Tickler/Notes Search Page

 

 Note: It is suggested that a Security Group be set up for Employees and that all visitors requiring access to Tickler/Notes be assigned that Security Group. The Notes settings for the Employee Security Group should be set as follows:

 

Administration of Notes Created by All = Read Only

Administration of Notes Created by User = Edit

 

 

Administrative visitors can search for Tickler/Notes records based on any of the fields listed below. We suggest inputting values for certain selection fields before using the Tickler/Notes Feature. They are the Prospecting Type Field and Action Field. To input values for the Prospecting Type Field and Action Field select Features from the Administration Menu and click on the Notes link.  At the bottom of the Notes Feature Directory Setup page are two links; Available Actions and Prospecting Types. Click on the desired link to add types.

 

A permitted Administrative visitor can search for Tickler/Notes by entering data into one or more of the fields listed below and then clicking on the Search button.

 

• First Name Field - Filters for Tickler/Note Records related to Contact Records whose first name matches the input criteria.

 

• Last Name Field - Filters for Tickler/Note Records related to Contact Records whose last name matches the input criteria.

 

• Company Name Field - Filters for Tickler/Note Records related to Contact Records whose company matches the input criteria.

 

• Contact City Field - Filters for Tickler/Note Records related to Contact Records whose City matches the input criteria.

 

• Contact State Field - Filters for Tickler/Note Records related to Contact Records whose State matches the input criteria.

 

• Contact Zip Code Field - Filters for Tickler/Note Records related to Contact Records whose Zip Code matches the input criteria.

 

• Prospecting Type Field - The Prospecting Type Field filters for Tickler/Note Records with prospecting types that matches the input criteria. The selection values for Prospecting Type Field should be created by Administration prior to use of this feature. To input values for the Prospecting Type Field select Features from the Administration Menu and click on the Notes link.  At the bottom of the Notes Feature Directory Setup page are two links; Available Actions and Prospecting Types. Click on Prospecting Types link to add a Prospecting Types.

 

• Notes Field - The Notes Field is a text wrapping scrollable field. Searching on the Notes field should almost always involve the use of the “*” as a wildcard. For example. “*interested in joining*”. Essentially the entire Tickler/Notes feature is built to support this key field which contains the substance of the record.

 

Contact Actions versus Follow up Actions - Often, Tickler/Notes are created as a simple record of information related to a specific contact or item, sometimes it is a record of a completed task and other times it is a reminder. Contact Action data relates to a record of something that has happened. Follow Up Action data relates to a record that reminds or delegates. It is often relevant to enter data into both sets of fields to note that something was done today and that follow up to that event is required some time later.

 

 

 

• Contact Date Range Fields - By entering a date in the first Contact Date Range field and entering a later date in the second Contact Date Range field, one can search for Tickler/Notes with Contact Dates within the range. While the Created Date or Last Modified auto-filling fields could be used to maintain such data, the field is included for times when a note may be entered on a different from the action occurring but the accurate input of the actual action date is desired or required.

 

• Contact Time Range Fields - By entering a date in the first Contact Time Range field and entering a later date in the second Contact Time Range field, one can search for Tickler/Notes with Contact Times within the range. These fields should be used in conjunction with the Contact Date Range Fields

 

• Follow Up Date Range Fields - By entering a date in the first Follow Up Date Range field and entering a later date in the second Follow Up Date Range field, one can search for Tickler/Notes with Follow Up Dates within the range.

 

• Follow Up Time Range Fields - By entering a date in the first Follow Up Time Range field and entering a later date in the second Follow Up Time Range field, one can search for Tickler/Notes with Contact Times within the range. These fields should be used in conjunction with the Follow Up Date Range Fields

 

• Action Taken Field - The Action Taken Field filters for Tickler/Note Records with Action types that matches the input criteria that were input into the Action Taken Field. The selection values for Action Type Field should be created by Administration prior to use of this feature. To input values for the Action Type Field select Features from the Administration Menu and click on the Notes link.  At the bottom of the Notes Feature Directory Setup page are two links; Available Actions and Prospecting Types. Click on Action Types link to add a Action Types.

 

• Follow Up Action Field - The Follow Up Action Field filters for Tickler/Note Records with Action types that matches the input criteria that were input into the Follow Up Action Field. It uses the same Action Selection List as the Action Taken Field.

 

• Follow Up Completed Field - The Follow Up Completed Field can be set to Yes or No. This field filters for Tickler/Note Records that match the criteria input into the Follow Up Completed Field.

 

• Follow Up Assigned To Field - The Follow Up Assigned To Field filters for Tickler/Note Records that match the criteria input into the Follow Up Assigned To field. The selection list can only contain names from Contact Records where Employee Member Type is checked on the Contact Record. The Contact records of individuals expected to use this feature should by updated by Administration to have the Employee Member Type checked prior to the use of the Tickler/Notes feature.

 

• Created Date Range Fields - The Created Date Field is an autofill field. By entering a date in the first Created Date Range field and entering a later date in the second Created Date Range field, one can search for Tickler/Notes with Created Dates within the range.

 

• Last Modified Date Range Fields - The Last Modified Date Field is an autofill field. By entering a date in the first Last Modified Date Range field and entering a later date in the second Last Modified Date Range field, one can search for Tickler/Notes with Last Modified Dates within the range.

 

• Created By Field - The Created By Field is an autofill field. A permitted Administrative visitor can use the look-up feature by clicking on the look-up icon   . The visitor will be presented with the Contact Search page where he can search for a specific contact. Search results are displayed at the bottom of the page.

 

 

Click on the desired contact name, for example  and the Contact ID is returned to the Created By Field.

 

 

Thusly, one can search for all Tickler/Notes created by a specific visitor.

 

 

• Last Modified By Field - The Last Modified By Field is an autofill field. A permitted Administrative visitor can use the look-up feature by clicking on the look-up icon   . The visitor will be presented with the Contact Search page where he can search for a specific contact. Search results are displayed at the bottom of the page.

 

 

Click on the desired contact name, for example  and the Contact ID is returned to the Last Modified By Field.

 

 

Thusly, one can search for all Tickler/Notes created by a specific visitor.

 

 

• Items Per Page Field - The Items Per Page Field defines the total number of rows of matches that will be displayed in the results window. If the total number of matches exceeds the total defined number of rows then the visitor will need to click the page forward button  located at the top of the results window to see more of the matches.

 

 

• Tickler Noted Directory Link - The Tickler Noted Directory Link accesses the Tickler Notes Directory Setup page.

 

• The Search Button - Clicking on the Search Button causes PORTALPRODIGY to search for Tickler/Notes filtered in accordance to the entries made into the Tickler Notes Search page. To search for all records, don’t enter anything into any of the fields.