Contact Manager: Updating Activities Contact Manager: Updating Activities
This program is accessed from the Contacts / Activities browse screen. For more information on that screen, review the Contact Manager: Contacts / Activities help topic.
The following window comes into view:
Using this entry screen, activity information can be entered and edited.
Contact Information
This area of the screen simply shows the information from the contact file. This information cannot be modified here.
Activity Information
The Date and Time fields will be loaded with the current date and time when an activity is inserted. The can be modified here, however. Enter a short description of the activity and, optionally, an activity ‘Type’. The type field entries will be stored by the system so they can be retrieved easily for future activity entries.
Important Dates
These three date fields are stored in the contact record, but can be modified here while editing activity information. The first two fields will be filled automatically when inserting a new activity.
Activity Notes
A lengthy set of notes pertaining to the activity can be entered here.
Send a Letter (button)
Clicking on this button will allow a form letter to be selected from the list of stored letters. Select an existing letter or create a new one and it will be printed for this contact only.
Clicking on this button will allow the user to send a quick email to this contact. The following screen will appear:
The contact’s email address will be filled in automatically. Enter a subject, attachments and a message body and click the Send button. This email will be placed in the email program Outbox for delivery later.
Setup Email Server (button)
When this button is pressed, the following window will appear:
The name of the outgoing email server and a port number must be provided in order for email to be sent. Use these fields to supply these values. If your email server is web-based, you may have trouble getting the system to adhere to your server guidelines. If this is the case, feel free to select A-Systems Email Server.
Outgoing Mail Server
Enter the name of the outgoing mail server. If you don't know your email server name, contact your IT professional.
Port
Enter the port, this is usually 25.
Encryption Method
Select the required encryption method, or select none if no email encryption is required.
Email Address/Password
If your email server requires authentication, enter your email address and email password in these fields..
When all entries are acceptable, click the OK button to save the changes and return to the browse window.