My Tasks Tab

Note: For instructions on using the other tabs and shortcuts on this form see the Introduction to My Desktop section.

This tab provides access to enhanced functions similar to those of the Administrator, specifically the Diary and the Email interfaces. The form is updated automatically at an interval which can be set for each user in User access control or manually by selecting Refresh from the My CRM options menu, clicking the toolbar icon, or pressing F5.

Tip: Other Administrator functions are available from the My CRM options menu, or by clicking the icon in the toolbar. With the exception of the Find option these functions do not process follow-ups.

Note: The Autoline Inter Department Communication function provides a user prompt message indicating the status of IDC requests, currently this pop-up message is only available within POS or CRM modules.

Diary View

The Diary section of the My Tasks tab combines follow-ups generated by CRM with appointments from the Administrator.

Tip: If a vehicle preparation contact line is displayed click on it to display all point of sale companies (only if you have multiple point of sale companies and access to them). Select a company to access vehicle preparation within point of sale. If there is a warning in the column headed Due this means you have a vehicle preparation for that day within that company.

Upon first entry to the system, the diary displays today's entries, colour-coded as described in the Legend. The following icons are provided for navigating the diary:

Icon	Description
	Changes the view to display a single day at a time.
	Changes the view to display a week at a time. The day on which the week starts can be set for each user, in User access control.
	Returns to the current day or week.
	Displays a pop-up calendar for quickly move to any date. Double click the desired date.
	Moves the diary view back by one week.
	Moves the diary view back by one month.
	Moves the diary view forward by one month.
	Moves the diary view forward by one week.

To create new diary entries, navigate to the desired day and click on the blue section of the hour closest to the desired start time. Alternatively, if viewing by the week, click on the blue section of a day. A standard Diary Appointment form is displayed, identical to that used in the Administrator, which allows the exact time and further details to be entered.

To display the details of a contact, right-click on a follow-up entry in the diary and select View Contact. The Contact form is displayed. The customer's record can also be loaded by left-clicking on the follow-up or right-clicking and selecting View customer.

Email View

This replaces the Administrator email functionality and adopts a tree format, similar in appearance to KMail or Microsoft Outlook. The following tasks can be performed:

• To compose a new email, click the icon on the toolbar, select Compose Email from the My CRM Options menu or press Ctrl + N. The Compose Message form has the following menu options and toolbar icons:

  Menu	Icon	Description
  File > Send		Sends the message.
  File > Save		Stores the message in the Outbox for sending later.
  File > Close		Closes the form, abandoning all changes. No warning message will be displayed.
  Tools > Font		Offers two options for the font used to display the main body of the email message: Fixed or Prop. The specific typeface used when Prop (Proportional) is selected depends on KClient preferences, as does the size of either font.
  Tools > Attach a file		This email interface allows one file to be attached to an email. To do so, select this option (or click the icon) and use the file selector dialog to locate the desired file on your local system. To cancel the attachment, select this option again.
  Help > Help		Displays this help page.

• To read received emails, click on the Inbox folder then on a message. The list of messages is sorted by date, with the most recent at the bottom, and unread messages are displayed in bold. Messages are displayed in a similar form to one used to compose emails, but with the following additional menu options and toolbar icons:

  Menu	Icon	Description
  Actions > Reply		Reply to the sender of the current message. A new compose form is displayed with the To address and Subject fields completed as appropriate. The text of the original message is not copied in the compose form.
  Actions > Reply to all		Reply to other recipients of the current message, as well as the original sender.
  Actions > Forward		Forward the complete message to another email address by opening a compose form with the Subject field and the text of the message completed.

  You can also choose to reply or forward an email without viewing it first, by right-clicking on the message in the folder view.

• To read previously sent emails, click on the Outbox folder then follow the instructions for reading received messages.

• To reply or forward an email without viewing it, right-click on it in folder view and select Reply or Forward.

• To print an email, right-click on it in the folder view and select Print.

• To delete an email, right-click on it in the folder view and select Delete.

• To permanently store an email, right-click on it in the folder view and select Keep to move it to the Keep folder.

To Change Email Options

·         Click on the main folder which is identified by the user login. This opens the Options for (user ID) window and gives you access to change the following options.

·         There is an additional field on this window which is not editable from here labeled Fax Logo this determines the logo shown on faxes sent from the application.

Note: If outlook is required a parameter in User access control will need to be switched on.