The Contact history shows all open (or closed and open) contacts/activities/tasks for the selected supplier. The grid is editable, and the essential information can be altered as required.
View Open Only: If this is ticked, only the activities flagged as open will be displayed. 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 then the selected task will be closed and new activity is created with the previous details.
Account code: The account number for the currently active record, along with the account name.
Link to contact: This drop-down list will display all available contact / delivery codes, use the button this will display the supplier's full details, including address, telephone number, contact etc.
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 created.
Action by: Select the user's 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 Word document from Note - this will create a word document from the template specified by the activity type.
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.
Private note: If your user ID should only see this note, then tick this box,, and the note will remain private
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, 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 word document.
[Save / Close] save the activity and close the screen.
[Cancel] Cancel the changes made.
[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.