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> Using The Contact Sage Pro For Process Automation, How to track a process or activity
BillJacobs
post Aug 28 2003, 02:59 PM
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One of our clients is an office with three agents and several assistants. They were looking for a way to track activities for clients and assign the next step of the activity to any of the agents or assistants regardless of which agent the contact was assigned to. They were also looking for a way for the system to manually or automatically remind the team of the next step in the activity. Lastly, they were looking for a way to printout information for the next step including a description of the step, who was assigned to do the step, the date for the next step, and information for the contact including name and telephone numbers. We suggested that the group set up the appointment system in the Contact Sage Pro to accomplish this task.

The first step is to add the names of the agents and assistants, and the activity types to the Appointment Types list on the Data Choices screen in the Utilities Menu. The next step is to initiate the activity by scheduling an appointment with the contact on the day that the activity is supposed to begin, typing in a description of the activity and the first step to complete the activity into the appointment description, and selecting the person responsible for completing the first step in the Appointment Type drop box.

To notify each person of their tasks, simply printout a daily schedule for a particular day by: click on a day from the Appointment Calendar screen, and click Schedule to print a daily schedule that includes the person responsible for the activity in the appointment type, the activity to be performed in the description, a time for the activity in the appointment time (if applicable), and the contact's name and home/work/cell phone numbers. This same printout can be given to all of the agents and assistants who can then pick out their activities by looking for their name in the appointment type column.

The sequence to complete the activity and assign each successive step to the person responsible for that step is to update the appointment description with what has been done to date, change the appointment date to the date for the next step, and select the person responsible for the next step in the appointment type drop box.

Keep repeating the previous paragraph until the activity is complete. Once the activity is complete, change the appointment type in the appointment to match the activity performed, and click Add Appt to Notes to copy the activity information into the contactís notes.

Don't forget to delete the appointment once the activity or process is complete and is copied to the contact's notes, so that it will not keep popping up on the appointment reminders screen.
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