If you create an address data record, the address check is executed the first time you save the data record. When opening an existing address data record, the address check is also performed.

Suggestions for improvements are made in both cases.

In the data record window address, you may see incorrect contact data which is marked in red. Directly below the tabs you will see a hint text displayed.

• Clicking the row containing the hint opens the Result of the automatic address check window.

In this window, you cannot enter anything in the fields.

• You adopt any changes you have made using the Accept all suggested changes button, or alternatively, Apply.
• A suggestion of the address check might be incorrect, for example, an unknown postal code is marked. You can then enable, address mark as checked until it is next modified.

When opened, the automatic address check will not suggest any changes until the next time this data record is modified and saved.

Gender, first name, form of address, and salutation are connected.

• The Form of address field is filled in for individual contacts and contact persons automatically after the first name has been entered.

In the process, both the Gender field and the Country field are included.

Basically, forms of address are suggested for many countries that use a Latin character set. For other character sets, an English form of address is suggested.

If the Gender or Country fields are not completed, then a form of address will be suggested that matches best the Country (default) setting.

The Country (default) can be defined by the Administrator in the Management Console. If you work with the desktop client and you have the necessary rights, you can define or change the Country (default).

• The Salutations field is completed once the last name has been entered. The Gender and Country fields are also included.

Defaults for the Salutation field are available in the following languages: DE, GB, FR, IT, ES, NL, CZ, HU, RO, TR, PL, PT and US.

The administrator can add defaults for more languages.

You can also insert the salutation without the last name if the administrator defines corresponding settings, for example, "Dear Team Member".

• The administrator can activate the "diverse" gender in the Management Console. The administrator can also adjust the forms of address and salutations entered for this gender for your company. By default, the following forms of address and salutations are used in the following cases:

For individual contacts, form letters and e-mail campaigns

Salutation: Dear

Individual salutation (without the title): Dear + <First name> + <Last name>

Individual salutation (with title): Dear + <Title> + <Last name>

For e-mails

Form of address: Dear + <First name>

Individual salutation (without the title): Dear + <First name> + <Last name>

Individual salutation (with title): Dear + <Title> + <Last name>

• If the "diverse" gender has been selected, the system does not check if:

the first name matches the gender,

the form of address matches the gender,

the salutation matches the gender.

• You can complete the Country field for any postal address in a contact data record, for example, for companies, suppliers and also private addresses.
• The Country field is normally completed with the help of the input help options. However, it could be that entries in the Country field are already available, but they may not correspond to those of the input help options. Any country names that deviate from those in the input help options can be imported via an interface.
• If an input in the Country field does not match any of the input help options, then users will receive a note from the automatic address check.

The Country (default) can be defined by the Administrator in the Management Console. If you work with the Desktop Client and you have the necessary rights, you can define or change the Country (default).

• The Town, District and State are automatically filled in when the user enters the postal code. If a postal code covers more than one town or district, then these will be listed in the corresponding drop-down list.
• Per default, this can be done for many countries. The administrator can add more country defaults.

The entries for the bank details depend on each other and also on the Country field.

• When you enter a sort code, the system automatically fills in the name of the Bank and the BIC. This function is only available when the Country field is set to Germany.

If required, your administrator can add more countries.

• BIC, Bank and Account number are all completed automatically when you enter the IBAN number. This only works if you have Germany entered as the Country.
• The IBAN number is suggested if the Bank account and the Sort code fields are filled in. A suggestion is only made if no value is entered in the IBAN field yet.

An entered value in the IBAN field is checked to, for example, exclude typing errors.

• The IBAN check works for all countries. An error is displayed if the IBAN is not valid.

The IBAN is calculated according to the ISO 13616 standard. The default IBAN rule as issued by the German Bundesbank is used for German accounts.

• Special rules for forming the IBAN are not included, for example, those used for donation accounts. Thus, in some cases the correct IBAN is not created.
• After the IBAN, Bank account and Sort code fields are filled in and the data record has been saved, no consistency check is executed between those three fields.

Phone numbers are formatted and the international area code is automatically entered.

• If the format does not correspond to the DIN 5008 standard, then a more suitable format is suggested. This applies to Austria and Germany.
• The international area code is then completed according to the default conventions for that country's addresses and phone numbers this is determined by the Country field.
• If the Country field has not been completed, then the Default international area code is entered for that country.
• The Default international area code can be defined by the Administrator in the Management Console. If you work with the Desktop Client and you have the necessary rights, you can also define or change the Default international area code.

For the address check, you can check field values of companies and individual contacts using an entry from the Company field to compare with data from the Unternehmensverzeichnis.org directory.

In the address data record window, a small icon indicates that data of the company can be checked with data from the Unternehmensverzeichnis.org directory.

With the integration into the Unternehmensverzeichnis.org, further functions can be used.

For further functions, except for the address check, settings must be configured by the administrator in the Management Console. Then functions must then be activated for users.

• Unternehmensverzeichnis.org directory

If data has changed in the Unternehmensverzeichnis.org directory and the company or the individual contact are saved, a message is displayed.

• In the Result of the automatic address check window the Display button shows the field values that differ from the Unternehmensverzeichnis.org directory.
• As user, you can additionally check the field values in the Desktop Client manually in the data record window of addresses via the Address services drop-down list.

This check is always executed and does not need to be activated.

• If e-mail has been selected as allowed or preferred contact method, the system checks whether at least one e-mail address has been entered.
• If Mail/Fax has been selected as permitted or preferred contact method, the system checks whether a postal address or a fax number are entered.

In both cases you receive the Contact method does not exist message.

• Addresses are automatically assigned to a contact method by the campaign wizard. To automatically assign the data, the Preferred contact method field is checked.
• If you delete contact data such as e-mail addresses or phone numbers, and some of this data has been set as the preferred or permitted contact method, then you will be sent a message via the automatic address check.
• When creating a letter, a phone call or an e-mail/e-mail campaign, the program checks whether this contact method is permitted. If a contact method is not permitted for one or several addresses, a message is opened. Select then whether you want to continue.
• With the notification and action service, rules for notifications to addresses can be created.

When setting addresses as variable recipients, addresses are only notified if e-mail is set as permitted contact method.

• Creating rules: Notification action

One or more address(es) can be checked, enhanced and corrected at the same time.

• As user, you select one or several addresses in the Desktop Client, go to the Tools menu and click Perform address check.

The Configure address check window opens.

• With the Check addresses option, all options of the address check are selected.

After the check, a hint is opened and then a list with addresses for which suggestions for change exist.

• With the Check and enhance addresses option, individual options of the address check can be deactivated.
• In this case, two more options are available.

With the Complete data option, matching field values are entered in empty fields by the address check.

With the Correct data option, existing data is completed and overwritten if the address check has found a correct value.

• If you activate the Correct data and IBAN check options, you must first confirm a prompt.

The IBAN is calculated according to the ISO 13616 standard; this norm, however, does not consider all special cases. Check if automatically corrected IBAN numbers are correct.

You as administrator define the criteria for the address check in the Properties window.

• User/Address check

The Unternehmensverzeichnis.org directory feature requires an account. You can set up the account in Miscellaneous > Services > Unternehmensverzeichnis. After the setup, the service with which users can check addresses is activated.

• Unternehmensverzeichnis.org directory

Settings

• The Default setting for international area code: drop-down list includes the area code which is to be checked or automatically completed for phone numbers during user input.

The international area code can still be entered separately for each phone number in the data record window.

• If the Gender or Country fields are not completed, then a form of address will be suggested that is deemed most fitting to the Country (default) field.

• Setting the country (standard)