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Data Box (Datové schránky) - Usage Guide

The Data Box module integrates the Czech Data Box system (ISDS - Informační systém datových schránek) directly into the CRM. It allows users to send and receive official documents, archive messages, and link them to related records (like Clients or Cases) automatically.

Core Features

  • Two-Way Synchronization: Automatically downloads received messages and updates the status of sent messages.
  • Direct Sending: Compose and send Data Box messages directly from the CRM interface.
  • Automatic Linking: Received messages are automatically linked to relevant CRM entities (e.g., if the sender's ID matches a Company).
  • Activity Stream: Messages appear in the timeline of related records.

Sending Messages

  1. Navigate to Data Box Messages in the menu.
  2. Click Create.
  3. Fill in the details:
    • From Account: Select the Data Box account to send from (if you have access to multiple).
    • To: Search for the recipient by Name or ID (IČO).
    • Subject: Enter the message subject (Annotation).
    • Body: (Optional) Text content.
    • Attachments: Upload PDF, XML, or other supported files.
  4. Click Save.
    • The message status is initially Draft.
  5. Click Send.
    • The system will validate the message and transmit it to the ISDS.
    • Status changes to Sending, then Sent.
    • Once delivered, the status updates to Delivered (and eventually Received when the recipient logs in).

Receiving Messages

Messages are downloaded automatically by a background process (usually every 15-30 minutes).

  • New Messages: Appear in the Data Box Messages list with status Received.
  • Notifications: If configured, you may receive an in-app notification or email.
  • Attachments: All files attached to the Data Message are saved as CRM Attachments and are viewable directly in the message detail.

Activity Stream (Timeline)

When a message is sent or received, it appears in the Stream (Timeline) of related entities.

  • Example: If you receive a legal notice from "Alpha Corp", and "Alpha Corp" exists as an Account in the CRM with a matching Company ID (IČO), the message will appear on the "Alpha Corp" detail page.
  • Visibility: This ensures that all team members working on a client account are aware of official communications.