CRM Follow Up Form

The CRM Follow Up Form allows the user to access sales representative-related functionalities in one form.

This menu cascades the usual methods which are typically being used to manage and maintain existing activities from the database. Moreover, this feature serves as a shortcut to bypass in-between steps in the Activity Menu, which have to go through in fulfilling the said tasks.

 

 

View Activities From The Follow Up Form

Go to the CRM module > Follow Up to display the list of existing activities that have been created for a specific entity. You can view, access and update the activities as needed.

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The following table shows the fields found in the form:

Fields	Description
Status Field	Filters the activity list according to the activity's progress state.
Entity Name	Displays the entity code based on the assigned Ship To name in the Customer field.
Contact	Displays the name of the default contact person of the entity.
Subject	The subject line of a specific activity.
Activity Date	The date when the activity was created.
Priority	Shows the activity’s level of urgency.
Details	Specific notes of the said activity. From here users can directly edit/put additional information to make it clearer and more concise.
Telephone	Contact number of the entity.
Status	Shows the current status/progress of the activity.
Due Date	Displays the deadline of the activity.
Complete	Updates the status of the activity to “Completed”.
Email	Prompts users to create and send an email.
Resched	Allows users to create, edit and re-schedule an activity.

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Filter Activities

You can make use of the filter options in the Follow Up form for systemizing your list of activities. This greatly helps you to search, sort and scan the list of existing activities in an efficient and organized manner.

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In sorting the list of activities in the Follow Up Form, you can either use the Filter Criteria or the Status Field option.

FILTER CRITERIA

The Filter Criteria uses specific elements correlating to the activities.

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To sort the activities using the Filter Criteria form, just click the Filter Criteria button. Once the form displays, users may search, filter and sort existing activities from the Follow Up form according to the respective criteria:

Criteria	Description
Sales Representative	Filters the activities based from the assigned Sales Representative.
User Team	Filters the activities based on the in-charge teams/departments.
Include Completed	Sets the filter to show the activities with “Completed” status, along with the entire activity lists.
Due Date From	Assigns the filter’s start date according to the specified Due Date.
Due Date To	Assigns the filter’s end date according to the specified Due Date.

Click the Apply button to view the filtered results in the Follow Up form.

STATUS FIELD

The Status Field sorts out the activities list according to their progress state.

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Create Callbacks, Write Letter and Attach Documents or Notes

The Follow Up form is designed not just for viewing existing activities on the database. It is also fitted with dedicated menus to perform follow up tasks such as creating callbacks, writing business letters and/or memos, attaching documents and creating notes.

CREATE CALLBACK

1. From the Follow Up form, select a specific Entity Name on the list. In this case, we will be assigning a callback to Joe Test.
   
   
2. Click the Create CallBack icon to display the Create CallBack form.
   
   

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3. Set the callback date according to the preferred time and date.
   
   
4. Click OK then Refresh the Follow Up form to apply changes. Notice that the status of the activity has been changed to “Completed”, as it has been duplicated and assigned as “Not Started" in the Callback section of the list.
   
   

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WRITE LETTER

1. From the Follow Up form, select a specific Entity Name on the list.
   
   
2. Click the Write Letter icon to display the Document Editor.
   
   

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3. Compose the word document then click Save.
   
   
   

   You can also save the document to your local drive by clicking the Save As button.

ATTACH DOCUMENTS

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1. To access and attach documents from the database, select a specific Entity Name on the list. We’re going to select Joe Test for this demO.
   
   
2. Click the New Document icon.
   
   

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3. Click the ellipsis > Attach Document > Attach from Document Management.
   
   

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4. Click on the Root folder to view the saved file.
   
   
5. Tick the checkbox of the document/s then click Attach.
   
   
6. Click the Refresh button on top left corner of the form to apply changes.
   
   
7. From here, the attached files can now be viewed by dropping down the details from the Entity Name.
   
   

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CREATE NEW NOTE

1. From the Follow Up form, select a specific Entity Name on the list. We will be using Joe Test again as our Entity.
   
   
2. Click the New Note icon.
   
   

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3. Create and modify as much details as applicable.
   
   
4. Click Save and Close then Refresh the Follow Up form to apply changes.
   
   
5. From here, the attached note can now be accessed by dropping down the details from the Entity Name.

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