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Quick search

Use the quick search to get an overview of all information that is saved for a contact or an address data record of a guest order. Learn on this page of the manual how to download all data of a contact or guest order and how to anonymise data records in compliance with GDPR.

Guest accounts via the plentyShop can only be found in the quick search

In order to be able to work GDPR-compliant, no contact data record is created in case of guest orders via the plentyShop. Only the address data is saved. This data that is saved in your plentymarkets system can therefore not be found in the CRM » Contacts menu. The address data of the person who ordered as a guest can only be found via the address data in the quick search.

Further information about converting plentyShop guest orders into regular contact data records can be found in the Converting a guest account into a contact data record chapter.

1. Assigning rights for back end users

People with Back end access rights can only see certain areas and menus in plentymarkets. This means they only have limited access to the system. If you want back end type users to work with the quick search, you have to grant them the following rights:

  • CRM > Contact > Show

Tip: How to grant rights

Note that only Admins can grant rights.

Assigning rights:

  1. Go to Setup » Settings » User » Rights » User.
    → The user accounts are displayed in an overview.

  2. Click on a user account.
    → The Rights menu item containing the visibilities opens.

  3. Assign the rights for the respective area by ticking the check boxes indicated above.
    Note: You can either grant rights for complete areas or limit the rights you grant the user. To only grant limited rights in a certain area, expand the area.

  4. Save () the settings.

The Rights and Menu visibilities are linked. This means that if you grant a right in one of the two areas, plentymarkets automatically grants the corresponding rights in the other area.

For further information about the rights for the CRM » Contacts menu for back end users, refer to the Contacts page.

2. Finding data records via the quick search

Proceed as follows to find data records via the quick search.

Finding data records via the quick search:

  1. Go to CRM » Quick search.

  2. Select at least one filter. Note Table 1.

  3. Click on Search ().
    → The data records that correspond to the search criteria entered are displayed.

  4. Click in the line of the data record.
    → The overview with the areas Invoice address, Master data and Info appears.

  5. Click in the line Orders to display the orders.
    → Click in the line of the order to directly access the order in the Orders » Edit orders menu.

  6. Click in the line Addresses to display further addresses.
    → Click in the line of the address to directly access the address and edit it.

  7. Click in the line Messenger to display the messages.
    → Click on New message (). The stop watch in the top right corner starts automatically once you open the message. Click on Billable to bill the time.
    Note: For further information, refer to the Messenger page.

  8. Click in the line Events to add new events or to edit existing events.
    → Click on Add event () to save this time.
    Note: Events are only available for contact data records, not for guest orders.

  9. Click in the line Tickets to display the tickets.
    → Click in the line of the ticket to directly access the ticket in the CRM » Ticket system menu.

As soon as you open a data record in the CRM » Quick search menu, the stop watch in the top right corner starts counting automatically. Click on Stop () to stop the stop watch from counting. Click on Start () to continue counting the time. Click on Reset () to set the time to 0.

3. Further settings

When you open a data record in the quick search, you see further possible settings in the first line of the data record. These settings are explained in Table 2.

4. Converting a guest account into a contact data record

Go to CRM » Quick search to convert the address data from a guest order into a regular contact data record.

In case of guest orders via the plentyShop, the saved data record consists only of the address and the corresponding order. If an account name is additionally contained in the address, the account data record is also created when converting the data record.

Converting a guest account into a contact data record:

  1. Go to CRM » Quick search.

  2. Select at least one filter. Note Table 1.

  3. Click on Search ().
    → The data records that correspond to the search criteria entered are displayed.

  4. Click in the line of the data record.
    → The data record opens.

  5. In the header, click on Convert guest to contact ().
    → A window appears and you need to confirm your decision.

  6. If you have worked in compliance with GDPR, click on Convert.
    → The data record is converted into a contact data record and automatically obtains the next free contact ID. In the History area of the contact data record, the entry Converted by as well as the name of the person who converted the data record are added.

Callisto guest orders vs. plentyShop guest orders

The Converting a guest account into a regular account chapter on the Contacts page describes how to convert guest orders from your old online shop (Callisto) or from a marketplace into regular accounts. It is not possible via the contact data record to convert plentyShop guest orders into regular accounts.

Besides plentyShop guest orders, you can, however, use the quick search to convert also Callisto guest orders into regular contact data records.

5. Downloading all data of a contact or guest order

In the CRM » Quick search menu, you can download with just one click all data that is saved for a contact or the address data belonging to a guest order as a ZIP file. The ZIP file contains an HTML file and a machine-parsable file in JSON format.

Downloading all data of a contact or guest order:

  1. Go to CRM » Quick search.

  2. Select at least one filter.

  3. Click on Search ().
    → The data records that correspond to the search criteria entered are displayed.

  4. Click in the line of the data record.
    → The overview with the areas Invoice address, Master data and Info appears.

  5. Click on Download all data of the contact () in the upper line.
    → A dialogue window appears. Determine a location on your computer where the ZIP file is saved.

Further information about the download file can be found in this changelog  thread in the plentymarkets forum.

6. Anonymising a data record

You can delete data of a contact respectively make this data illegible in such way that no reference to this person is given any longer.

Anonymising data is only possible when the data record is a "real" contact and not a guest order.

Anonymising a data record:

  1. Go to CRM » Quick search.

  2. Select at least one filter.

  3. Click on Search ().
    → The contacts that correspond to the search criteria entered are displayed.

  4. Click in the line of the contact.
    → The overview of the contact opens.

  5. Click on Anonymise data record () in the upper line.
    → A window appears and you need to confirm your decision.

  6. Enter the ID of the contact that you would like to anonymise.

  7. Click on Anonymise.
    → The data record is anonymised.

Which data is anonymised and deleted?

By clicking on Anonymise data record (), the following data in the data record of the contact is anonymised and deleted:

  • This data is anonymised: First name, last name

  • This data is deleted: Contact options, address options, addresses, address relations, order relations, account relations, bank details
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