Contact Management Detail window
This topic is under construction. It may be incomplete and is subject to change.
Purpose
Use this window to create new or update existing contact records between your business and your customers and/or staff.
To access this window
Complete one of the following to access this window.
- On the Contact Management (Open Issues) window, click Add or select an existing contact note and click Edit.
- Double-click a contact note on the Contact Mgmt Popups window.
Diagram
The following thumbnail illustrates the Contact Management (Detail) window. Click it to view a full-size image.
Item descriptions
Fields and boxes
| Item | Description |
|---|---|
| Contact |
Enter the name of the individual to contact. The contact name and customer name may be the same. To require a contact name, set system variable CorContactReq to Y. |
| Group |
Select an applicable action group from the drop-down list. The group you select here affects the group actions available in the Action box below. Action groups are established on the Add/Change Action Groups window in Customer Maintenance. |
| Action |
Select an applicable action from the drop-down list. Actions are established on the Add/Change Actions window in Customer Maintenance. |
| Date (action), time |
Enter the date and time the action should take place, if different from the default. This box defaults to the system date and time of the workstation. In this set of date/time boxes, the time should be entered in a 12 hour format, and you should select AM or PM in the drop-down box. Did you know? To quickly enter today's date in any Date boxes, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. Press F6 to display a calendar and select a date. |
| Popup | Select this check box to add this record to the Contact Mgmt Popups window that automatically displays when a user logs in to AIMsi (if a contact record has this check box selected). |
| Customer | Displays the customer name. Click to view the account name, address, and other demographic information including phone numbers and email. Right-click in this box to select a different customer or copy address or phone information to the clipboard. |
| Close Date |
Enter the date and time this contact record is closed, if different from the default. When you select the Closed check box, this box defaults to the system date of the workstation. In this box, time is entered in 24 hour format. Did you know? To quickly enter today's date in any Date boxes, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. Press F6 to display a calendar and select a date. |
| Closed | Select this check box to mark the contact record closed (the action has been performed/completed). The contact record remains on the customer's account; however, it will no longer appear on the Contact Management (Open Issues) window |
| Color | Select a color if you want this contact record to display in a color other than black on the Contact Management (Open Issues) window. This is a text color, not a highlight color. |
| Ref# | The reference number is automatically assigned according to the system variable NextCorRef and is a unique way to identify (and search for) each contact record. |
| Date (record) |
Enter the date and time of the contact record, if different from the default. This box defaults to the system date of the workstation. In this box, time is entered in 24 hour format. Did you know? To quickly enter today's date in any Date boxes, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. Press F6 to display a calendar and select a date. |
| Employee | Select the name of the employee who is responsible for the actions taken on this contact record, if different from the default. By default, the employee currently logged in to AIMsi is selected in this box. |
| Notes boxes |
Enter initial contact notes in the left-hand box and follow-up notes in the right-hand box. For example, the left box might say 'Call Mary regarding delinquent rental payment' and the right box might contain a summary of the conversation with Mary. Press F4 on your keyboard to automatically add the date, time, and your user name to the note. Press F6 on your keyboard to select an existing not from the Select Comment window. |
Buttons
| Item | Description |
|---|---|
| Attach |
Opens the File Attachments window where you can add documents related to this contact record such as: scanned and signed waivers, copies of licenses and permits, and contracts. You must create a storage folder in Windows Explorer and assign it to the Customer Attachment Storage Folder file on the Work Station window before you can attach files for this customer. A great place to create your folder is in the same location where AIMsi is installed. For example, C:\AIMSI\CustomerAttachments. |
| Save | Saves any changes you've made to the contact record. This button only displays if you've added or edited a contact record. |
| Cancel | Cancels any changes you've made to the contact record. This button only displays if you've added or edited a contact record. |
| Prints a copy of the contact record including all the detail at the top of this window as well as any notes in either Notes box. Those in the left Notes box print under a NOTE heading and those in the right Notes box print under a FOLLOW UP heading. | |
| Delete | Removes the contact record. |
| Exit | Closes the window. |
