Sending an email from CompleteEmpire with CREF included from a Contact Log in the General Account.
What is a Contact Log - a contact log is a record of an interaction between you and your client (account) it can be in the form of an email or email chain or a simple message added to the account or work associated with the account.
What do we mean when we say 'to the general account' ? Any activity or communication that does not relate to a specific work area or activity. I.e. not related to Tax, Sales, Developments etc.
For example, a general contact log may be a casual call from or to the client requiring an email response, and is just to be recorded on the General Account for information purposes.
Create a new contact log
- Using the Search Panel or Super Search find the account required
- Double click to open the Account View.
- Click [Create New] - Opens the drop down menu.
- Click {Contact Log} - Opens an New Contact Log options window.
- Select {For the general account of xxxxxx} - typically for contacts unrelated to a specific work area task.
Or
- Select {For a different client account} - use if you are creating a new contact log for a different client account.
- Click [OK] too proceed to the New Contact Log window.
Details Tab
- Complete New Contact Log fields as necessary, click [Next].
- Click [Next] to open the Entry tab.
Entry Tab
- Complete Entry fields as necessary.
- Tick {Would you like to send as an email?} tick box.
- Click [Next] to got the Appointments tab
- Click [Finish] to close the window.
If you wish to send the Contact Log as an email then it is a requirement to tick the {Would you like to send as an email?} tick box.
When you create a Contact Log you will now see the option to “Load Template” or “Save Template”. This will allow you to retrieve a previously saved template (including attachments if used) or save a new one for later access & use.
Once selected, a template can be modified to suit the new communication.
You can send this as an email by selecting the “Would you like to send as an email”. If you chose this option you can add recipients (that are in system as Accounts) and when sent the important CREF code will be added automatically. Any further emails in the chain made using Microsoft 365 Outlook will be automatically assigned to the contact log when you later import your emails.
Using templates will allow you to increase the speed and efficiency of Contact Log Entry & Email communications.
Templates are personal, so only you will be able to see your saved templates. All templates will be visible across all of your Profiles, so no need to switch profiles to find your required template.
Following shows how the CREF is now included in the Contact Log and the email sent to to recipient.
- Contact Log with CREF added.
- CREF added to the subject line of a email.
Please take note:
- Currently importing and synchronising emails between Outlook and CompleteEmpire is a manual process.
- Emails imported into CompleteEmpire will not include attachments. They can be added manually to the DMS if necessary.
- Emails must originate from within an account attached to a contact log.
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