The Contact history shows all open (or closed and open) contacts/activities/tasks for the selected customer. The grid is editable, and the essential information can be altered as required. Colour codes can be assigned to individual activities/tasks. This allows the user to identify import activities/tasks with a higher priority.
View Open Only: Only the activities flagged as open will be displayed if this is ticked. If the option is not ticked, both open and closed items are displayed.
New Note / Activity / Task... Edit selected Task... Follow up on the task... if any of these buttons are selected, a screen similar to the following will be displayed. If you select the [Follow up task] option, the selected task will be closed, and new activity will be created with the last details.
Linked to Sales Opp: If this Activity / Task is linked directly to a sales opportunity, the reference number will be displayed. If not linked, the task can be linked to a sales opportunity by double-clicking on the text.
Reference No: A reference number can be assigned to each Activity type; if this has been defined, the following reference number will be displayed.
Account code: The account number for the currently active record, along with the name.
Link to contact: This drop-down list will display all available contact/delivery codes, use the button this will display the customer's full details, including address, telephone number, contact etc
Link to sales code: The sales code will default based on the contact code selected; however, the user can select a different sales code as required.
Subject: Enter a brief subject used to highlight the purpose or type of activity
Activity type: Select the activity/task type you wish to assign to the activity. This will set the action/follow-up date based on the number of days to follow assigned by the activity type selected. It will also set the activity action to perform and then email details if an email is to be created.
Activity/Note Open: A tick will indicate that the Activity/Task is open and must be completed.
Display in Whiteboard view: If this is ticked and the whiteboard view is being used, then this task will be included in the whiteboard view.
Action by: Select the user name from the available list that is responsible for following up on the activity
Entry date: The date the activity was created; this can be altered as required
Note Type: The activity can be one of three activity types
1. Standard Note - there is no action to perform if you select the Save / Do Action button
2. Create Email from Note - this will send an email to either the email address assigned to the activity type; or to the customer/supplier or request an email address
3. Create a document from Note - this will create a document from the template specified by the activity type
Start Date: Enter the date that indicates when the process started, this can be used to indicate how long the activity/task has been open.
Action Date: Enter the action/follow-up date for this activity
Scheduled time: Enter the schedule time start and end; this is used when viewing open tasks in a calendar view
Link to branch/store: If branch/store details have been defined with PDi CRM, select the branch/store related to this activity/task.
Priority: Select the priority level for this Activity/Task (Lowest - Critical)
Completion %: Enter the percentage of completion for this Activity/Task.
Status: Use when linking to MS Outlook calendar - Free, Tentative, Confirmed, out of office, Working elsewhere.
Private note: If your user ID should only see this note, then tick this box, and the note will remain private.
Remind: If a reminder is required then, tick the box and enter the number of minutes to remind before the action date (Remind x minutes before)
Add user timestamp (F4): This will add the user's name and time stamp details to the end of the note; this can be used if you are using the activity for tracking follow-ups made by individual users, for example, in a support environment.
Notes: The notes section is your area to type any notes you may wish to enter. If emailing, this will appear in the email, and this information can be added to the word template as required.
[Save and Do Action] when pressed, the action will be performed associated with the Note Type, so this will either be an email or document (word or internal report engine if the extension is .fr3).
[Save / Close] save the activity and close the screen.
[Cancel] Cancel the changes made.
[Print Activity] Print a document / report for the current activity / task. This can be used to create a document style of the Activity / Task.
[Go to Sales Opp] If this is linked to a sales opportunity, this will display the main sales opportunity entry screen for the linked sales opportunity.
[Outlook Calendar entry] Use this button to create an entry in the user's Outlook calendar. Deferred emails and confirmation emails can be defined and set based on the activity/task code.
[Create new Contact] this will create a new contact for the currently active account
Documents can be linked to the activity/task; use the Add Document button to select the document to add, Detach document to de-link the document from the activity/task. The Open Document will open the document with the associated application to the document extension. If you add shared documents, you should ensure that the document path is valid and available to all users.
If you enter a document on a mapped or remote drive, the UNC pathname will be added to ensure that it is accessible by all users.
Include if emailed: Tick this box if you wish the document included in the email (if the note type is set to 'Create email from note'). This function can be used in various incidents to send support documents, follow up details, copy invoices, and other documents you may wish to send to a client.
Documents can be linked to the local file system (including windows short-cut codes), DropBox, One Drive, SharePoint, Outlook messages and Google drive (with viewing limitations)
[Retrieve File] - this can retrieve the file from an online source if it cannot be viewed within the embedded browser (as with Google Drive).
[Scan new Document] - Scanned documents can also be added to the Activity/Task
Adding products to an activity; will allow for tracking issues with a product and catching issues before they increase.
Create activity types to track calls linked to damaged, faulty products. When a call is received, an activity can be created, add the products, and assign to the user to follow-up and create the note detail as required.
Later, a report can be generated listing all activities captured for a given activity type range and product range, giving us a DOA (Dead on Arrival) report and allowing us to deal with future issues before they happen.
This tab page of the Task / Activity screen allows the user to add [New] products, selecting or entering actual product codes or even no product codes. The user can add a code (or none) and then just enter the description, obviously if we are dealing with actual product issues it is recommended that product codes are selected.
As many products as required can be attached to the task / activity screen.
A sales opportunity can be created from the Task using the products, pricing and quantities entered.
Serial numbers can be added to activity/tasks allowing the function to record and keep track of serial records and services. Use the [Create/link to service] to create a service record for the selected Serial number. [Go to Service record] will take the user to the service record entered on the task.