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Move Administer & GDPR

Posted by Colin Wynn on Jun 4, 2018 in Move Administer, Product Update

movea500x500.png

Move Administer & GDPR

Version 0.0.0.1578 now contains some new features that will ‘assist’ you regarding GDPR which came into effect on May 25th. They are, the option to Print a Subject Access Report and to Anonymise data.

The Subject Access Request will show all *personal data held together with where this *personal data may also exist as in notepads and correspondence.

Anonymise will remove all *personal data (apart from names which will be replace by the Id), and where any *personal data exists within notepads and correspondence it will be hashed (#####) rather than removed.

*Personal data in this document is classed as name, address and communication (telephone, email, VoIP).

Internet
From the Actions menu of the Internet Browse you have the option to ‘Print Subject Access Request’ and ‘Anonymise’ the highlighted Internet Enquiry.

The Subject Access Request will show:
•    Personal data from the Internet Enquiry.
•    Personal data from Email Correspondence (ToEmail, CCEmail).
•    All personal data that exists within the Internet Enquiry Notepad.
•    A list of all Email Correspondence, highlighting all personal data that exists within the Correspondence.
•    A list of all Email Logs.

Anonymising will:
•    Clear personal data from the Internet Enquiry.
•    Hash all personal data that exists within the Internet Enquiry Notepad.
•    Hash all personal data that exists within the Email Correspondence.
•    Hash all personal data that exists within the Email Log(s).
•    Set the Internet Enquiry to Archived!

Baggage
As Internet.

Customer
From the Actions menu of the Customer Browse you have the option to ‘Print Subject Access Request’ and ‘Anonymise’ the highlighted Customer.

The Subject Access Request will show:
•    Personal data from the Customer.
•    Personal data from Enquiry(s).
•    Personal data from Appointment(s).
•    Personal data from Quotation(s).
•    Personal data from Event(s).
•    Personal data from Consignment(s).
•    Personal data from Correspondence (ToEmail, CCEmail, Mobile).
•    All personal data that exists within the Customer Notepad.
•    Personal data from Account Option Defaults (Bank Account Name & Number).
•    All personal data that exists in the Account Option Sales Text and/or Notepad.
•    All personal data that exists within the Enquiry Notepad.
•    All personal data that exists within the Appointment Directions.
•    Personal data from Inventory (UBM & Service Number – Agility only).
•    All personal data that exists within the Inventory Notepad, Comments and/or Declaration.
•    All personal data that exists within the Quotation Packing Requirements, Wrapping Requirements, Special Instructions, Dismantling Requirements, Items Not To Move, Risk Assessment, Method Statement, Scheduling Requirements, Notepad, Included and/or Excluded.
•    All personal data that exists within the Risk Assessment, Risk Hazard and/or Risk Recommendation.
•    All personal data that exists within the Storage Quotation Included and/or Excluded.
•    All personal data that exists within the Event Instructions.
•    All personal data that exists within the Consignment Transit Notepad, Origin Agent Notepad, Destination Agent Notepad and/or Instructions.
•    All personal data that exists within the Claim Details.
•    All personal data that exists within the Complaint and/or Resolution.
•    All personal data that exists within the Follow-Up Notepad.
•    A list of Repository Documents.
•    A list of all Correspondence, highlighting all personal data that exists within the Correspondence.
•    A list of Email Logs.
•    A list of SMS Logs.

