.
4. Remove all personal data.
5. Click Save.

For more information, see Creating and Maintaining CRM Activities.

Exact Synergy - Anonymise requests

1. Go to Modules ? Workflow ? Reports ? Requests ? Search.
2. Define the search criteria and click Show.
3. Open the request.
4. Remove all personal data.
5. Click Save.

For more information, see Creating and modifying requests.

Exact Globe - Clean up log

1. Go to System ? Checks ? Cleanup ? Log.
2. Select Master data Log at Type.
3. Type or select a date to clean up the logs dated before the specified date.
4. Click Delete.

For more information, see Cleaning up logs.

Exact Synergy - Clean up log

1. Go to Modules ? System ? Setup ? Settings – Database ? Log: Truncate.
2. Define the number of days the logs should be stored in the database.
3. Click Save.
4. Execute the Exact.Jobs.SysLogTool background job.

For more information, see Configuring settings for truncating log files and How-to: Running Exact.Jobs.SysLogTool background job.