Logging Interactions

  1. On the Interactions form, select Actions > New.
  2. Optionally, specify a description for the interaction.
  3. Select the type of interaction you want to log:
    • Company
    • Customer
    • Vendor
  4. Select the company, customer, or vendor number for the interaction.
  5. Select a topic for the interaction.
  6. The Interaction Date field contains the system date and time by default, but you can change it as necessary.
  7. (Optional) In the Follow-Up Date field, select the date by which to follow up with the contact person.
  8. Details about the communication between the user and customer/vendor/company are stored on the Conversations tab. On this tab, perform these actions:
    • If this interaction is for internal use only, select Internal. The note will not be communicated to the customer, company, or vendor.
    • If you are logging information received by phone or other means, and you want the customer, company, or vendor to get an email notification that this information has been recorded, select Incoming.
    • Specify your name in the Entry Name field or accept the default of the current user. The name entered is used as a sort option on reports.
    • Select the type of communication to use for the interaction. If you select Email, follow the steps below for sending an email.
    • Select Alert Subscribers if you want to notify portal users when you save new records to their interactions. The users must be subscribers to interaction updates. To prevent notification for a particular record, clear this check box before you save the record.
      Note: If you selected Internal for the record, email notification will not be sent regardless of the Alert Subscribers setting.
    • Specify relevant information in the notes box.
    • Use the Reply button to quickly create a new conversation sequence by copying the text from the currently selected sequence.
  9. If you selected Email as the communication type, specify this information:
    Contact/User Emails
    In these fields, select the email recipients for the To: and CC: lines. You can manually specify an email address, using semi-colons to separate multiple addresses.
    User Emails
    If you want to include a user on the email, select their email address.
    Subject
    Specify a subject line for the email.
    Message
    Specify the message for the email.
    Include Interaction Text
    Select this check box to include the text from the Notes field in your email.
    Send Email Attachments
    Select this check box to send any attached files when you click Send Email.
    Send Internet Email Attachments
    Select this check box to send attached internal files when you click Send Email.
    Send Email
    Click this button when you are ready to send the email.
  10. On the General tab, you can review default information about the selected company, customer, or vendor and change the contact name and phone number as necessary for the current interaction record. You also can specify reference information as appropriate for this record.
  11. Save the form. If you set up a Portal and have not specified Internal for this record, it is published to the Portal for the company, customer, or vendor to review. They may also receive an email notification with the information.
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