Calls

Calls

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

ProTracker enables you to create a record of a call along with information regarding the subject of discussion, the related client or contact, the participants, the time period, and the status. You can invite participants to the call when you create the record or at a later date. You can create a note or add attachments before or after a call occurs. After you complete a call, or if you cancel it for any reason, you can update its status.

Actions

Follow the instructions below to perform tasks such as logging, or creating Call records.

To…

Then…

Log or create a Call record

  1. Access the Calls Create form using one of the following:
    • Click Calls > Log Call from the Navigation menu.
    • Click Create New on the Calls List View.
  2. Complete the Calls Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. Choose one of the following options.

    To….

    Click…

    Save the call without sending invitations

    Save.
    The Calls Detail View displays.

    Save the call and send invitations to the participants

    Save & Send Invites.
    The Calls Detail View displays, and the invitations are sent.

    Create a copy of the call, putting the original call on hold, while retaining all of the information of the original record (except for the status).

    Close and Create New
    The original call closes with a status of Held. The new call displays in the Calls Create form.

    Cancel the call Cancel.

Display a list of calls

Click Calls > View Calls.
The Calls List View displays.

Display the details for a call

Click the call in the Calls List View.
The Calls Detail View displays.

Edit call information

  1. Access the Calls Edit View by doing one of the following:
    • Click Edit in the Calls Detail View.
    • Click the edit icon (pencil) associated with the Call record in the Calls List View.
  2. Update the call information. See Field Descriptions for information about each field.
  3. Click Save to update the record.

Suppress one or more Call records

  1. In the Calls List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The records are suppressed.

You can also suppress a single record by clicking Suppress on the Calls Detail View.

Manage records in a sub-panel

See Manage related information in sub-panels.

Update information related to multiple calls

  1. In the Calls List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the Actions dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate call information

Click Duplicate in the Calls Detail View. Duplication is a convenient way of creating a similar call. You can change and save the information in the duplicate record to create a new record.

Import Call records

  1. Click Calls > Import Calls from the Navigation menu.
  2. Follow the instructions in Importing data.

Export records

  1. In the Calls List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the Calls record.

Related to

  1. Click the related record type from this dropdown.
  2. Click the item on the related record type Popup List View (displays upon clicking the Selection arrow) or the list of items matching the character(s) you enter. That is, for a call about a client, you would click Client, and then click the client name on the Client Popup List View.

Assigned to

By default, the call is assigned to the creator of the Calls record. To change the assignment, click the user on the Users Popup List View (displays upon clicking the Selection arrow) or the list of users matching the character(s) you enter.

Subject*

Enter the subject of discussion. This is a mandatory field.

Activity Type

Click the activity type on the Activities Popup List View (displays upon clicking the Selection arrow) or the list of activities matching the character(s) you enter.

Direction Click Inbound or Outbound on the dropdown.

Status*

Choose a status based on the following:

If…

Click…

It is an inbound call

Inbound

It is an outbound call

Outbound

The call is scheduled to take place

Planned

The call is completed

Held

The call did not occur

Not Held

Start Date & Time

In the Date Selector click the date of the call. Then click the time, in hours and minutes and the period of the day, from the adjoining dropdowns.

Email Reminder Time:

Click the time prior to the call to send an email reminder.

End Date

Click the date in the calendar pop-up and click the time, in hours and minutes and the period of the day, from the adjoining dropdown.

Reminders: Popup and Email all invitees

Click a reminder type, then click the time prior to the call to send the reminder to call invitees.

ProTracker will send a reminder to all participants at the specified time. If you set a default time for reminders on your User Profile, ProTracker will implement it when you do not set a reminder during call creation.

Duration*

Enter the number of hours and click the number of minutes from the drop-down list.

Attachment

  1. Click Choose File.
  2. Navigate to and click the file you want to attach.
  3. Click Open.
    The filename displays.

Description

Describe the purpose of the call.

Teams*

By default, your private team is assigned as the primary team. To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter.

To assign additional teams to the Calls record, click add (+) and click the team as described above. For more information on assigning teams, see Assigning Users and Teams to Records.

Add Invitees

  1. In the Add Invitees section, enter all or part of an invitee’s first name, last name or email address in the First Name:, Last Name:, or Email:  fields, respectively.
  2. Click Search.
    A list of records matching the search criteria displays.
  3. Click Add  to add each person you want to invite.
  4. If the invitee is not in the ProTracker database, clicking As Contact or As Lead in the Create an Invitee section is a quick way to add the new invitee.
    The invitee’s name is added to the Scheduling pane.

Sub-panels/Related Information

Sub-panels include:

Clients

Contacts

Notes

Users

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