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--- leon:new-phonebook [2021/06/01 19:48]
rafal created
+++ leon:new-phonebook [2024/03/22 21:58] (current)
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-====== NEW PHONEBOOK ======
+====== PHONEBOOK ======
-[{{ :leon:new-phonebook:np_-_main_view.png?200|New Phonebook main view}}]
-To make flight preparations quick and easy you can use this section and add contacts data to Leon. Hover the mouse over {{:leon:icons:klucz.png?23|}} icon and select 'Phonebook' - a new screen will show up with **2** tabs.
+[{{ :leon:new-phonebook:phonebook_-_updated_with_ed.png?400|New Phonebook main view}}]
+To make flight preparations quick and easy you can use this section and add contact data to Leon.
+Hover the mouse over {{:leon:icons:klucz.png?23|}} icon and select 'New Phonebook'.
+**Filtering options** are located at the top of the 'New Phonebook' view.
+The **list of contacts** displays the following information:
+  * **Name** - name of contact
+  * **Code** - code of contact
+  * **Email** - email, to which all the emails are sent
+  * **Phone** - work phone number
+  * **Type** - type of contact:
+    * {{:leon:new-phonebook:np_-_person_icon.png?nolink|}} - indicates person
+    * {{:leon:new-phonebook:np_-_company_icon.png?nolink|}} - indicates company
+  * **Category** - indicates whether the contact is or isn't a Crew, Client, or PAX. Client can be indicated by selecting the 'Client' checkbox in the contact profile
+  * **Country** - a country where the contact is based
+  * **Action**:
+    * {{:leon:icons:np_-_bin.png?nolink|}} - clicking on a bin icon allows deleting a contact
+    * {{:leon:icons:np_-_history.png?nolink|}} - accessing the changes history of a contact
+------------------
+===== Filters =====
+The filtering options are located at the top of the page.
+There are the following **filtering options** available:
+  * {{:leon:new-phonebook:np_-_filter_1.png?nolink|}} - allows filtering by contact name and the contact code
+  * {{:leon:new-phonebook:np_-_filter_2.png?nolink|}} - the following options are available:
+    * **Show** - allows displaying animals or deactivated contacts only
+    * **Labels** - allows filtering by labels assigned to the contacts. It is possible to filter by multiple labels (filtering based on 'or' method)
+    * **Category** - filtering by the category of the contact: Client, Crew, PAX and User
+    * **Type** - filtering by the type of the contact: Company, Person, Animal
+  * {{:leon:new-phonebook:import_pax.png?nolink|}} - allows importing PAX data from Excel
+  * {{:leon:new-phonebook:phonebook_-_ed_icon.png?nolink|}} - this option allows the creation of a report with potential duplicate entries. The data within the report will be separated into two tabs: 'Person' and 'Company'. the report will contain a 'Contact URL' column with the link that leads to the contact profile in the Phonebook. The duplicates are matched by either Name, Travel document number, Phone number, work email address
+Resetting the filters can be done by deleting already selected options.
+---------------
+===== Edit labels =====
+By clicking {{:leon:new-phonebook:edit_labels_button.png?nolink|}} you can open a pop-up window, where it is possible to add or delete labels available in the contacts' profiles. If you delete a label, it will be removed from all the contacts.
+---------------
+===== New Contact =====
+[{{ :leon:new-phonebook:phonebook_-_new_company_upd.png?200|Adding new Company}}]
+[{{ :leon:new-phonebook:np_-_new_contact_person_upd.png?200|Adding new Person}}]
+In order to add a new contact press {{:leon:new-phonebook:np_-_new_contact_icon.png?nolink|}} button.
+A pop-up window will appear where the type of contact can be selected between:
+  * **Company**
+  * **Person**
+Depending on the selection, each of the types contains different tabs where the details can be inserted.
+In order to **edit** the existing contact, simply click on the contact and the editing pop-up window will display.
+The contact details in the editing window are the same as in the 'New contact' window.
+The formats for inserting dates recognized by Leon are dd.mm.yyyy, dd-mm-yyyy, dd/mm/yyyy
+-------------------------------------
+==== Operator base ====
+This feature only applies to operators that have more than one base. For the operators with **one base only** this functionality will not apply.
