This form allows the Contact Records for each target, displayed within the Customer Casefile , to be viewed in more detail.
In addition to displaying the form name and target name the Title Bar provides a number of useful buttons.
The following information is displayed:
The contact date shows the system date on which the enquiry was recorded.
This field contains the cost centre for which the contact code is valid if it is specific to one cost centre. If it is valid form more than one cost centre then this field is blank. Codes are held and created in Marketing / Miscellaneous Options / Cost Centre Codes .
Displays the Sales Exec responsible for generating this contact.
Displays a contact activity type code that is used to identify which type of contact has been made with a customer or prospect. Standard codes are provided with the system (e.g. ENQ for a product enquiry) but are frequently augmented with user-defined codes. Codes are held and created in Marketing / Miscellaneous Options / Contact Type Codes . The purpose of the code is to save keying (an up to three-digit code can equate to an activity description of up to thirty characters) and to provide detailed analysis in a controlled way (if the code is not present in the master table it cannot be used). In addition, it also determines whether one type of contact or activity should link to another, rather like a chain reaction, and if so, within what time frame.
Displays a code denoting the originator of this contact e.g. S for Sales. Codes are held and created within Marketing / Miscellaneous Options / Contact Source Codes.
Displays a code indicating the strength of this contact. The codes range from 1 - 3
- 1 "Strong"
- 2 "Medium"
- 3 "Weak"
Assuming that a contact requires follow-up, on a chain reaction basis, the parameters stored here determine when the follow-up action is required. There are three parameters linked to the strong, medium and weak contact strength codes.
The follow-up date is the date of the next required contact specified when saving back the contact record and is dependent upon the strength of contact code that has been entered. For example, if a vehicle demonstration required follow-up then the default number of days between the demonstration itself and the subsequent follow-up date is dependent upon whether the contact was rated as strong , medium or weak. The follow-up number of days are held and created in the Days Before Follow-up columns within Marketing / Miscellaneous Options / Contact Type Codes.
Displays a follow-up contact activity type code that is used to identify which type of contact has, or is to be, made with a customer or prospect. Once again, standard codes are provided with the system (e.g. ENQ for a product enquiry) and are held and created in Marketing / Miscellaneous Options / Contact Type Codes . If the follow-up activity type is of a chain reaction kind then it is invariably going to be of a certain type and is defined as such in the Contact Type Codes table e.g. TCO is defined as the default follow-up code to COM .
The notes box displays free-format text stored against an individual contact record.
Upon selection of the Close option button (see below) the system will AutoFill this field with the current system date.
Upon selection of the Close option button (see below) the system will AutoFill this field with the current User ID.
These are two mutually exclusive option buttons. The default selection is Leave Open . However, should a contact sequence need to be terminated then the Close option should be selected. Upon selection of the Close option button the system will AutoFill the Date completed (with the current system date) and Completed by whom (with the current User ID) fields and return to the Casefile form.
When returning to a contact record which has been Closed , the Leave Open/Close option buttons are replaced with Leave Closed/Reinstate buttons. If the Reinstate option is selected then the contact sequence will be re-opened.
Data can be viewed only. The only option that can be performed at this stage is the selection of the Close option button to terminate the contact record.
There are two commands buttons, which are as follows:
Returns to the Casefile form confirming any changes such as "closing" the Contact Record.
Returns to the Casefile form without confirming any changes.