Difference between revisions of "Contact Methods"

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[[File:CM_1.png|border]]
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[[File:CM_1.jpg|400px|alt="contact methods in the admin menu"]]
  
  
The list of Communication Methods is used for drop-down boxes on the [[Record a Contact]] screen (Contact Method and Response Method). It is also used in Clubs and Clinics if the club/clinic/group is set to save completed attendances into the client's History, and on organisation/person Details screens for the "Preferred Method Of Communication" field.
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The list of Communication Methods are used when [[Recording Contacts]] (Contact Method and Response Method). It is also used in Clubs and Clinics if the club/clinic/group is set to save completed attendances into the client's History, and on organisation/person Details screens for the "Preferred Method Of Communication" field.
  
  
==Creating/editing Communication Methods==
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[[File:con_methods.jpg|700px|alt="a list of contact methods that have been input to populate the select list"]]
  
Clicking on the menu item will show you all the Communication Methods set up on your system. Click the "Create New Method" button to create a new one (or click the name of an existing one to edit it).
 
  
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==Creating/Editing==
  
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Click on an existing method to edit it or click the 'Create New Method' button to create a new one.
  
You can now enter the following data:
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You can now enter/edit the following details:
  
* Communication Method (name)
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*'''Contact method''' - Name of the method.
* Is this an email method? - this setting governs whether emails or letters are created to people if this method is selected as their Preferred Method of Communication.
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*'''Show as "contact method" in Record a Contact''' - This is used in the top section when [[Recording Contacts]].
* Is this a newsletter delivery method? - this setting governs whether this method can be used as a delivery method in the (deprecated) Newsletter Project feature.
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*'''Show as "response method" in Record a Contact''' - This is used in the bottom section in when [[Recording Contacts]].
* [[Display Order]]
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*'''Is this a contact in or contact out method (or N/A)''' - This can be used with a KPI for contacts in and out.
* Contact In or Contact Out? - there is a special KPI report for this, "Number of Contacts By Contact Method Inwards or Outwards".
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*'''Is this an email method?''' - Used for activating email options for mail merges when set as Preferred Method of Contact.
* Active Method? - whether the method is available for use on the system or not.
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*'''Is this a cancellation method?''' - Records as a cancellation rather than a contact, used for appointments and attendances.
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*'''Displayed in Reports?''' - Determines if this is included in reports as a contact.
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*'''Displayed in Calendar?''' - Determines if actions set to this method will be displayed in the main calendar.
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*'''Display order''' - The order in which the method is displayed in a drop down, see [[Display Order]] for further details.
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*'''Active method?''' - When set to yes this method can be used and reported on.
  
[[File:CM_3.png|border]]
 
  
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Click the 'Save Details' button to continue.
  
==Reporting Outputs==
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==Merging==
 
 
Information entered against the list of Communication Methods is available in numerous reports and outputs:
 
 
 
* On Data Extractions as a filter and an output (Preferred Method of Communication)
 
* In the KPI Report Designer as a filter (e.g. Contacts By Contact Method, Referrals By Contact Method)
 
* In the KPI Report Designer on outputs - most contact-based KPI reports include it, as do the "Full Data Extract Of Contacts" and "Full Data Extract Of Referrals" KPI reports
 
* From the Blue Folder Lookup screen as part of Extra Referral Data
 
 
 
  
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You can merge methods together if you wish to reduce your options.  This will also update any record using the methods.  To merge follow the steps below;
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# Click on the first method.  If you wish to change the details of the record you have selected, this need to be saved first.
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# Click the 'here' link (Click here to Merge Methods).
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# Select the Method you wish to merge in the drop down list.
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# Click the 'Merge Data' button.
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# Click 'cancel' to abort the change or 'OK' to continue.  '''This cannot be undone!'''
 
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[[User:Rob Kay|Rob Kay - manual author]] ([[User talk:Rob Kay|talk]]) 14:48, 23 April 2015 (BST)
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Latest revision as of 11:32, 6 February 2024

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"contact methods in the admin menu"


The list of Communication Methods are used when Recording Contacts (Contact Method and Response Method). It is also used in Clubs and Clinics if the club/clinic/group is set to save completed attendances into the client's History, and on organisation/person Details screens for the "Preferred Method Of Communication" field.


"a list of contact methods that have been input to populate the select list"


Creating/Editing

Click on an existing method to edit it or click the 'Create New Method' button to create a new one.

You can now enter/edit the following details:

  • Contact method - Name of the method.
  • Show as "contact method" in Record a Contact - This is used in the top section when Recording Contacts.
  • Show as "response method" in Record a Contact - This is used in the bottom section in when Recording Contacts.
  • Is this a contact in or contact out method (or N/A) - This can be used with a KPI for contacts in and out.
  • Is this an email method? - Used for activating email options for mail merges when set as Preferred Method of Contact.
  • Is this a cancellation method? - Records as a cancellation rather than a contact, used for appointments and attendances.
  • Displayed in Reports? - Determines if this is included in reports as a contact.
  • Displayed in Calendar? - Determines if actions set to this method will be displayed in the main calendar.
  • Display order - The order in which the method is displayed in a drop down, see Display Order for further details.
  • Active method? - When set to yes this method can be used and reported on.


Click the 'Save Details' button to continue.

Merging

You can merge methods together if you wish to reduce your options. This will also update any record using the methods. To merge follow the steps below;

  1. Click on the first method. If you wish to change the details of the record you have selected, this need to be saved first.
  2. Click the 'here' link (Click here to Merge Methods).
  3. Select the Method you wish to merge in the drop down list.
  4. Click the 'Merge Data' button.
  5. Click 'cancel' to abort the change or 'OK' to continue. This cannot be undone!

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