Address book

Address book

Address book

The address book is a very powerful tool to manage contacts and organizations. It’s easy to share address books with other users.

The address book module supports:

Sharing an address book

Via the more menu you in the tree you can edit an address book. Read more about sharing here.

Import and export

You can import and export a Comma Separated File (.csv) or a vcard (.vcf). The export functions will export what’s currently selected on screen. So you can first apply searches or filters and then choose export.

These functions are accessible via the more menu in the toolbar above the grid:

Import and export menu options

Import and export menu options

VCF format

VCF or vCard format is the easiest to use. You don’t need to map any fields because it’s already defined in the standard.

You can download and example VCF file here.

CSV format

Any format can be imported as long as the required columns are available. After selecting the file a dialog will be opened where you can match the fields:

Import CSV dialog

Import CSV dialog

When the column names match the name of the Group-Office field name or label it will be mapped automatically. It also recognized other common names and the Outlook format.

The best approach for importing would be:

  1. Setup your custom fields
  2. Create a dummy contact in Group-Office with everything filled in.
  3. Export this contact to CSV so you have an example template.
  4. Fill this CSV with data
  5. Import it.

You can download and example CSV file here.

Updating existing contacts

It’s possible to bulk update your Group-Office contacts with a CSV file. After uploading your CSV you’ll get a mapping dialog. In the first combo box you can select: “Update existing items by” where you can select “ID” or “E-mail”. When selecting the “ID” for example it will update all Group-Office contacts with a matching “ID” in the CSV record.

Labels

You can easily print labels for envelopes. You can enter the rows, columns and margins and generate a PDF to print labels.

Print labels

Print labels

In the template you can use the new template syntax that’s also used in the Newsletters module.

Groups

Each address books can have groups. They’re useful for organizing your address book.

Advanced search syntax

Next to Custom filters you can also use an advanced search syntax in the address book search bar.

Advanced query syntax

Advanced query syntax

If you enter a string of text it will search through the name and debtor number fields by default. But you can also search on other fields. For example:

modified: > -1 week

Will show all contacts that have been modified in the past week.

Ranges are also supported for date filters:

modified: last week..now

Or:

age: > 30 age: < 40

Will show all contacts with an age between 30 and 40.

Or:

birthday:  < 1 months

Will show all contacts with a birthday coming up within one month.

Or:

org:  intermesh,group-office

Will show all employees of the organizations Intermesh and Group-Office

You can use these fields:

  • name
  • email
  • phone
  • org (Organization name)
  • createdat (date)
  • createdby (User’s display name)
  • modifiedat (date)
  • modifiedby (User’s display name)
  • commentedat (date)
  • age (number)
  • gender (M, F or null)
  • birthday (date)
  • isuser (0 or 1)
  • Custom fields By using <databaseName>: query. Lookup the database name in system settings.

String search explained

For example when searching for:

name: John Jacks

It will find anything with “John Jacks*”. Because of the automatic wildcards (*) also “John Jackson” will match for example.

If you want to search for a phrase or without wildcards then you can use quotes:

name: "John Jacks"