Creating Contact Tracking Records for Individual Constituents
For individuals the Contact Tracking record ties
automatically to the company if there is an existing employment record THROUGH
the company this is determined via On Behalf Of. If removed, the record
is not tied to the company. When the record is tied, it can be found on both
the individual & company’s records. Once removed, the record is only on
the individual’s Contact Tracking.
- OR
–
Note: To remove the On Behalf Of
constituent, simply use the right mouse button over the name of the constituent.
Choose the option to Clear.
Once users have determined the contact details, select other
options as needed.
1.
Select Mark Private to needed. Once selected, the record will
only display for the user creating the record as well as admin users of the
system.
2. Update the Staff
Assigned. By default, the Staff Assigned is populated with the
logged in user. The Staff Assigned can be automatically populated based
upon the Topic/Subject. This will only populate with a list of active users
available in Personify.
3. The Staff
Originator by default is the logged in user. This cannot be changed.
4. Click on Email
Staff if needed to open a blank email to be sent to the user in the Staff
Assigned field.
From the Tracking Details section, update the following:
5. If the Contact
Tracking record is completed the same day it is created, then check the Completed?
check box. This box being checked, will remove the Due Date requirement.
6. The Contact
Date by default will be set to today. Change if needed.
7. By default, the Due
Date is set to today if the record is not marked as completed. Change this
if necessary. The due date has control over the Contact Tracking Toolbar.
8. Update the Contact
Type. The contact type is the method of communication the user and
constituent are interacting. This could be via in-bound/out-bound email,
phone, fax, etc.
9. Update the Topic.
Topics are general ideas regarding the contact we have with individuals.
10. Update the Subject.
Subjects are based upon the topic selected and are specific to that topic.
11. If there is a Standard
Letter to be used, select this from hyperlink. The letter chooser will
appear. Choose the appropriate letter/email to send to the constituent. This
can then be printed or emailed as an attachment to the constituent. When an
email is sent to the constituent, the email icon 
is
added.
12. A section for Details
is available for internal use. Notes regarding the contact will exist here.
These are internal and will not display to the constituent. When details are
entered on the record, the record is then notated with the details 
icon.
13. The Resolution will
display what steps or action was taken to resolve the individual’s request.
When a resolution is entered on the record, the record is then notated with the
resolution 
icon.
Save 
the
information after all the information has been entered into the Contact
Tracking details section. Once the record has been saved, users can now modify
the record with other topics:
14. Click on the Create
Follow-Up to generate a new contact tracking record.
15. Click on the Attach File
hyperlink to attach a file to this contact tracking record. Attaching a file
to the record will create the paperclip 
icon.
16. Click on the Email hyperlink
to generate an email to the constituent & to the staff assigned to the
record. Generating an email for the record will create the email 
icon.