+Bases can be defined in [[leon:general-setup|General Settings]] section.
+Once the bases are added, it is possible to assign one to a Client.
+{{:leon:new-phonebook:bp_-_operator_base.png?nolink|}}
+If the base is **assigned to a Client**, the trip requested by this particular Client will automatically be assigned to the Client's base.
+It is also possible to assign or change the original base, including the base initially assigned to a Client, **without having to assign a specific user**.
+If you select a particular base in the operator selection dropdown (top-right corner of Leon), the Requests/Quotes list will only display the requests assigned to this particular base.
+--------------------
+==== Handling Requests per Client ====
+It is possible to assign a **default handling agent to a Client** in Leon.
+**In order to assign a Handling Agent to a Client,** you need to select the Agent(s) in the **'Preferred handling agent'** box.
+Handling agent can be searched by using:
+    * Airport ICAO/IATA/Custom code
+    * Handler Name
+    * Combination of 'Airport code - Handler name'
+It is possible to assign multiple Handling Agents at different Airports to one Client.
+Once the Handler is assigned, it will appear as a tag below the 'Preferred handling agent' selection box:
+{{:leon:new-phonebook:np_-_pref_ha.png?nolink|}}
+**Only one Handler per airport can be assigned to a Client. Assigning second Handling Agent will replace already assigned Handler.**
+Once the Handler is assigned, it will auto-populate in the OPS checklist when the trip is booked.
+Handler assigned to the Client has **higher priority** than the Handling Agent selected as **preferred in the Airport Directory**. This means that the Handler assigned to the Client will overwrite the preferred Handler from 'AD' upon booking the trip from Sales.
+-------------------------
+==== Exclusion zones ====
+**Exclusion zones** are the countries over which the aircraft should not be flying.
+The exclusion zones can be indicated in the **Client profile** - 'Exclusion zones' box as per below. Simply start to insert the country name and select it from the dropdown list.
+{{:leon:new-phonebook:np_-_exclusion_zones.png?nolink|}}
+Once the exclusion zones are selected, the **flight time calculations in the [[leon:sales|'Requests/Quotes']] section** ('Calculate Flight Time' option) will take these zones into consideration.
+----------------------
+===== Permanently delete & anonymize data =====
+[{{ :leon:new-phonebook:np_-_anonymize_pax_data1.png?300|Permanently delete and anonymize data actions}}]
+This functionality is created as part of the process of adhering to the **Regulation (EU) 2016/679** of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation).
+It is possible to **permanently** anonymize and delete PAX from Leon.
+**The process is as follows:**
+  - Click on the bin icon located in the 'Action' column on the list of contacts
+  - Select the 'Permanently delete & anonymize data' option and click 'YES'
+  - In the 'Permanently delete contact confirmation' window, confirm the anonymization of the user by clicking on YES
+  - Contact is deleted
+**Once the PAX has been deleted** the following areas will be affected:
+  * PAX Profile will be permanently deleted from the New Phonebook
+  * If PAX was added to any flight, instead of PAX name, there will be a 'Permanently Deleted' information instead of a Name. Also when hovering the mouse over PAX Number in the OPS view, Leon will display 'Permanently deleted' in the tooltip
+{{:leon:new-phonebook:np_-_anonymize_pax_data2.png?nolink|}}
+  * Deleted PAX will show as 'Permanently deleted' in the reports that show Flights to which this PAX was added, for example, Custom Flights List Report
+{{:leon:new-phonebook:np_-_permanently_deleted_in_rw.png?nolink|}}
+<box>**Anonymizing a PAX is permanent and irreversible. Once the PAX data has been deleted it cannot be reverted.**</box>
+-------------------
+===== Possibility to delete multiple contacts =====
+It will be possible to delete multiple contacts at once in the Phonebook.
