Phone Messages (Incoming)

This message form is used to log details of incoming calls. Don't be intimidated by the number of fields. Although it may look a little complicated from this screenshot, it is actually quick and easy to use. And you don't need to complete all of the fields. Many labels and fields can be customized to suit your business and workflow.

1	Click the TO button to display a list of all PhonePad users. Select the users you want the message sent to.
2	As an alternative to clicking the TO button, you can just type the user names in this field. It will automatically do an incremental search and find the user's name for you Press <ENTER> to select a name.
3	The date field is automatically filled in for you but you can change it if needed.
4	The time field is automatically filled in for you but you can change it if needed.
5	Click the Caller button to look up the caller's details (if they are in the Address Book).
6	Type in the Caller's name. If they exist in the Address Book PhonePad will fill in the details for you.
7	Click the Add Caller button to enter additional details about a new caller.
8	Click the Address Book button to open the Address Book entry for an existing caller. This allows you to update any additional details.
9	Enter the caller's phone number. If the caller already exists in the system then this will be pre-filled for you, but you can change it if the number is different. The small phone icon next to the phone number field lets you select from a number of phone numbers for the user.
10	This is the company the caller is from. If the caller isn't from a company you can leave this blank.
11	You can assign this call to a Category (if your administrator has set them up).
12	Select an item from the drop-down list, eg. Phoned, Returned Your Call, and Came to See You. This list can be changed by Managers and Administrators.
13	If checked, any user who has access to your folders will not be able to read the content of the message unless they are one of the recipients.
14	Click the Notes button to add notes about the caller. The Caller Notes window will be displayed. There are 10 tabs of notes that you can add. These will be stored in the Address Book entry for the Caller. As you can see, the names of the Notes tabs, and the colors of the tabs, can be changed to suit your needs (this is done by a System Administrator under System Rules).
15	Select an item from the drop-down list, eg. No Action Required, Please Phone, Will Phone Again, Will Drop By Again, Wants to See You. This list can be changed by Managers and Administrators.
16	If checked, you will receive a message when the recipient/s read the message.
17	If checked, a follow up deadline will be placed on the message - you can specify the follow up date.
18	Enter information on when the caller will be available.
19	If checked, the message will be marked as Urgent.
20	This field can either be an edit fields or a drop-down list. The name and the drop-down list contents can be changed by a Manager or Administrator. This field can be configured not to appear.
21	This field can either be an edit fields or a drop-down list. The name and the drop-down list contents can be changed by a Manager or Administrator. This field can be configured not to appear.
22	You can enter the caller's email address in this field. The email address will be added or updated for this caller in the Address Book. This field will not be visible if the Show Email Address check box is unchecked in the Label Editor.
23	You can enter the caller's Date of Birth in this field. The Date of Birth will be added or updated for this caller in the Address Book. This field will not be visible if the Show Date of Birth check box is unchecked in the Label Editor.
24	Subject of the message.
25	A free form text field that can also be used for other messages. When you enter text in this field, it can be accessed for other messages (by any user).
26	You can add attachments to messages. If there is an attachment, the number of attachments will be shown in a red circle (which is known as a "Badge").
27	Toolbar for the message text.
28	The message text is where you enter additional details of the call.
29	Your name will be entered here by PhonePad when you create a new message. This cannot be changed.
30	Click the Options button to add the following to message text: Date/Time Stamp, Insert Separator at Top, Insert Separator at Bottom.
31	When checked, some fields will display their keyboard shortcuts when the mouse hovers over them.
32	Click the Send button to send the message.
33	Click the Cancel button to cancel the message.
34	Click the Help button to display online help.
35	Click the Suggest button to invoke Smart Assistance.