client-data-management

What this skill does

# Client Data Management

This skill provides a secure, file-based client database for Greek accounting firms operating through OpenClaw. It manages all client master data, compliance history, document metadata, and relationship records while enforcing encryption, access control, and GDPR requirements for Greek business operations.


## Setup

```bash
export OPENCLAW_DATA_DIR="/data"
which jq || sudo apt install jq
mkdir -p $OPENCLAW_DATA_DIR/clients
```

No external credentials required. Manages client records as JSON files in the local filesystem. Handles GDPR data lifecycle locally.


## Core Philosophy

- **File-Based Security**: Encrypted JSON files managed through OpenClaw, no external database required
- **Greek Business Focus**: Built around AFM (VAT numbers), EFKA employer IDs, GEMI numbers, and Greek regulatory identifiers
- **GDPR by Default**: All personal data handled with consent tracking, retention policies, and deletion workflows
- **Audit Everything**: Every read, write, and delete of client data is logged with user identity and timestamp
- **Assistant-Friendly**: English interface with structured commands for non-technical accounting assistants
- **Integration Hub**: Client records link to all other skills — compliance, banking, EFKA, deadlines, OCR

## OpenClaw Commands

### Client Registration & Profile Management
```bash
# Register new client
openclaw clients add --name "ALPHA TRADING AE" --afm EL123456789 --legal-form AE --sector retail
openclaw clients add --name "BETA SERVICES OE" --afm EL987654321 --legal-form OE --sector services --gemi 012345678

# Update client profile
openclaw clients update --afm EL123456789 --field registered-address --value "Οδός Αθηνών 45, Αθήνα 10431"
openclaw clients update --afm EL123456789 --field contact-email --value "[email protected]"
openclaw clients update --afm EL123456789 --field accountant-assigned --value "maria.g"

# View client profile
openclaw clients view --afm EL123456789 --full-profile
openclaw clients view --afm EL123456789 --compliance-summary
openclaw clients view --name "ALPHA TRADING AE" --format table

# Deactivate / archive client
openclaw clients deactivate --afm EL123456789 --reason "ceased-trading" --archive-data
openclaw clients reactivate --afm EL123456789 --effective-date 2026-03-01
```

### Client Search & Listing
```bash
# Search and filter
openclaw clients list --all --format table
openclaw clients list --sector retail --active-only
openclaw clients list --legal-form AE --missing-documents
openclaw clients list --assigned-to "maria.g" --compliance-risk high

# Search by various identifiers
openclaw clients search --query "ALPHA" --field name
openclaw clients search --afm EL123456789
openclaw clients search --efka-id 12345678
openclaw clients search --gemi 012345678

# Portfolio views
openclaw clients portfolio --summary --by-sector
openclaw clients portfolio --compliance-scores --rank-by risk
openclaw clients portfolio --workload-estimate --by-assignee
```

### Compliance History & Filing Records
```bash
# Log a completed filing
openclaw clients log-filing --afm EL123456789 --type VAT-monthly --period 2026-01 --status submitted --ref-number "AAΔ-123456"
openclaw clients log-filing --afm EL123456789 --type EFKA-monthly --period 2026-01 --status paid --amount 4250.00

# View compliance history
openclaw clients compliance-history --afm EL123456789 --type VAT --last 12-months
openclaw clients compliance-history --afm EL123456789 --all-types --format report
openclaw clients compliance-gaps --afm EL123456789 --flag-missing
openclaw clients compliance-gaps --all-clients --period 2025 --export csv

# Upcoming obligations
openclaw clients obligations --afm EL123456789 --next 30-days
openclaw clients obligations --all-clients --due-this-week --prioritize
```

