Communications Overview

Communications can be added anywhere in the system at any time by pressing the Communications button, however the information automatically linked to the Communications window will depend on where the button was activated. The Communications Window is used for entering information about :

  • Companies & Contacts
  • Orders/Contracts
  • Items
  • Transactions
  • Diary & To do list entries

You can also use the communications window to send e-mails or set up reminders for yourself or others for today or in the future.

 

Communication Window

All communications have a unique communication number which is automatically added when a new communication is created.

The Comm. Type can be changed to reflect the nature of the communication, for example, General note, phone call or letter. The Outlook button changes the Comm. Type to email automatically.

The date and time the communication was made is automatically added.

The large field in the centre of this page is the Comment field. Use this field to enter the message you wish the communication or e-mail to have. You can enter as much text as you require.

Communication Button

There is another communication button next to the Comm. Num. field. You can link communications together to follow on from earlier notes see Linking Communications.

Diary Entry Tick Box

Tick this box if you require the Communication to be used as a Diary Entry. Adding a tick in this box will automatically place this communication into your diary. The entry may be viewed by going to Organiser Diary. For more information on creating a Diary Entry, see Adding a Diary Entry from Communications.

To Do List Tick Box

When ticked, the communication will automatically be sent to your To Do List which can be viewed in the Organiser To-Do List. For more information about adding To-Do entry, see Adding a To-Do List Entry from a Communication.

Priority Tick Boxes

There are high and low priority tick boxes to label either emails or To-Do list entries.

Response Required Tick Box

Check this box if you require a response to your communication. For example, if your customer has agreed to respond to a sales quote within 30 days, you can tick this box as a reminder to look for the response.

Ticking this box also brings up an Automated tick box. For more information see Automated Responses.

Response By

This field shows the date a response to this communication is due. This field is automatically filled with the current date when the Response box is ticked. However, the date in this field can be changed to suit your needs. For example, if you send a message to a colleague and ask him to reply within 15 days, you should put the date that response is due.

Response Received Tick Box

Check this box if you have received a response to your communication. It is important to note that this box is dynamically linked to the To-Do List. When you tick the Response Received box, a message will appear to ask you if you wish to remove the item from the To-Do List. You may choose to remove it or keep it in place.

Response Date

Enter the date the response was received. This field will default to today's date, however, if necessary, you may change this date.

Response Code

In some cases, you may wish to record the response that you received from your communication. This field allows you to enter a general statement relating to the response you received from your communication. For example, you need to call a meeting of all the sales people in your team. You can sent a message to the team and mark it a Response Required. When the responses come back, you can mark them as C for Confirmed.

To enter the type of response you received, enter or use the Search window to locate a valid Response Code.

If the Response Code you desire is not listed in the Search Window, you can create one using the Response Code window. For more information on creating a Response Code, see Communication Responses.


2. Links Page

This page is used to enter the Link information relating to your communication. For example, if you want to make a note about a meeting you have with a client, you can add the communication to your diary, and you can also link it to the client's company record. Communications created in company records or order/contract screens will already have the relevant information entered. Communications can be linked to

    • Company/contact
    • Order/contract
    • Items
    • Transactions
    • Employees

by entering or searching for the correct code. The communication can then be viewed in the communications tab of the above windows.

Company

This is where, if not already done so, you can link a communication to a Company. When you update the communication, it becomes visible from the Communications Page in the Companies window. To link your communication to a company, enter or Search for the Company Code of the company you wish to link to. There is also a field next to the company code to link it a specific contact code, enter or search for the required contact code. This communication will now also be added to the contact communications section of the company record.

Contract/Order Number

Link the communication to a Sales or Purchase Order. The communication then becomes visible from the Communications page of the Orders/Contracts window. Enter or Search for the Order Number that you wish to link to.

Item Code

This is where you can link the Communication to a specific stock Item The view a communication linked to a stock Item, look on the communications page of the Items window.

Quantity

Below the Item field is the Quantity field. This field is used to specify the number of stock items the Communication refers to. For this field, you have to enter a specific number or leave it at zero.

Transaction Number

The next field down the page allows you to link the Communication to an Account Transaction. The communication then becomes visible from the Transaction Communication page in the Transaction window. Enter or Search for the Transaction Number that you wish to link to.

Employee Code

Using this field, you can designate a specific employee within your own company that you wish to link this communication with. This field can be used like a c.c. field on an e-mail; for example, if you are sending an important message to a client, you may wish a copy of the communication to be sent to your Sales Manager as well. To link your communication to an employee, enter or Search for the Employee Code that you wish to link to.

Document Type

You can use this section to record that a Communication Document that has been sent out to the company either on an individual basis or if the communication window has been used as a template to send documents from a built list. For more see Setting up a Communication Document.

 

3. Attributes

You can assign attributes to classify communications.

To Add an Attribute

  • Click on the New Button
  • Enter or Search for the Attribute Type and code and assign to a specific event/publication code if required.
  • If the Attribute you require is not listed, see Adding Additional Attributes

4. Communications

Contains a grid listing other communications that have been linked to this one, for more information see Linking Communications.