Create Follow Up Activity on Contact Record/Call Report

Steps to add a follow-up activity to a new call report:

1. Inside a new call report click on (or scroll down to) the "Finish" tab/section
2. In the section labeled "Schedule a Follow-up activity", you have the option to enter the following information:
   
1. Contact method - What method should be used to contact the client for follow-up.  Options are Phone call, Email, In person, SMS/Text Message, Letter and Other task.
2. Phone number - The phone number to call for follow-up.  This field will be auto-populated if a phone number is placed in the Contact Information section of the call report.
3. Mobile phone number (if follow-up by SMS functionality is turned on) - Number to use to send a text message to, if the follow-up contact method is SMS/Text Message.
4. Name to ask for - Name of the person with whom to follow-up.  This field will be auto-populated if the Name field at the top of the call report is filled out.
5. Try to contact - Number of attempts that should be made to follow-up.
6. Contact attempts made so far - How many attempts have been made to reach the client to follow-up.
7. Instructions and notes - Any details about the call and/or follow-up that need to be relayed to the person or persons who will be following-up with the client.
8. Assigned to - Person who will be conducting the follow-up.
9. Phone calls - It is OK to leave a message - Use to indicate if it is ok to leave a message when following up.  Options are Yes and No.
10. Ok to use caller's info with third parties - Use to indicate if it is ok to follow-up with third parties, and not the client who made the original call.  Options are Yes and No.
11. Follow-up is with - Used to indicate who the follow-up will be with.  Options are the original caller, and Someone else (a third party).
12. Email - Email address to be used if the contact method is Email.
13. Minutes spent on this activity - Used to indicate ow much time is spent on follow-up activities.  This is used to calculate time spent on calls vs. follow-ups in the Statistics area.
    
3. Required fields are marked with a red star (*).
4. If any of the following fields in the "Schedule a follow-up activity" section has a selection made or text entered, then iCarol will require all of them to be filled in:
1. Status - Should be set to Open.
2. Due date - When the follow-up should be conducted.  A date must be entered, but entering a time is optional.
3. Subject - Any text can be entered here, but you may have organization policies and processes that specify what the subject should be.
   
5. Click on the "Submit" button at the bottom of the screen.
   

Important Note: If you only want to add one follow-up activity, follow the steps above as written. DO NOT need to click the "Add New Follow Up" button when adding one follow-up activity. If you do click the "Add New Follow Up" button, the page will refresh and you could potentially lose contact record data. The "Add New Follow Up" button is only to be used if you want to add more than one follow-up activity at a time after saving your contact record, as outlined below.

Steps to add more than 1 follow-up activity to a new call report:

1. Follow steps 1-3 above
2. Click the "Save as draft" button, or click "Submit" and then go back in and edit the contact record
3. After the contact record has been saved, click the "Add New Follow Up" button.  This will cause a chart entitled "Scheduled Follow-ups" to appear at the bottom of the "Schedule a Follow-up activity".  This chart will list the detail of the follow-up that was just added.
4. Fill in the "Schedule a Follow-up activity" section again with the detail of the second follow-up.
5. Click the Submit button at the bottom of the call report, or click the "Add a New Follow up" button again if a third follow-up needs to be added.
   

Steps to add an additional follow-up activity to a call report that has already been submitted via the View screen:

1. Click the call report number of the call report to which you want to add a follow-up activity.
2. On the "view" screen, scroll down to the Follow-up Activities section.
3. Click the "Add a new follow-up activity to this call" button.
4. In the pop-up box, fill in the details of the follow-up call.
5. Click the Save button.
6. Scroll down to the bottom of the call report and click the "Save changes" button.
   

Steps to add an additional follow-up activity to a call report that has already been submitted via the Edit screen:

1. Click the call report number of the call report to which you want to add a follow-up activity.
2. On the "view" screen, click the "Edit" button at the top.  Important Note:  If the user's overall security level is below Supervisor, they will only be able to edit call reports if they have been given permission to do so via the Calls tab of Admin Tools, in the Permissions section.  The call report will also need to have the setting "Editing: Anyone can make edits to call made with this form", found in the Overall call report settings for this form menu when managing the call report form.  If a user cannot see the edit button, then they will need to add a follow-up to the call report via the View screen, as per the steps listed above.
3. Click on the Finish tab, or scroll down to the bottom of the call report to the "Schedule a follow-up activity" section.
4. Fill in the detail of the follow-up.
5. Click the Submit button at the bottom of the screen.
6. More than one follow up activity can be created inside existing call reports by following the same steps as above.