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Detta avser program version 4.3  

Contact Management

Every morning, Françoise French will open the Task Manager (i.e. her 'To Do' list). To do this, she will click the [Tasks] button in the Master Control panel:

The Task Manager lists Activities whose Task Type is To Do. In practice, it is a list of the Activities that Françoise is to carry out by the end of the day (including Activities from previous days that have not been completed). Activities that have been marked as Done are not shown. The Activities are sorted by Start Date and Time, but Françoise can change this by clicking on one of the column headings.

If the list was a long one, Françoise could reduce it to show Activities of a particular Type and/or Customer using the fields above the list.

When Françoise carries out one of these planned Activities, she will double-click the Text in the appropriate row to open the corresponding record in the Activity register. She can then remind herself of the details of the Activity before carrying it out. She does this now for the last Activity in the list.

When she has finished the task, she can mark the Activity as Done by marking the check box in the top right-hand corner:

In this case, the call was made successfully and the Customer expressed interest in the products Françoise was selling. She recorded this interest in the Activity record, using the grid on the 'Text' card that is visible at the bottom of the Activity window.

On saving and closing the Activity, the Task Manager is updated automatically. The last Activity is removed, since Activities that have been marked as Done are not usually listed:

Sometimes, it will not be necessary to open an Activity in order to complete it. The Task Manager itself displays sufficient information to carry out the work, including any notes and comments already entered on the 'Text' card. These notes can be seen by clicking the arrow icon to the left of the Activity Text. Françoise does this for the first Activity in the list:

When she has completed the task, if there is no need to enter more notes or to create a new follow-on Activity by duplication, Françoise can mark the Done box by clicking:

This marking of the Done box is not fed through to the corresponding Activity immediately. Françoise must save the Task Manager (by pressing the Shift-Enter key combination or by selecting 'OK' from the Record menu) in order to mark Activity as Done and to remove it from the Task Manager list. Of course, she could mark several rows as Done before saving.

At other times during the day, Françoise will be contacted by several of her Customers. By entering an Activity for each contact or event, she will quickly build up a contact history for each Customer. This means that if, for example, Mr. Wang from Hong Kong sends a fax complaining about a missing delivery of goods, she will easily be able to call up a list of recent Activities in relation to Mr Wang's company. This list would include both her own contacts with the New World Import/Export Co and those of other members of staff.

One way Françoise can do this is to use the 'Filter' card of the Task Manager. She can remove her initials from the Person field, enter "002" as the Customer (using 'Paste Special' to select the correct one if necessary) and choose to view Done Activities using the fourth column of options. She will then see a complete contact history for Customer 002:

She can double-click the Text of any Activity to see more details if necessary.

Françoise can see at a glance the comments recorded on the 'Text' card of each Activity. Every relevant Activity carried out and entered by different Persons over the time period will be listed. The Task Manager is therefore an excellent tool that can be used to sort out any queries or mistakes in relation to a series of events, providing, of course, that each member of staff has conscientiously entered a record of each task they have carried out.

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