Outlook CRM Background

Article 20, GDPR, specifies the subject’s right to data portability, by data meaning those he has given the administrator. That is in a structured, commonly used and machine-readable format. We shall use Microsoft Excel for this purpose.

Save the Subject’s Request

Sent by Email

  1. Double-click the email in order to open it.
  2. Click on GDPR Relevant within the top toolbar. This way the email will be saved into eWay-CRM just as if you use Save to eWay-CRM.

    GDPR Relevant

  3. When a window pops-up, asking whether you want to open the email, click Yes.

    Confirmation Dialog

  4. Make sure the email has been correctly linked to a contact (eventually a deal or a project) and that the request hasn’t been sent from an address not in eWay-CRM yet, for instance.

    Contacts Tab

    • If the email isn’t linked to a contact, press Link to Existing > Contact and choose the desired person.

      Link to Existing Contact

    • Of course, in case you need your email linked to a deal or a project, follow similar steps.
  5. Click Save and Close.

Save and Close

Written / Received Over Telephone

  1. Find a contact (deal, or company) who submitted the request.

    Contact Dialog

  2. Through Add New > Journal or Add New > Document, create a new item. We use documents when we have a scan of the request. We use journals when we got the request verbally.

    Add New Item

  3. Fill in the request details, eventually add the scanned document.

    Journal Dialog

  4. Click GDPR Relevant. That will help us later with a better request identification.

    GDPR Relevant

  5. Click Save and Close.

Save and Close

Process the Request

  1. In the list of contacts (or deals or companies), click User Views and choose All Columns.

    All Columns

  2. Find the desired subject through Quick Searching.

    Quick Search

  3. Right-click the subject and choose Export List > Items to Microsoft Excel. All the visible items from the list will be exported. Therefore, you need to make sure only the searched subject is visible before the export.

    Export List to Microsoft Excel

  4. Reply Yes to the question whether you want to open the file.

    Confirmation Dialog

  5. Go through the file, eventually deleting data not compliant with this subject’s right.

    Excel File

  6. Save the file.

Save the Answer to eWay-CRM

In this case, we will send the answer through email (as an attachment, or in the form of a hyperlink leading to files download).

Automatic Email Tracking Is Active

  1. Write your email and click Send.

    Send Email

  2. A window will pop-up, asking whether you want to save your email to eWay-CRM.

    Sent Email Dialog

  3. Check GDPR Relevant field.

    Mark as GDPR Relevant

  4. You can choose a Superior Item.

    Select Superior Item

  5. Press OK.

Automatic Email Tracking Is Inactive

  1. Double-click the email in Sent Mail.
  2. Click Save to eWay-CRM in the top toolbar.

    Save to eWay-CRM

  3. When a window pops up, asking whether you want to open the email, click Yes.

    Confirmation Dialog

  4. Make sure the email has been correctly linked to a contact (eventually a deal or a project) and that the request hasn’t been sent from an address not in eWay-CRM yet, for instance.

    Contacts Tab

    • If the email isn’t linked to a contact, press Link to Existing > Contact and choose the appropriate person.

      Link to Existing Contact

    • Of course, in case you need your email linked to a deal or a project, follow similar steps.
  5. On the email card, click GDPR Relevant in the toolbar. That will help us later with a better request identification.

    GDPR Relevant

  6. Click Save and Close.

Save and Close

Do you have questions? Our consultants have answers.

Do not hesitate to contact us.