+[{{ :leon:new-phonebook:phonebook_-_delete_multiple_contacts_window.png?300|'Delete contacts' window}}]
+[{{ :leon:new-phonebook:phonebook_-_delete_multiple_contacts_confirmation.png?300|'Remove contacts confirmation' window}}]
+In order to **delete multiple contacts** the following steps need to be performed:
+  - Click on the **DELETE CONTACTS** button located at the bottom panel of the Phonebook
+  - The 'Delete contacts' pop-up window will appear. The window is divided into two sections:
+    * **Available** - all the contacts available in the Phonebook. Contacts can be searched for by inserting the name in the 'Search' box
+    * **Selected** - contacts selected for the removal
+  - In the 'Available' section, click on the **+** next to the contact(s) that are to be removed. Contact will appear in the 'Selected' section. Clicking on the **-** in the 'Selected' section, removes contact from the list for removal
+  -  Once the contacts are selected, press **REMOVE CONTACTS** button
+  -  **Remove contacts confirmation** pop-up will appear where one of the two options can be selected:
+    * **Deactivate** - this option deactivates contacts
+    * **Permanently delete & anonymize data?** - this option removes the contacts permanently from the Phonebook and Leon database. Once the contact is permanently removed it cannot be reinstated
+  - Once confirmed, the proper action based on the selection is performed
+The following types of contacts **cannot be removed** in the Phonebook:
+  * Leon Users
+  * Clients assigned to the requests in the 'Requests/Quotes' section
+  * Leon Support/Leon Commission users
+-----------
+===== Edit Contact =====
+In order to **edit** the contact simply click on the contact name in the list of contacts.
+Depending on the type of contact, a different set of details will be available.
+When it comes to the **Company** type client, the following tabs are available: **Basic**, **Details**, **Sharing**, **Persons**, **Misc**, **Files**, **Flights**
+When it comes to the **Person** type client, the following sections are available: **Basic**, **Details**, **Characteristics**, **Sharing**, **Persons**, **Misc**, **Files**, **Flights**
+The sections are explained below.
+-------------------------
+===== History of contact changes =====
+[{{ :leon:new-phonebook:np_-_changes_history_pop-up.png?300|Contact changes history window}}]
+The history of contact changes can be accessed by clicking on {{:leon:icons:np_-_history.png?nolink|}}icon located in the 'Actions' column in the main view or in the 'Edit contact' pop-up window, next to the 'Edit contact' label.
+In the case of **Person** type contacts, the history pop-up window is divided into two tabs, as per the screenshot on the right:
+  * **Basic** - containing basic contact information such as Name, Gender, Place of Birth, Date of Birth, and emails
+  * **Documents** - changes to Contact documents details
+In case of **Company** type contacts, there is only one **Basic** tab, containing basic company information.
+The Changes history window displays the date and time of change in UTC as well as the name of the User that changed the details.
+The changes are represented by colours:
+  * {{:leon:new-phonebook:np_-_no_change.png?nolink|}} - no change
+  * {{:leon:new-phonebook:np_-_new.png?nolink|}} - new information inserted
+  * {{:leon:new-phonebook:np_-_change.png?nolink|}} - information amended
+  * {{:leon:new-phonebook:np_-_deleted.png?nolink|}} - deleted information
+---------------
+===== TABS =====
+==== BASIC ====
+[{{ :leon:new-phonebook:bp_-_person_basic_amended.png?200|'Basic' tab display}}]
+[{{ :leon:new-phonebook:np_-_company_basic_upd.png?200|Company 'Basic' tab}}]
+**Basic** tab contains some basic information as well as the documents and, VISA and Vaccinations details.
+As for the generic information, these are:
+  * **Name and Surname**
+  * **Gender**
+  * **Place and date of birth**
+  * **Account** - Client name to which contact is assigned
+  * **Email addresses:**
+    * Invoices and credit notes are sent to the billing e-mail if provided, otherwise to the default e-mail for invoices in operator settings.
+    * Flight notifications are sent to addresses with a 'Notifications' descriptions. If no such address is specified, work addresses will be used.
+    * All other system e-mails are sent to the work e-mails.
+It is very similar when it comes to the **Basic** tab in the **Company** contact, apart from the **documents, Visas and Vaccinations subsection** which is not there.