Anonymising will:
•    Clear personal data from the Customer.
•    Hash all personal data that exists within the Customer Notepad.
•    Clear personal data from Account Option Defaults and hash Sale Text and Notepad.
•    Clear personal data from Enquiry(s) and hash Notepad.
•    Clear personal data from Appointment(s) and hash Directions.
•    Clear personal data from Quotation(s) and hash Packing Requirements, Wrapping Requirements, Special Instructions, Dismantling Requirements, Items Not To Move, Risk Assessment, Method Statement, Scheduling Requirements, Notepad, Included and Excluded.
•    Hash all personal data that exists within Risk Assessment.
•    Clear personal data that exists within Storage Quotation and hash Included and Excluded.
•    Clear personal data that exists within Event(s) and hash Instructions.
•    Clear personal data that exists within Consignment(s) and hash Transit Notepad, Origin Agent Notepad, Destination Agent Notepad and Instructions.
•    Hash any personal data that exists within Claim(s).
•    Hash any personal data that exists within Complaint(s).
•    Clear personal data from Inventory(s) and hash Notepad, Comments and Declaration.
•    Hash any personal data that exists within Follow-Up(s).
•    Hash any personal data that exists within the Correspondence.
•    Hash any personal data that exists within the Email Log(s).
•    Hash any personal data that exists within the SMS Log(s).
•    Set the Customer to Archived!

Email Logs
From the Actions menu of the Email Logs (Tools -> Email Log) you have the option to Anonymise Deleted Internet/Baggage Enquiry Email Logs. These options will process the Email Log and will hash the recipient and email address of any Internet/Baggage email log where the Internet/Baggage Enquiry has been deleted.

Caveats
•    Subject Access Request and Anonymise is only available for individuals, therefore, if a Company name exists then the options are disabled.
•    When anonymising a Customer that has accounting activity then the name will not be replaced by the Id.
•    If any notepad/correspondence contains personal information that are not in specific Customer/Internet/Baggage fields then these will remain and will be your responsibility to remove/hash.
•    The contents of Repository Documents cannot be checked; therefore, this will be your responsibility to view/edit/remove these.
•    If an Internet/Baggage Enquiry has been converted to a Customer you will need to Anonymise the Customer too.
•    Addresses will not be removed. If all other personal data has been cleared then keeping an address is only identifying a location rather than an individual, which means that analytical data can still be gathered in the future (Move Administer 2), but more importantly when taking a new enquiry Move Administer can still identify if the customer already exists on the system, even though no personal details exist, but then you are taking these again at the time of enquiry 😊

 
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Mover Administer Version 1578 Released

movea500x500.pngMove Administer version 0.0.0.1578 is officially released today.

History of Changes (1575 to 1578)

Move Administer

Customer
ADDITION
: *You can print a Subject Access Request from the Actions menu of the Customer Browse
ADDITION: *You can Anonymise a Customer from the Actions menu of the Customer Browse

Enquiries
CHANGE
: When checking to see if the destination address is in the Prospect database it now also checks the postal code if it finds a match on the street
ADDITION: *You can print a Subject Access Request from the Actions menu of the Internet Enquiries Browse
ADDITION: *You can Anonymise a Customer from the Actions menu of the Internet Enquiries Browse

Quotations
FIX
: A spelling/type on some acceptance forms regarding the BAR Code of Practice – apologies

Accounting
REMOVE
: Card Tab and therefore card details from Customer & Corporate Receipt/Refund windows
REMOVE: Primary & Secondary Tabs from Customer Account Default Options Wizard
REMOVE: Primary & Secondary Card details from Payment Sheet

Reports
REMOVE
: Card Details from Payments Report (Reports -> Accounting -> Payments)
ADDITION: Current time has been added to the Container Activity report

Options
REMOVE
: Request Card Details and Request CVV from Payment Methods (Tools -> Options -> Accounting -> Payment Methods)

Other
ADDITION
: New Seasonal Planner for 2018 (Tools -> Options -> Removal -> Costing -> Seasonal Variances -> Actions -> Import Seasonal Variances)
REMOVE: All cryptography libraries that were used to encrypt and decrypt credit/debit card numbers
ADDITION: *You can Anonymise Email Logs for Internet/Baggage Enquiries that have been deleted from the Actions menu of the Email Logs Browse (Tools -> Email Log)
ADDITION: New security doors for GDPR features
NOTE: After consultation with BAR HQ the new Website URL to the Code of Practice is now simply http://www.bar.co.uk/codeofpractice which will now always point to the most recent Code of Practice document (Tools -> Options -> Defaults -> Trading Companies -> Open -> Stationery Tab)

