Mamut One GDPR Scripts
Mamut One is GDPR compliant from version 22, released in May 2018.
In addition, we have created a range of scripts to help you manage your Mamut One system in relation to GDPR.
The scripts will allow you to either anonymise or delete data from your Mamut One databases, depending on the type of record.
Important: Before executing a script, it is important that a backup of the database is made.
The scripts give permission to delete data from your databases. You are responsible for ensuring that you do not remove any data that is required for accounting, audit, or other legal purposes, by selecting the appropriate parameters in the script.
Any assistance required from Mamut Support for reinstating deleted data will be invoiced at £99+VAT per hour, assuming that you have an appropriate pre-deletion backup of your database. Please keep in mind that neither Mamut Software nor Visma store your backups. It is important that you have good internal/external backup and storage procedures for your databases. Please speak to your IT administrator if you are in any doubt about your backup procedures.
Note: If you are using a Mamut One product via Mamut Application Hosting, please indicate this in the notes box when ordering a script. We will then contact you regarding the parameters.
GDPR scripts can be ordered at the bottom of this article.
Listed below are the available scripts and how each script works:
1. Anonymise contact information on invoice and Journal lines
This script deletes data in the Customer Name, Invoice Address, Delivery Address, Their Reference, and Reference fields, for Invoices and Credit Notes before the specified date. In the ledger, the description for all Journals with a type of Outbound Invoice, Outbound Credit Note, and Bank are deleted before the specified date.
2. Delete all contact persons where the contact has not been active after the specified date
This script deletes all contacts where no activity has been logged against the contact by the specified date.
3. Delete all contact persons where the contact person has not been active after the specified date
This script deletes all contacts where no activity has been logged against the contact after the specified date.
4. Delete all activities
This script deletes all activities in the database, regardless of status.
5. Delete all contacts that are missing accounting data, purchases, orders, invoices and quotations and don't have activity after given date
This script deletes all contacts that have not been used in accounting data, purchases, offers and orders, and have not had an activity after the specified date. Contacts marked as headquarters are excluded from the script.
The script also deletes all activities and documents linked to the contact. The documents will disappear from the database, but the physical files will remain in the document area and may be deleted manually.
6. Anonymise specific contacts
This script shapes the following fields at the specified contact number:
All addresses, phone 1 and 2, fax 1 and 2, skype, email 1 and 2, webpage, vatnr, orgnr, notes, our ref fields, bank account, edocument information. The contact name is set to Anonymised customer.
Contacts, activities, and documents (not files) belonging to the contact are also deleted.
For order module / offer module form the contact name, postal and delivery address, their reference and reference before the specified date. In the ledger, the description is deleted on all Journals attached to the contact before the specified date.
7. Delete note fields on contacts that are not billed by the specified date
This script deletes the note field of all contacts that are not billed by the specified date.
8. Delete all documents
This script deletes all documents in the document module. This also applies to pdfs related to invoices. The script only deletes the documents from the document list in your database; the physical files must be manually deleted from the document area.
9. Delete time lists
This script deletes all time lists older than the specified date regardless of status.
10. Anonymise all contacts with orders, offers, purchases or accounting data that have not been active after the specified date
This script anonymises all contacts that have had orders, offers, purchases or accounting data related to them and have not had an activity after the specified date. Contact Name is set to Anonymised customer. In addition, all addresses, phone 1 and 2, fax 1 and 2, skype, email 1 and 2, webpage, vat nr, org nr, notes, our ref fields, bank account, edocument information are deleted. Contacts and activities associated with the contact are also deleted.
The script does not anonymise order or accounting data.
11. Anonymise all offers / orders with Status Lost Sales or Cancelled
This script deletes name, billing address, shipping address, their ref and reference for all offers with a status of canceled or lost sales.
12. Delete all unfinished activities before the specified date
This script deletes all activities in status not started that have an older start date than the specified date.
13. Anonymise journal text (named details)
This script anonymises the description field on journals before the specified date. This applies to journals with an journal type of outgoing invoice, outgoing credit note, cash register, bank and miscellaneous from the date specified.
14. Anonymise all inactive employees
This script anonymised all inactive employees