Business NXT documentation

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System administration
This is where you find important information about configuring and monitoring Business NXT, for example about setting up user permissions and roles, and about the system logs.
General Data Protection Regulation (GDPR)
The EU General Data Protection Regulation (GDPR) replaced the Data Protection Directive 95/46/EC and was designed to harmonise data privacy laws across Europe, to protect and empower all EU citizens' data privacy and to reshape the way organisations across the region approach data privacy. The enforcement date for all EU countries was 25th of May 2018. Norway, not being a member of the EU, transposed the EU regulations into its national law in accordance with the provisions of the GDPR.
General aspects
One aim of the GDPR is to protect all EU citizens from privacy and data breaches in an increasingly data-driven world. The key points of the GDPR as well as information on the impacts it has on businesses can be found below.
Use of data in Business NXT

System administration
This is where you find important information about configuring and monitoring Business NXT, for example about setting up user permissions and roles, and about the system logs.
- Access management
  You create access groups and manage access, based on access groups, from the Access management page.
- Users
  User permissions in Business NXT are managed using roles and access groups.
- Companies
  You manage companies in Business NXT Admin.
- Variables
- Task overview administration
- Approval task
- Email configuration
  You can set up the email functionality for the entire system or for individual companies.
- Webhooks
  Webhooks are used to send real-time data between web applications, based on specific events, instead of constant polling.
- Data Model Extension (DME)
  Data model extensions allow you to extend and enhance the capabilities of the core data model.
- AI Connect
  You can use different AI-supported finance skills in Business NXT using the GAiA assistant and the AI Connect MCP server.
- Logs
  In Business NXT, some information is logged automatically, while other data can be logged if needed.
- Integrations
  For some Visma.net services that are integrated with Business NXT, you can start processings and also see the status of operations in dedicated tables.
- General Data Protection Regulation (GDPR)
  The EU General Data Protection Regulation (GDPR) replaced the Data Protection Directive 95/46/EC and was designed to harmonise data privacy laws across Europe, to protect and empower all EU citizens' data privacy and to reshape the way organisations across the region approach data privacy. The enforcement date for all EU countries was 25th of May 2018. Norway, not being a member of the EU, transposed the EU regulations into its national law in accordance with the provisions of the GDPR.
  - General aspects
    One aim of the GDPR is to protect all EU citizens from privacy and data breaches in an increasingly data-driven world. The key points of the GDPR as well as information on the impacts it has on businesses can be found below.
    - Data subject rights which affect functionality in our software
      The following summarises the most relevant rights for a data subject in the context of Business NXT. While it's the customer (Controller) that is the receiver of the data subject requests, Visma will support our customers in providing the necessary data.
    - Privacy by design
    - Use of data in Business NXT
    - Storing of the data
      Business NXT stores data in the following locations:
    - Data exchange across applications
      In order to provide seamless integrations between Visma products, data needs to be exchanged.
    - Sharing of data
      Some aspects need to be considered when data is shared with third parties.
    - Request for removing personal/sensitive data
  - Secure configuration of Business NXT
  - Appendix
    This section contains additional information and a visualisation.

Use of data in Business NXT

Business NXT comes with a set of tables and fields which can be used to store and process data. If fields aren't used as intended (main purpose of the field) in the applications, functionality provided by Visma might not be enough to comply with GDPR requirements. According to the standard use of Business NXT, there's no sensitive data stored in the system (with the exception of payroll systems like Payroll and accounting transactions in the ERP created by payroll systems).

In Business NXT personal data can be found in the following tables:

Associate table (customers, suppliers, contacts, employees)
Order table (customer info)
Order document and Order document line tables
Customer document table
User table
Accounting document and Accounting document attachment tables
Approval task change log table

If a payroll application is in use, combining information from the following tables may result in finding sensitive personal data:

Account no. in General ledger transaction table specifying the trade union membership account
Empl. no. referring to an employee in the Associate table

Any custom-made deviation also requires adjustments to the tools (for example layouts) provided by Visma. This is the responsibility of the Controller.