Additional Modules

Archive Administer
ADDITION
: You can now print a Duty of Care – Waste Transfer Note for destructions

Self Storage Administer
FIX
: Sort order options on Self Storage Occupancy report
CHANGE: Unit List Report* (Reports -> Self Storage -> Unit List) has been reorganised, and shows Floor occupancy statistics
CHANGE: Occupied Units Report (Reports -> Self Storage -> Occupied Units) has been reorganised, and shows Floor occupancy statistics
CHANGE: Empty Units Report (Reports -> Self Storage -> Empty Units) has been reorganised, and shows Floor availability statistics
CHANGE: Unit Activity Report (Reports -> Self Storage -> Unit Activity) has been reorganised – The Flags column can contain a combination of: S (Shared), D (Damaged), A (Alarmed), SA (Suspended Access), O (Overlocked)
ADDITION: Unit Activity report now totals square feet of Occupied and Released units
ADDITION: Current time has been added to the Unit Activity report

Shipping Administer Lite
ADDITION
: *You can print a Subject Access Request from the Actions menu of the Baggage Enquiries Browse
ADDITION: *You can Anonymise a Customer from the Actions menu of the Baggage Enquiries Browse

Technical
TABLES
: LogEmail, LogSMS

* See Move Administer & GDPR.

 
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Move Administer Version 1575 Released

Posted by Colin Wynn on Sep 11, 2017 in Move Administer, Product Update, Self Store Administer

movea500x500.pngMove Administer version 0.0.0.1575 is officially released today.

History of Changes (1567 to 1575)

Move Administer

Storage
FIX:
If in Storage Defaults (Tools -> Options -> Defaults -> Storage) ‘Set start date to today on new storage jobs’ was checked and ‘Days into month to automatically check invoice at least a full month’s storage’ contained a value greater than 0 then new storage jobs that start from the number of days into the month now automatically check the ‘Invoice at least a full month’s storage’ on the Invoicing tab of the Storage Wizard

Other
CHANGE
: The Template File for the Spreadsheet Wizard now lets you choose from a .CSV, .XLS & .XLSX files

Additional Modules

Self Storage Administer
FIX
: If in Self Storage Defaults (Tools -> Options -> Defaults -> Self Storage) ‘Set start date to today on new self storage jobs’ was checked and ‘Days into month to automatically check invoice at least a full month’s storage’ contained a value greater than 0 then new self storage jobs that start from the number of days into the month now automatically check the ‘Invoice at least a full month’s storage’ on the Invoicing tab of the Self Storage Wizard

 
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Move Administer Version 1567 Released

Posted by Colin Wynn on Jun 27, 2017 in Move Administer, Product Update, Self Store Administer

movea500x500.pngMove Administer version 0.0.0.1567 is officially released today.

History of Changes (1554 to 1567)

Move Administer

Storage
CHANGE
: If the storage job is set to skip on the invoice run but statements have been checked to print a statement will no longer be printed
ADDITION: You can now set storage jobs to skip the production of a statement during the invoice run, ideal for those customers who pay by Standing Order for example

Reports
CHANGE
: The Container Activity report now totals the Occupied, Released and Access activity of the containers

Additional Modules

Self Storage Administer
CHANGE
: If the self storage job is set to skip on the invoice run but statements have been checked to print a statement will no longer be printed
ADDITION: You can now set storage jobs to skip the production of a statement during the invoice run, ideal for those customers who pay by Standing Order for example
CHANGE: The Unit Activity report now totals the Occupied, Released and Access activity of the units
ADDITION: PTI StorLogix Interface is now available, see below

Technical
TABLES
: Storage, SelfStorage, Licensee, SelfStorageDefaults, Unit, AccessSchedule

PTI StorLogix Interface
Available now is our interface to PTI StorLogix, which enables Self Storage Administer to manage your Self Storage while letting the security experts from PTI to manage access to your facility and units. Self Storage Administer can inform StorLogix of access codes, turn alarms on and off, suspend access and enable *PayXpress and/or *EasyCode (*see www.ptisecurity.co.uk for further information), as well as controlling hours of access through the use of our Access Schedules.
For further information and pricing please do not hesitate to contact us.

