Phone Call

This page outlines the process of managing the occurrence of phone calls associated with the records within Brevity.

These are the topics on this page:

Introduction

The phone call panel allows you register the particulars of your communications related with phone calls that have either occurred or are scheduled for a future date. Phone call communications can be assigned against any record.

Navigating the Phone Call Communication Panel

The fields, panels and buttons that comprise the Meeting form are outlined as follows

Type: Brevity will automatically set the communication type as Phone Call.
Direction: Set the communication direction as outgoing, incoming or internal. Outgoing is communication from your organisation to an external party, Incoming is communication from and external party to your organisation and Internal is communication within your organisation.
Communication Party: Brevity will automatically set the record to which the phone call communication record relates.
Recipient Phone/ Email: Brevity will automatically set the phone number if this value is available, otherwise the field will be blank. This field allows you to input a phone number.
Completed: This field allows you to to specify whether the phone call has been completed. Setting this field to YES will make the meeting record non-editable.
Due Date: This field is used to specify the completion date of the phone call. The date can be specified as free text or by using the calendar picker.
Reminder Date: This field is used to specify a follow up date in relation to the phone call. The date can be specified as free text or by using the calendar picker.
Subject: This field is used to specify the subject of the phone call.
Body: This field is used to specify the body of the phone call.
Save: This button is used to save the details of the phone call.
Attachments: This field lists the attachments that are associated with the phone call.
Close: This button is used to close the phone call page.

Creating Phone Call

To create a phone call communication record observe the follow below steps:

Select the Communications icon in the ribbon bar to open the communication panel.
Select the New Phone Call icon to open the phone call panel.
Within the direction field the default is outgoing. To change the default select the the direction of communication from the dropdown list.
Within the Communication Party field either you can accept default record that that the communication relates with, depending upon the record type or you make the appropriate selection from the dropdown list. As an example for the client record you can select the communication party as either the client name, client contact name or client service provider name.
Within the Recipient Email/Phone field input the phone number of the recipient if the field has not automatically updated with that information.
Within the Completed field select whether the communication is completed or not. Selecting Yes and saving the form will not allow to make any further changes in the communication record.
Within the Due date field specify the expected date for the completion of the phone call. Specify the date as free text input or selected from the date picker.
Within the Reminder date field specify a reminder date of the phone call. Specify the date as free text input or selected from the date picker.
Within the Subject field enter the subject of phone call.
Within the Body field enter the actual content of the message.
Save the phone calls record using save button.
Select the Add Documents button to attach one or more files to the phone call record.

Editing a phone call communication

To edit a phone call communication record observe below steps:

Open the record against which the phone call communication was registered against.
Select the Communications icon in the ribbon bar to open the communication panel.
Search for the phone call record using the horizontal scroll.
Click on view link to open the phone call record.
Edit the particulars of the phone call detail which can include as follows:
Adjusting the due date or reminder date
Updating the recipient phone/email, subject, body or communication party
Upload an attachment
Updating the status to completed
Once done, click on the Save button to update the phone call details.

Delete a phone call communication

To delete a phone call communication record observe below steps:

Observe steps 1 - 4 as outlined under the topic editing a phone call communication.
Click on the Delete button located within the ribbon bar.
Select the OK button on the screen prompt to confirm deletion of the communication record.