The Contact Tracking screen displays, as shown below. Each Outlook correspondence to this contact, for which an activity was created, displays on this screen.
From the Contact Tracking (MRM003) screen you can view all emails, meetings, and tasks that were created in Outlook and saved as contact tracking activities. For more information on working with anonymous contact tracking records in Personify360, refer to Viewing Anonymous Contact Tracking Records.
To view contact tracking records:
1. Click
CRM/Orders > Contact Tracking.
The Contact Tracking screen displays, as shown below. Each Outlook correspondence
to this contact, for which an activity was created, displays on this screen.
2. Select the appropriate search parameters and select the contact whose contact records you want to view.
The Person Contacted field is a text
box, not a drop-down, because the person contacted may have been manually
entered on the contact tracking record if a constituent did not exist.
By default, both parent and follow-up child
records will display in the search results. If you want to search for
parents records only, select "Y" from the Parent
Activity drop-down. If you want to search for follow-up records
only, select "N" from the Parent
Activity drop-down.
By default, the Exclude Anonymous
checkbox is checked. If you want to include anonymous records in the search
results, uncheck this checkbox. The "For Constituent" column
in the search results grid will be blank for anonymous records, as shown
below. For more information on working with anonymous contact tracking
records, refer to Viewing
Anonymous Contact Tracking Records.
3. Click
Search.
Records are displayed in descending order by the "For Constituent"
column.
4. To open
the content of an email, meeting, or task in Outlook, select the appropriate
contact tracking record and click View Email, as highlighted below.
A copy of the email, meeting, or task you sent opens in Outlook. For more
information, please see Opening
an Email Attached to a Contact Tracking Record.
5. Alternatively,
to preview the content of an email, meeting, or task in Personif360, select
the appropriate contact tracking record and single-click on the Paper icon, as highlighted below.
6. To open
the contact detail page, select the appropriate record and click Select.
The Contact Tracking screen opens.
7. The table below provides a description of the fields on the Contact Tracking screen, as they relate to the Personify Outlook Plug-In. For additional information on the fields on this screen, but are not described in the table below, refer to Adding a Contact Tracking Record to a Constituent's Record in CRM360.
Screen Element |
Description |
|---|---|
Contact Details section |
|
Private |
Whether or not the email, meeting request, or task is marked as “Private”, either as the default or from the Personify Actions menu. |
Whether or not the email, meeting request, or task is marked as “Completed”, either as the default or from the Personify Actions menu. |
|
Contact Date |
The date the email, meeting request, or task was sent. |
Due Date |
The date the email, meeting request, or task is due for a follow-up. This date is set by clicking by the Edit Record button. |
Contact Type |
The Communication Method selected, either as the default or from the Contact Tracking pop-up. |
Topic |
The Topic of the email, meeting request, or task selected, either as the default or from the Personify Actions menu. |
Subject |
The Subject of the email, meeting request, or task selected, either as the default or from the Personify Actions menu. |
Person Contacted |
The Personify contact selected on the search screen. Click the hyperlinked email address to send a new email to the person contacted. |
Staff Assigned |
For emails and meeting requests, the Staff Assigned is the default user selected on the Personify Account Settings screen (yourself). For tasks, the Staff Assigned is either the default selected from the Contact Tracking tab of the Personify Account Settings screen or the user selected from the Personify Actions menu. |
Subject and Body |
The text box at the bottom of the Contact Details section displays the subject and body of the email, meeting request, or task. The subject of the email, meeting request, or task is prepended with “Subject:”. |