 
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Move Administer Version 1554 Released

movea500x500.pngMove Administer version 0.0.0.1554 is officially released today.

History of Changes (1551 to 1554)

Move Administer

Customer
CHANGE
: The Corporate Browse that appears on the Customer tab of the New Customer Wizard once you check ‘Corporate work’ now only shows Unarchived Corporates

Storage
CHANGE
: The Storage Invoice Run Window now displays text stating whether the invoice is to be printed, emailed or created but skipped
CHANGE: The Storage Invoice Run no longer randomly thinks a key has been pressed when running on Windows10

Correspondence
ADDITION
: New ‘Occupied Container List’ mail merge token available, which will return the occupied containers for the linked Storage job, and if any have a release date then this is shown after the container reference in brackets

Accounting
ADDITION
: From within the Customer Account Activity Audit Browse you can now Unallocate all activity (Actions -> Unallocate All)
ADDITION: From within the Corporate Account Activity Audit Browse you can now Unallocate all activity (Actions -> Unallocate All)

Reports
ADDITION
: A new Removal Turnover report provides you with a detailed or just a summary of turnover for removals that took place during the removal period provided, as well as a total of the removal categories. In order for a removal to exist on this report dates must be provided on the Planning Tab of the Quotation and an invoice must have been raised (Reports -> Removal -> Turnover)

Other
ADDITION
: New security doors

Additional Modules

Archive Administer
ADDITION
: When allocating items for Collection/Delivery/Destruction you can now add all items to the docket (Actions -> Add All Items To Docket)
ADDITION: When allocating items for Collection/Delivery/Destruction you can now remove all items from the docket (Actions -> Remove All Items From Docket)

Crate Administer
ADDITION
: You can now set to Skip the printing of invoices during the invoice run (Actions -> Options, from the Customer Crate Hire Browse)
CHANGE: The Crate Hire Invoice Run Window now displays text stating whether the invoice is to be printed, emailed or created but skipped
CHANGE: The Crate Hire Invoice Run no longer randomly thinks a key has been pressed when running on Windows10

Self Storage Administer
ADDITION
: New ‘Occupied Unit List’ mail merge token available, which will return the occupied units for the linked Self Storage job, and if any have a release date then this is shown after the unit reference in brackets
CHANGE: The Self Storage Invoice Run Window now displays text stating whether the invoice is to be printed, emailed or created but skipped
CHANGE: The Self Storage Invoice Run no longer randomly thinks a key has been pressed when running on Windows10

Technical
TABLES
: CrateOption

 
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Importing Prospects into Move Administer on Mass

Posted by Colin Wynn on Feb 15, 2017 in Move Administer

Prospects can be imported into Move Administer using a variety of CSV (comma separated variables) documents.

If you have an Excel document containing addresses from a supplier that isn’t FSSA (For Sale Sign Analysis) or TwentyCI (Rightmove) then you will need to reformat the worksheet into one of the following layouts and from with Excel Save As a CSV (Comma delimited) document. The document should NOT contain any blank rows and ALL columns specified in the applicable layout of choice below MUST EXIST.