### Document Registry
```bash
# Register a document against a client
openclaw clients doc-register --afm EL123456789 --type invoice --file /data/ocr/output/accounting-ready/inv_001.pdf --date 2026-02-01 --amount 5400.00
openclaw clients doc-register --afm EL123456789 --type tax-return --file /data/compliance/e1/EL123456789_2025_e1_form.xml --tax-year 2025

# Query document registry
openclaw clients doc-list --afm EL123456789 --type invoice --period 2026-01
openclaw clients doc-list --afm EL123456789 --missing --type bank-statement
openclaw clients doc-find --afm EL123456789 --filename "E1_2025"
openclaw clients doc-summary --afm EL123456789 --by-type --count

# Document status tracking
openclaw clients doc-status --afm EL123456789 --awaiting-review
openclaw clients doc-status --all-clients --unprocessed --flag-urgent
```

### Contact & Relationship Management
```bash
# Manage client contacts
openclaw clients contact-add --afm EL123456789 --name "Γιώργος Παπαδόπουλος" --role "CEO" --email "[email protected]" --phone "+30 210 1234567"
openclaw clients contact-update --afm EL123456789 --contact-id C001 --field phone --value "+30 6944 123456"
openclaw clients contact-list --afm EL123456789 --format table
openclaw clients contact-primary --afm EL123456789 --set C001

# Notes and relationship log
openclaw clients note-add --afm EL123456789 --note "Client prefers PDF reports by email end of month"
openclaw clients note-add --afm EL123456789 --type meeting --date 2026-02-15 --summary "Discussed Q1 tax planning"
openclaw clients notes-view --afm EL123456789 --last 10 --type all
```

### GDPR & Data Privacy
```bash
# Consent management
openclaw clients gdpr-consent --afm EL123456789 --record --type data-processing --granted-by "Γιώργος Παπαδόπουλος" --date 2026-01-01
openclaw clients gdpr-consent --afm EL123456789 --status

# Data subject requests
openclaw clients gdpr-export --afm EL123456789 --format json --output /data/gdpr-exports/
openclaw clients gdpr-delete --afm EL123456789 --confirm --reason "client-request" --retention-override

# Retention management
openclaw clients retention-check --all-clients --flag-expired
openclaw clients retention-archive --afm EL123456789 --older-than 7-years --type financial-records
openclaw clients gdpr-audit --period last-year --report
```

### Data Import & Export
```bash
# Bulk import from spreadsheet
openclaw clients import --file /data/imports/client_list.xlsx --validate-afm --dry-run
openclaw clients import --file /data/imports/client_list.xlsx --execute --skip-duplicates

# Export client data
openclaw clients export --all --format xlsx --output /data/exports/all_clients.xlsx
openclaw clients export --afm EL123456789 --format json --include-history
openclaw clients export --filter active --fields name,afm,sector,assignee --format csv
```

### Database Maintenance & Health
```bash
# Validation and integrity
openclaw clients validate-afm --all --flag-invalid
openclaw clients check-duplicates --by afm --report
openclaw clients integrity-check --cross-reference compliance-history
openclaw clients health-report --summary

# Backup and restore
openclaw clients backup --output /data/backups/clients_$(date +%Y%m%d).json --encrypt
openclaw clients backup-list --last 10
openclaw clients restore --backup /data/backups/clients_20260201.json --dry-run

# Audit log access
openclaw clients audit-log --afm EL123456789 --last 30-days
openclaw clients audit-log --all --action delete --period last-week
openclaw clients audit-log --user "maria.g" --period last-month
```

## File System Architecture

```yaml
Client_Data_File_Structure:
  client_profiles:
    - /data/clients/{afm}/profile.json          # Master client record
    - /data/clients/{afm}/contacts.json          # Contact persons
    - /data/clients/{afm}/identifiers.json       # AFM, EFKA, GEMI, other IDs
    - /data/clients/{afm}/notes.json             # Relationship notes and history

  compliance_records:
    - /data/clients/{afm}/compliance/filings.json        # All filing history
    - /data/clients/{afm}/compliance/obligations.json    # Recurring obligations
    - /data/clients/{afm}/compliance/gaps.json           # Missing filings