Working with
the Contact Manager
Each time that you use the RMS for direct marketing, details of the activities that you perform are recorded within the system.
By using the Contact Manager you can:
- viewing the contact history, including editing contact details
- viewing reminders
- deleting contact history items.
Click the close window button on the top right-hand corner of the window to close the window and return to the RMS desktop after you have finished using the Contact Manager.
Viewing the Contact History
The contact history contains details of the activities that you perform and are recorded within the system.
Click the close window button on the top right-hand corner of the window to close the window and return to the RMS desktop after you have finished using the contact history.
To view the contact history:
1. Click the Contact Manager button in the toolbar on the desktop. After a short wait you see the Contact Manager window. The window is divided into two areas:
- the History list (the area at the top of the window) shows a list of activities such as an E-mail merge or a mail merge that have been performed since the RMS was first installed
- the Detail list (the area at the bottom of the window) shows a list of the individual companies that were contacted as part of an activity that is highlighted in the History list.
2. Search the contact history using one of the following items at the top of the window:
- click on the Last Month, Last Two Months or Last Three Months option buttons to select a standard history period
or:
- click on the From field and select a start date after which contact history items are selected
- click on the to field and select an end date before which contact history items are selected
then:
- click on the Search button to search the RMS database and then display the matching history items.
3. Scroll down the History list to display details of activities in the following columns:
- Note - a description of the activity, such as Sales letter to Dublin restaurants
- Date entered - the date on which the activity took place
- Reminder Date - the date on which a reminder of the activity was requested
- General Notes - additional notes about the activity
- Items - the number of companies contacted for the highlighted activity
- Type - the type of activity, such as Fax, E-mail, or Letter.
4. Click on an activity in the History list to display further details of the activity in the Details list. You see a list of all the companies contacted as part of the highlighted activity in the following columns:
- Customer - the name of the company contacted
- Telephone - the telephone number of the company
- General Notes - additional notes about the activity
- Reminder Date - the date on which a reminder of the company was requested.
To Edit an History Activity:
1. Click on the customer in the Detail list that you want to edit.
2. Click the Edit... button. You see a History Item dialog which displays details about the company and activity.
3. Edit the following details for the activity, as required:
- Date to reactivate - select a date on which you want to reactivate the item
- Time - select a time which you want to reactivate the item
- Notes - additional notes about the reactivation
You can also view and edit about the company using the company details tabs.
4. Click the Save button to save the changes. The dialog is closed and the activity in the History list is updated.
Viewing Reminders
The reminders contains details of the activities for which you have set a reminder. Reminders automatically prompt you to perform a task.
Click the close window button on the top right-hand corner of the window to close the window and return to the RMS desktop after you have finished using the contact history.
To View the Reminders:
1. Click the Contact Manager button in the toolbar on the desktop. After a short wait you see the Contact Manager window.
2. Click on the Reminders button on the left of the window. The Reminders window is displayed.
3. Search the contact history for reminders using one of the following items at the top of the window: -
click on the Last Month, Last Two Months or Last Three Months option buttons to select a standard history period
or:
- click on the between the date field and select a start date after which reminders are selected
- click on the and field and select an end date before which reminders are selected
then:
- click on the Show button to search the RMS database and then display the matching history items.
If you just want to see the reminders set for today, click on the Today button.
4. Scroll down the list of reminders and view them as required.
Deleting History Items
You can delete history items from the RMS database.
Click the close window button on the top right-hand corner of the window to close the window and return to the RMS desktop after you have finished deleting history items.
To delete history items:
1. Click the Contact Manager button in the toolbar on the desktop. After a short wait you see the Contact Manager window.
2. Click on the Delete button on the left of the window. The Delete window is displayed. The window is divided into two areas:
- the History list (the area at the top of the window) shows a list of activities such as an E-mail merge or a mail merge that have been performed since the RMS was first installed
- the Detail list (the area at the bottom of the window) shows a list of the individual companies that were contacted as part of an activity that is highlighted in the History list.
3. Search the contact history for items you want to delete using one of the following items at the top of the window:
- click on the Last Month, Last Two Months or Last Three Months option buttons to select a standard history period
or:
- click on the show all items sent between field and select a start date after which items are selected
- click on the and field and select an end date before which items are selected
then:
- click on the Show button to search the RMS database and then display the matching history items.
You can adjust the size of the displayed items in the Detail list by selecting the size you want from the Size display drop-down list.
4. Scroll down the History list to display details of activities in the following columns:
- Description - a description of the activity, such as Sales letter to Dublin restaurants
- Date entered - the date on which the activity took place
- Reminder Date - the date on which a reminder of the activity was requested
- Notes - additional notes about the activity
5. Scroll down the list of items in the Detail list and select the items that you want to delete.
6. Click on the Delete marked items button. The items are deleted from the history.
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