The available layouts are:

Address, where the columns are:
SALUTATION, STREET1, STREET2, STREET3, TOWN, COUNTY, POSTALCODE

FSSA, where the columns are:
SUBBUILD, HOUSENO, HOUSENAME, STREETD, STREET, LOCALD, POSTTOWN, POSTCODE

TwentyCI, where you have a choice of the following three:
Basic:
ADDRESS1, ADDRESS2, ADDRESS3, ADDRESS4, ADDRESS5, ADDRESS6, POSTALCODE, LISTINGSTATUS, PRICE, BEDROOMS
Rental:
SALUTATION, ADDRESS1, ADDRESS2, ADDRESS3, ADDRESS4, ADDRESS5, ADDRESS6, POSTALCODE, LISTINGSTATUS, PRICE, BEDROOMS
Seller:
TITLE, FORENAME, SURNAME, ADDRESS1, ADDRESS2, ADDRESS3, ADDRESS4, ADDRESS5, ADDRESS6, POSTALCODE, LISTINGSTATUS, PRICE, BEDROOMS

To import your CSV document, from the Prospects Browse (File -> Prospects) the Actions menu will give you the option of importing Prospect Addresses, FSSA or TwentyCI documents.

All three will give you pretty much the same options, asking for the filename of the CSV document, whether the first row is to be ignored (so, if you have setup your Excel worksheet with column headings to help you with the layout and you’ve left them in then you must check ‘ignore first row’), the creator and the enquiry source.

Importing the TwentyCI prospects gives you additional criteria such as value (if you provide a value then the house price must be in excess of this value in order to qualify as an importable prospect), whether the prospects are rentals (in which case you must be using the Rental layout specified above), and whether the prospects include the name of the seller (in which case you must be using the Seller layout specified above). Leaving the two checkboxes unchecked will mean the Basic layout specified above will be used.

Happy importing!

 
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Your Domain Needs an SPF Record!

Posted by Colin Wynn on Feb 6, 2017 in Move Administer

If you have recently experienced emails to btinternet.com bouncing back into your inbox then we have a solution for you, and even if you haven’t we would advise you continue to read and take the following action anyway.

A recent change by BT now means that unless your domain (e.g. administersoftware.co.uk) has an SPF (Sender Policy Framework) record, then emails will be refused and will therefore be returned to you!

“Sender Policy Framework is a simple email-validation system designed to detect email spoofing by providing a mechanism to allow receiving mail exchangers to check that incoming mail from a domain comes from a host authorised by that domain’s administrators” – see https://en.wikipedia.org/wiki/Sender_Policy_Framework for further information.

To check if your domain has an SPF record go to https://mxtoolbox.com/spf.aspx and enter your domain name. If no SPF record is found, then we recommend you contact whoever looks after your domain name(s) and ask them to provide the necessary record for your mail exchange. If you are using ours (because details of yours wasn’t available at the time of installation, check Tools -> Options -> Defaults -> System -> Email tab, to see if the SMTP Server is auth.smtp.1and1.co.uk) then request that the mail exchange for 1and1 be added to your domain’s SPF record, which is:
v=spf1 include: spf.kundenserver.de – all

If you require any further assistance, please do not hesitate to contact us.

Many thanks to John Lomas Removals & DC Groves & Son for alerting us of BT emails bouncing back using our mail exchange from within Move Administer.

 
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Move Administer Version 1551 Released

Posted by Colin Wynn on Jan 23, 2017 in Move Administer, Product Update

movea500x500.pngMove Administer version 0.0.0.1551 is officially released today.

History of Changes (1549 to 1551)

Move Administer

Enquiries
FIX
: When printing an Enquiry Sheet from a new enquiry that doesn’t require a Survey the trading company now always prints

Correspondence
FIX
: Mail merge tokens inserted into the Email Subject are now processed on automated emails (Appointments & Invoicing runs)

Accounting
CHANGE
: The ‘Not exceeding’ text on invoices, when printing volume and choosing to have ‘Not exceeding’ printed has been changed for better readability and now prints ‘(not to be exceeded)’ after the volumes are listed

Reports
CHANGE
: Appointment Follow Ups sheet now prints the Customer Id. Also, added the Trading Company prefix to the Customer Id therefore replacing the trading name with Corporate Company, which will save a line of text when printing, and merged Time From & Time To into one block of text