+In the **documents subsection** the following details can be inserted:
+[{{ :leon:new-phonebook:np_-_documents_tab_updated.png?200|'Documents' tab}}]
+  * **PASSPORTS** - clicking on the 'NEW PASSPORT' button will allow inserting the PAX passport details as well as uploading the passport scans and marking the passport as a default passport (will be automatically used on the flight to which the contact is assigned as a PAX). Additionally, it is possible to have the **deleted** passports displayed by switching the 'Deleted Passport' option from 'Hide' to '**Show**' - in this case, the deleted passport will appear with the 'Deleted' label in the 'Default' column
+  * **VISAS** - clicking on the 'NEW VISA' button will allow adding new visa details and connecting it to the specific passport
+  * **NATIONAL IDS** - section where the National ID details can be inserted
+  * **VACCINATIONS** - section where the vaccination details can be inserted. The diseases can be selected from the dropdown list
+Access to this section can be allowed in the 'Privileges' by selecting DENY/VIEW/EDIT on the 'New phonebook - Documents' place.
+---------------------------
+==== DETAILS ====
+[{{ :leon:new-phonebook:np_-_user_documents_tab.png?200|'Details' tab}}]
+The 'Details' tab contains very detailed information about the Person/Company, some of which include contact details such as Address/Addresses, Phone numbers, important remarks and labels (these display when assigning PAX on the flights).
+Some of the more important details are:
+  * * **Language** - an indication of the language that the contact speaks. This could be important when contacting the Client, especially if sales emails and documents are to be sent (can be customized in a specific language in the [[leon:documents-manager|Documents Manager]] and the [[leon:email-templates|EMAIL TEMPLATES]])
+  * **Salutation** - salutation selected here can be used in email and documents templates by default
+  * **Operator base** - more information in the 'New Contact' subsection
+  * **Client** - checkbox indicating in the contact is a Client or not
+  * **Preferred handling agent** - more information in the 'New Contact' subsection
+  * **Exclusion zones** - more information in the 'New Contact' subsection
+  * **Avinode ID** - field where the Avinode ID can be inserted and previewed
+  * **Customer Commission** - this subsection consists of 2 fields: 'Price' and 'Currency'. This allows defining the Client's default commission, which will automatically fill in the 3rd Party Commission field in subcharter and cost-based quotes, subject to this Client being a requester
+  * **Quote recipients** - this list of persons receiving copies of all quotes requested by that contact
+  * **Is account** - an indication if the contact is also an account. The company is an account by default. A person can be indicated in the DETAILS tab - Is account. Once it is an account, Persons can be assigned to it
+  * **Is representative** - indication if the person is also a Representative of the Client/Account that one is assigned to
+  * **Is provider** - indication if the contact also falls under the category of providers
+----------------
+==== CHARACTERISTICS ====
+[{{ :leon:new-phonebook:np_-_pax_characteristics.png?200|'Characteristics' tab}}]
+Section **PAX Characteristics** contains important information about the PAX preferences such as likes, dislikes, favorite dishes, and drinks as well as other notes.
+Access to this section can be allowed by privileges by selecting DENY/VIEW/EDIT on the 'New phonebook - Characteristics' place.
+Any information populated in this section can be populated on the PAX and Crew Tripsheet.
+-------
+==== SHARING ====
+[{{ :leon:new-phonebook:np_-_sharing_tab.png?300|'SHARING' tab}}]
+**SHARING** tab allows selecting the data that are to be shared with a buyer in the 'OPS&CREW' tab in the edit request section.
+Currently, the following data can be selected:
+  * **Handling**
+  * **Crew**
+  * **Overflight Permits**
+  * **Slots**
+The details are selected per Client and will apply to all the trips requested by the Client.
+Once the details are selected and saved, the 'Trip data sharing status' will switch to 'SHARED' in the 'OPS&CREW' tab.
+[{{ :leon:new-phonebook:np_-_share_from_opscrew.png?300|'Sharing' settings in the 'OPS&CREW' tab}}]
+Additionally, it is possible to **select the trip data directly in the  'OPS&CREW' tab** by clicking on the 'EDIT SETTINGS' button.
+Apart from the trip data, it is also possible to apply the settings to the future buyer quote by selecting the relevant checkbox.
+Once the sharing details are saved, the **Trip data sharing status** will change from 'NOT SHARED' to 'SHARED'.
+--------
+==== PERSONS ====
+[{{ :leon:new-phonebook:np_-_persons_tab.png?200|'Persons' tab}}]
+**Persons** tab displays the list of contacts assigned to the specific account (Company/Person indicated in the 'Account' field in the tab 'Basic').
