Contact Logs report

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Our Contact Log feature allows you to keep running notes for each one of your clients. You can access contact logs from the client's home screen. Look up the client, and you'll see a button on the left called "Contact Logs." If you click on this button, you can add new contact logs for the client, and you can also categorize the contact logs with contact log types, which appear as checkboxes at the top of each log.
 
This report makes sense of your contact logs. It's also a good way to see all of your contact logs at once.

Contents


Report's location

Hit the Reports tab and choose Clients from the tabs on the left. To narrow the list, select Client Accounts from the filters. Then click Contact Logs to open the report. You can always use the search bar at the top right to search for contact logs by name, and if it’s a report you use often, then consider making it one of your favorites

Clients_ClientAccounts.png

If the Contact Logs Report is not listed on the reports page, enable Sales Team Management under Manager Tools => Settings => General Setup & Options => System Settings. Select the box next to Sales Team Management, and click on Update.

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Report's filters

The filters are those things at the top of the screen when the report first loads. They allow you to drill down on specific information regarding the nature of the contact logs, who left the contact log, and who was assigned the contact log.

  • Staff Member: You can have the report show contact logs entered by a specific staff member. Or, if you change the filter to All Staff Members - Summary, the report will list contact logs entered by all of your staff members. If you choose All Staff Members - Summary View, then the grand total for contact logs created will display at the bottom of the report's results.
  • Creation Date Between: You are looking for contact logs entered between a certain date range. If you're not sure of when a certain contact log was created, make the date range really wide (for example, Start Date: 8/20/2010 and End Date: 8/20/2014).
  • Location: You can run the report by specific location or by all locations at once. This filter looks at who created each contact log. If you assign staff members to locations on the Staff Permissions screen, then using this location filter will display the "location" of a contact log based on 1) which staff member created the log, and 2) which location the staff member is assigned to. Contact logs created by staff members not assigned to a location will still show up under the all location filter. The data generated under “All Staff – Summary” will change based on the selected location:
    • If the report is generated for a specific location, the “All Staff – Summary” filter will display only actual staff members. 
    • If All Locations is chosen, then the “All Staff – Summary” filter will include all staff members and all system-generated entries.
  • Group By
    • Created By: This dropdown option will make the report organize the contact logs by the staff member who created them. So, it will list each staff member's name with a list of all of their contact logs beneath the name. (You will definitely get more contact logs generated by the report with this setting.)
    • Assigned To: Every contact log has the option of being assigned to a staff member. If you do allow for contact logs to be assigned, then you can change the dropdown box to organize contact logs and who they are assigned to. Learn more about assigning contact logs.
  • Use Detailed Filters: Clicking on this checkbox makes the following advanced filters appear:
    • Log Types: These are little checkboxes above each contact log that help you categorize the type of note that you're leaving. More on contact log types here.
      • All Subtypes: If you use contact log subtypes, you may select a subtype from the dropdown box once you have selected its respective type.
    • Alerts: Filter the report for contact logs created by individual client alerts.
    • Contact Methods: When a contact log is entered, you can specify the type of contact (phone, in person, email, etc...) that you had with this particular client.
    • Include 'Top Ten Clients' chart: If you check this box, then when the report is generated, a little graph at the top will display clients with the most contact logs per day within your date range.
    • Assigned To: You can force the results to show only logs that are assigned to one of your staff members.
    • Include Overdue Followups: This will force the report to show follow-up logs that have passed their follow-up date. You can also see expired contact logs in the login toolbar.
    • Filter followups by date: If you check this box, then you can force the report to show only contact logs that are assigned follow-ups between the start and end dates you specify.
  • Tagged Clients Only: If you have previously tagged a group of clients, you can check this box to run the report only for them. Learn about tagging clients.
  • Generate: This button makes the report magically appear on the page.

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Understanding the report's results

Once you click on the Generate button, the report will appear according to your filters. The logs are generally grouped under the staff member's name. To understand the report's results, read about the filter options in the Report's filters section, above.

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Permissions that control access to this report

To view and run this report, the following permission must be enabled for you or your staff's login group:

  • Contact log analysis report

To grant or restrict access to this report, just hit the Home tab and select Staff from the submenu. Choose Tools at the top right and click on Staff Permissions.

Staff_Permissions_in_Tools.png

  1. Select a permission group from the dropdown menu.
  2. Click to expand Sales Team Management Permissions.
  3. Check or uncheck the "Contact log analysis report" permission.
  4. Click Update.

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Click here to learn about report icons and date filters.

 










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