Options
ADDITION
: You can now turn off the checking of customers with a matching correspondence address to the destination address provided on a new customer enquiry (Tools -> Options -> Defaults -> System -> Enquiry Tab)

Other
CHANGE
: If you’ve only one surveyor then the All tab on the Appointments Diary no longer exists
ADDITION: New Seasonal Planner available for 2017 (Tools -> Options -> Removal -> Costing -> Seasonal Variances -> Actions -> Import Seasonal Variances)
CHANGE: The Customer ID has been added to several ‘Customer’ browses next to the Customer’s name, for example, Accounts Browse, Correspondence Browse, Quotations Browse, Storage Browse, etc.

Technical
TABLES
: SystemDefaults, Trader

 
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Move Administer Version 1549 Released

Posted by Colin Wynn on Dec 6, 2016 in Archive Administer, Crate Administer, Move Administer, Product Update

movea500x500.pngMove Administer version 0.0.0.1549 is officially released today.

History of Changes (1545 to 1549)

Move Administer

Accounting
CHANGE: The ‘VAT/IPT Rate Adjustments’ item on the Tools Menu has been modified to only deal with the forthcoming Insurance Premium Tax increase to 12% on June 1st, 2017

Other
CHANGE: The Worksheet Browse now lists worksheets for the selected Status, selectable from the Combo in the bottom left of the browse, which is set to Booked by default (File -> Worksheets)
ADDITION: You can Query all Worksheets from the Query Menu (Tools -> Query -> Worksheets), which lists all Worksheets together regardless of their status
ADDITION: You can now Export Worksheets from the Query Worksheets Browse
ADDITION: Two new security doors for Query Worksheets and Export Worksheets
FIX: A user can no longer Archive a Customer if they have been denied access to the ‘Archive’ checkbox within User Administer
FIX: A user can no longer Archive a Corporate if they have been denied access to the ‘Archive’ checkbox within User Administer
ADDITION: You can now provide the URL of the BAR’s Code of Practice PDF on the Stationery tab of Trading Companies (Tools -> Options -> Defaults -> Trading Companies -> Open -> Stationery Tab)

Additional Modules

Archive Administer
FIX: The Warehouse Retrieval Docket for a destruction no longer lists items from Page 2, it now starts from Page 1 at all times
ADDITION: You can now provide a Risk Assessment on a Docket
FIX: Querying Dockets now works with Instructions

Crate Administer
ADDITION: You can now provide a Risk Assessment on a Docket
FIX: Querying Dockets now works with Instructions
    
Technical
TABLES: Worksheet, Trader, ArchiveDocket, CrateDocket

 
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Move Administer Version 1545 Released

Posted by Colin Wynn on Sep 9, 2016 in Archive Administer, Move Administer, Product Update

Move Administer version 0.0.0.1545 is officially released today.

History of Changes (1541 to 1545)

Move Administer

Quotations
ADDITION:
If you set Volume to be required (see Options below) then Inland/Hourly/Storage/Commercial/European/International/Trade quotations must be provided with a volume in order for the quotation to be saved
CHANGE: The maximum number of importable survey notes has been increased from 50 to 100

Reports
FIX:
Removal Acceptances report now lists acceptance by Creator when choosing Creator and Surveyor when choosing Surveyor

Options
ADDITION:
You can now force the entry of Volume on quotations by ticking the ‘Volume is required’ checkbox on the Volume tab of Removal Defaults (Tools -> Options -> Defaults -> Removal Defaults -> Volume tab)

Other
CHANGE:
Big speed increase when checking against existing Prospect addresses by Postal Code

Additional Modules

Archive Administer
FIXED:
Small anomaly on Archive Activity report
CHANGE: Reformatted Archive Activity report for better readability

Technical
TABLES:
RemovalDefaults

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