+The tab contains the following information:
+  * **Name**
+  * **Work email**
+  * **Work phone**
+This list of persons will be available when assigning the PAX from the contact list when the trip is requested by the specific Account.
+-------
+==== MISC ====
+This tab allows selecting extra settings that apply to the specific client.
+Currently, the following options are available
+[{{ :leon:new-phonebook:phonebook_-_tab_misc.png?300|'Never delete automatically' option}}]
+  * **Receive mvt messages** - this setting allows selecting the client for MVT messages, subject to the 'Client' checkbox being marked in the 'MVT Messages' settings.
+  * **Newsletter** - possibility to subscribe PAX to the newsletter
+  * **Never delete automatically** - this functionality is connected to the functionality located in the General Settings > 'Phonebook' tab called 'Automatically delete PAX after given days'. It allows to **specify passengers that are never to be deleted**
+--------
+==== FILES ====
+In this tab, the files can be attached to the PAX profile.
+The files can be uploaded/saved in various formats including pdf, txt. doc, docx, xls, xlsx, jpg, png, zip, rar, mp3, wav.
+Maximum single file size is 10MB.
+-------
+==== FLIGHTS ====
+[{{ :leon:new-phonebook:np_-_contact_flights_tab.png?300|'FLIGHTS' tab in 'New Phonebook'}}]
+In the 'Flights' tab, it is possible to preview contact flights, both as a buyer of a trip as well as the passenger.
+In order for the flights to **appear in this tab**, the following **conditions** have to be met:
+  * flights have to be booked ('Options' are not included)
+  * ferry flights do not appear on the list ('Flights as a buyer' list)
+  * deleted flights do not appear on the list ('Flights as a buyer' list)
+The list takes into account flights from 'Requests/Quotes' as well as from the 'OPS' section (if 'Requests/Quotes' isn't used).
+The flights are listed from the most recent one in descending order.
+<box>**This tab is available in contact details if the 'New Phonebook - Flights' privilege is set to 'VIEW' for a group of privileges.**</box>
+-------
+==== ACCOUNTING ====
+The 'ACCOUNTING' tab is divided into two tabs:
+  * **INVOICES**
+  * **CONTRACTS**
+-----------
+[{{ :leon:new-phonebook:np_-_accounting_invoices.png?300|'INVOICES' tab}}]
+=== INVOICES ===
+The 'INVOICES' tab presents the list of the invoices issued to a person, if the person was the Client of the Trip.
+The list includes Pro-forma invoice, Invoice, Credit Note, and Recharge invoice.
+----------
+=== CONTRACTS ===
+[{{ :leon:new-phonebook:np_-_accounting_contracts.png?300|'CONTRACTS' tab}}]
+The 'CONTRACTS' section allows adding basic contractual information that the Operator might have with a Client.
+The following information can be inserted:
+  * **Name** - Contract name
+  * **Number** - Contract number
+  * **From**/**To** - start and end dates of the contract
+  * **Block hours** - contracted block hours
+  * **Active** - checkbox allowing to mark the contract as active
+Once the contract is added it will be available in the 'Contract' dropdown, when adding/editing the request for the Client with the contract available:
+{{:leon:new-phonebook:np_-_contract_selection_in_sales.png?nolink|}}
+Additionally, the **Contract Name** and the **Contract number** columns are available in the **Report Wizard** > scope **Quote**.
+--------------
+=== SETTINGS ===
+[{{ :leon:new-phonebook:phonebook_-_accounting_settings_tab.png?300|'SETTINGS' tab}}]
+The 'SETTINGS' tab allows inserting the following:
+  * **Cost centre** - manual input of PAX's cost centre
+  * **Project number** - manual input of PAX's project number
+---------------------------
+==== EXPORT HISTORY ====
+[{{ :leon:new-phonebook:np_-_export_history.png?300|'EXPORT HISTORY' tab}}]
+This section contains information about the export of contact data.
+Access to this section can be allowed/denied by selecting the relevant status in 'Phonebook - Export' in the Admin Panel > 'Privileges'.
+The table contains the following information:
+  * **User** - Name and Surname of the person that performed the export of Contact data
+  * **Date** - Date and time in UTC when the export was performed
+-------------

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