projectfacts 5.18 – In the Focus of the New Data Protection (GDPR)

Our Highlights

When the new EU data protection rules take effect on 25 May 2018, you will be on the safe side with projectfacts. Our release 5.18 includes a whole range of adjustments in the context of the GDPR.

Setting Deletion Deadlines

A major GDPR topic is the timely deletion of personal data. For this reason, you can define different deletion deadlines in projectfacts and assign them to your CRM contacts.

Data Protection Levels

Another tool for ensuring data protection is freely definable data protection levels. These give you the ability to assign data protection levels to multiple items in projectfacts. As a result, only those persons who are within the relevant data protection level will have access to the data.

GoBD Adjustments

In addition to the new data protection regulation, the upcoming release also includes some adjustments to the new GoBD. For this purpose, there is a separate GoBD mode in projectfacts that ensures, for example, that issued invoices cannot be modified.

Additional Functionalities

In addition to the GDPR adjustments, we have of course thought of further improvements for projectfacts. In particular, the use of the review workflow has been optimised once again. Each user now has the ability to view all their initiated or pending reviews in a single list.

Additionally, further review criteria have been introduced. From now on, for example, supervisors or team leaders can also be used as possible reviewers.

projectfacts version 5.18 will be released for cloud customers on 23.05.2018 and a few days later for customers with their own server.

All new features and improvements can be found in the changelog below:

New Features

GDPR Adjustments

• Deletion classification of contact data with configurable retention periods
• Alternative to complete deletion: Forgetting, i.e. deleting personal data and optionally anonymising names
• Security labelling for files created by projectfacts. Manual modification is therefore no longer possible.
• Freely definable data protection levels as an additional superior permission system
• Future holidays and sick leave can be displayed as absences
• Retention periods for the system log are configurable
• New sensitive employee data in the HR module (salary, bank, tax, insurance data, etc.)
• Ability to handle private data (e.g. birthday, address, etc.) differently for the HR department and for general publication
• New field “AV Contract” (data processing agreement) for organisations under Legal Customer Aspects (activatable via configuration)
• Report on personal data (data protection report for GDPR)

Further Adjustments

• New menu item ‘My Reviews’ provides an overview of open reviews
• Additional review type “Follow-up”
• Additional reviewer criteria for reviews (e.g. supervisor)
• Dynamic capacity adjustment in case of holidays or shifts according to base capacity
• Rules for the differential accounting of time bookings to the working time account (e.g. 150% on weekends)
• New optional rules to prevent time bookings for the future

Improvements

• Old entries in the system log are now automatically deleted (configurable under General -> Security)
• Write protection for system files
• New permission to access archived documents
• New GoBD mode that prevents invoices from being reset back to edit mode
• Cost lists can be split by any number of criteria
• Revised employee overview in the HR module including active columns
• Ticket IDs can now alternatively be prepended to the subject line
• Team and planning data are transferred from the project when creating capacity
• Organisations now have a highlighted responsible contact
• Documents can now have a responsible contact – different from the recipient of the document
• Documents now have a sender address and email address in addition to the clerk
• Filter for revenue start date in sales opportunity list
• Customers can be assigned to costs via multiple selection
• Strict project budget now also takes explicit employee budgets into account
• Start and destination address for travel requests
• Channel setting “Ticket project required”: a regular project is now also sufficient
• Campaign-contact assignment from a case list
• Toasts are now sent less frequently
• The “Billing” column for time entries now also shows the invoice number
• Quick employee selection in the cost list
• Team managers can see in the team overview until when their employees have approved their time bookings
• Area and category analysis has been extended to include sub-projects

Bug Fixes

• File names for PDF files created by the system are no longer dependent on the user’s language, but are based on the language of the layout
• When creating costs from a cost plan in a travel expense report, the default values from the corresponding expense type were not applied
• Key accounts list no longer uses an external default setting
• Cancellation invoices and invoice corrections are now taken into account in the project progress analysis
• The display in the “HR Overtime Calculation” dialog has been optimised
• Overtime limits are now taken into account when working time data are otherwise identical to previous data
• Replacing in Word documents fails when the contact has no address
• Future revenues and time forecasts take into account the billability of area and category
• For cancellation invoices, “proportional revenues” are deleted
• The from-to filter in the employee billing list now includes the “created date” if the document itself has no date
• Bug fix in the capacity scheduling assistant
• Selection fields in the holiday request
• Meeting invitations did not include the location
• Organisation import now also allows fax numbers
• The truncated address is no longer shown in the Excel report
• Set organisation address as preferred when a new contact is created without an address
• Missing columns and filters added to organisation lists (sales aspects & customer segmentation)
• Passive items no longer selectable
• Sortability of the start/end columns in the “Invoice Line Items” report
• Display issue with holidays, external and sick leave fixed when the user time zone does not match the server time zone
• Time zone issue in rotated team view fixed
• Internal messages can be deleted again
• Convert work package into sub-project
• Internal links are replaced again on HTML and RichText wiki pages
• New topics can be created again in the forum of a wiki page
• No contacts are created during organisation import if the organisation was invalid
• No organisation is created during contact import if the contact was invalid
• When versioning files, the file size is now updated correctly again
• Converting a work package into a sub-project now sets the budget to automatic
• Capacity deduction due to public holidays is now displayed correctly
• Gantt chart is no longer incorrectly coloured red in permissible edge cases
• Merged tickets are no longer counted under “Creator” in the summary
• Moving time from “non-bookable projects” is now permitted
• Validation of the strict “Budget billable” now also takes into account the billability from area/category
• CRM cases, tickets and documents of contacts from an organisation with inherited additional key accounters are now visible to them
• Various bug fixes in capacity planning
• Additional key accounters of an organisation now receive all rights of the main key accounter
• No errors occur when booking time from a ticket draft
• Editing a graduated price item no longer allows entering a unit price