Fields
With phone calls, the fields on the General tab are in part automatically filled out.
The icons for phone call status such as: Completed phone call, Answered call, Missed call, Called phone number and Pending call are all different and are displayed in the dossier, list views and multi-lists.
Phone call participants
The Address quick info field, contains a short description of the address of the person being called.
The field is automatically completed in the following situations:
- The telephony integration is active and you made the call directly from an address.
- The telephony integration is active, you were called, and the address of the person calling is available in CAS genesisWorld.
The field is not completed automatically in the following cases:
- The telephony integration is active, but an address or addresses could not be found for a telephone number.
- The telephony integration is not active and you have created the phone call data record manually.
With the Address quick info icon, you enter an address, or change the address displayed. An address in the Address quick info field and any phone calls you make are always linked with each other.
Search corresponding address opens the Search window.
- If you highlight and transfer an address in the Search window, then the highlighted address is entered in the Address quick info field.
If the Address quick info field was empty before, then the new address is entered and linked with the phone call.
If the Address quick info field was completed, then the new address is entered instead and linked with the phone call. The link to the previous address is deleted.
Opening the drop-down list displays all of the telephone number associated with the linked address.
A drop-down list is also displayed with open calls for known addresses. This is how you call another number.
You open the data record window for the linked address with this icon.
Creating new addresses is displayed when the Address quick info field is empty. This is how you open the data record window for a new address. When you save the new address, the address is transferred to the Address quick info field, and linked with the phone call.
The Phone number from the phone call data record is transferred to the new address data record. For individual contacts and contact persons the Phone (business) field is used and for a company the Phone (head office) field is used.
Phone number displays the phone number which has been called.
If you have been granted the respective permissions from your administrator, then the social network and search engine buttons will all be displayed.
Automatic recording
The following is usually active: Automatically refresh phone number, phone status, start and duration
If the telephony integration is active, then a data record is automatically created for a phone call. This option is active to ensure that current data are maintained.
If you record a phone call manually, and then save, then this option is also deactivated automatically.
- If you have to change the fields manually, you will need to deactivate the option.
- Deadline this field shows the date for which you have scheduled a phone call or callback. Filling in this field is only of use if the corresponding Phone status is entered.
More default fields
Category and tags
Category: clicking the icon to the right opens the category window with input help. Tick the checkbox in the right column to assign a category to the current data record.
If you enter a category manually it must match a category of the selection window. If the entry does not match, the input is rejected.
tags: Enter here a short comment for the data record or some tags.
Remind
- When creating an Activity you have to select whether you want to have a reminder for all participants, or only for you, you do this in the first drop-down list.
If a number of participants is entered, each participant can reschedule the reminder individually.
- In the second drop-down list, you can select when you want the participants or yourself to be reminded of the activity. The input refers to the start time of the respective data record.
- If you select, at scheduled time, then two more fields are displayed. Enter the precise time of your reminder in these fields.
The All (Public) participant is not reminded.
When the reminder is activated, a window in which the activity is displayed opens.
- When using Remind again the default value is 5 minutes. You can change these settings anytime.
- Using Confirm you acknowledge the reminder. This information is then saved. Once a reminder has been confirmed you will no longer receive reminders - even if you change the start time for the respective data record.
- Each participant can set Remind again or Confirm for themselves separately.
- With the Remind all again button, or Confirm all you reschedule or confirm the reminder for all participants.
If Completed phone call is entered in the Phone call status field, the automatic reminder is deactivated. This also applies if the entered time for the reminder lays ahead. A reminder can only be set if the phone call has not been made yet.
Participants
- You enter users, groups, or resources directly into the Participants field.
If the invitation management is activated, you can also enter e-mail addresses in appointments.
Alternatively, you open the Select participants window using the corresponding button.
If you wish to maintain a certain level of data protection, then you should activate the private or confidential options.
Thus, you limit the external access rights.
Parent links
Parent displays the primary link of a data record.
Data records that are linked to each other via primary links, are displayed as links. By clicking these links, you can open the respective data records.
Type and status
Type and Status are drop-down lists, in which you can select an entry from a list by means of input help. These fields are only available in the Premium Edition.
- The values suggested and displayed in the Status drop-down list are automatically determined by the value you select from the Type drop-down list, and as such regarded as suitable responses to the Type field value.
- Selecting an input value in the Type field can trigger a variety of functions.
- Data records can be completed consistently using the input help options for the fields and with the help of various other functions too. In addition, the exact information required is available in the data record.
Your administrator defines the input help options for type and status as well as the functions which depend on them.
Entering notes
Notes can be created for all data records. You can enter any text in this field. Use the time stamp button to automatically fill in your user name, the date and the time.
You can use, for example, the notes field for tasks with several working steps that require you to communicate with colleagues. Each data record change is marked by a time stamp. Progress and results are thus easy to reconstruct.
Click on Insert time stamp. With this button, you insert your user name, the date and the time at the beginning of the notes.
- You can insert pictures and format texts and so on in the notes field.