The Actual Business-Grammar

Secretary is more than just a software, because it starts where terms of economic activity arise. Secretary is objective, holistic and without any compulsion to specific terms. Yet the software should adapt to your needs and your language, not the other way around. That allows features, which are unthinkable with other accounting or ERP systems, because not nameable.

In fact, it may seem strange at first glance, when words like invoice, customer, storage are missing in the navigation. But to fulfill the core function of any enterprise software - the representation of business processes - only 3 terms are essentially necessary from which then the designations develop:

  1. area
  2. data-sheet
  3. folder / category

A digital office doesn't look different than a real one, because sheets in folders organize an area

1. Area

The following table gives you an overview of the business areas and the possibilities of expression

Areas (of your business): Documents
Products (PIM)
Messages (CRM) Accounting
Categories (any name):
  • Invoices
  • Quotes
  • Credits
  • Revenue/Expenditure records
  • Billings
  • and other documents of monetary transactions
  • Customers
  • Suppliers
  • Employees
  • Members
  • Subscribers
  • Students
  • etc.
  • Goods
  • Services
  • your product designations
  • Projects
  • Events
  • Courses
  • Warehousing
  • Inmail
  • Email
  • Newsletter
  • Tickets
  • Correspondence
  • accounting system
  • accounts

2. Data-Sheet

For our understanding, the meaning of the term "data sheet" is, that a sheet contains data. Well, that is basal. Because all informations of a digital office are stored in a database, the user of the software fills out a form with predefined data fields. Predefined does not mean, that you can not upgrade the forms with additional data fields. Of course you can and Secretary allows it without any programming skills or manipulation of the core system.

But depending on the business area, form and data fields are different predefined. Overall, there are so several business areas with a special design of the forms.

  • Documents of cash flow – invoices, quotations, donations, membership fees, revenue and expenditure documents
  • Contacts of the business – This includes all data of contacts, with whom the company enters in a dialog. Conceptually, you can make them recognizable in folders: customers, employees, suppliers, members, participants, etc.
  • Products are all services of the company that it receives or produces.
  • Communication is actually everything. Every document, that contains informations, communicated. In this specific area you can coordinate the general correspondence (Emails/Tickets/CRM, Newsletter)
  • Time Management focuses on the (temporal) processes of the business. This includes an events calendar, project management tool, scheduling
  • Accounting – professionel accounting in accounts, VAT returns, balance sheet

Moreover, there are separate, partly cross-sector standards that enhance the organization of the digital office

  • Data Fields within the respective data sheets
  • Status of data-sheets and categories
  • Units (z.B. p., h, ml, sec. etc.) can be used in documents for quick selection
  • Accounts

Data Fields and State

A data sheet should therefore be the composition of a form and data fields. A Data Field (e.g. No., Date, Title, Address, etc.) refers only to the relevant sheet and its specific area. Similar data sheets can be organized with a status. A state is like a paper clip, which gives togetherness.

  • Example: paid/unpaid for documents such as invoices; active/passive/... for members (if your organisation is a club)

3. Folders of data-sheets are categories

Each data sheet kann be put in one category. A category can inherit its data fields to the data sheets.

Example: If you create in the area 'contacts' the folder/category 'employees' with the data field 'birthday', then each new contact form for this specific folder will propose the data field "birthday".




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