Creating and Editing a Contact Tracking Record for YMCA & JCC Clients – Web Client Help Center

Creating a New Contact Tracking Record

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Creating and Editing a Contact Tracking Record

When viewing a customer record, you can create a contract tracking record directly from the Profile screen. Additionally, you can create and edit contact tracking records from Contact Tracking Maintenance.

To create a contact tracking record from the customer profile:

From the Customer Summary screen, from the Actions menu, select Add New Contact Tracking.
Alternatively, from the customer's Contact Tracking screen, click the New Contact Tracking link.
The Add New Contact Tracking screen will open, as shown below.

Enter the necessary information and click Save.
For a complete description of the fields available on the Edit Contact Tracking screen, please refer to the table below.
Alternatively, select Save and Manage Topics/Subjects. For more information, please see Manage Topics/Subjects.

To create a contact tracking record from Contact Tracking Maintenance:

From the left navigation menu or from the CRM Central page, select Contact Tracking.
The Contact Tracking Maintenance page displays.

Select the +New Contact Tracking link above the results grid.

The Add New Contact Tracking page displays, as shown below.

After selecting a customer in the Contact Tracking for field, the customer's details will populate at the top of the contact tracking record, as shown below.
If no customer is selected in the Contact Tracking for field, the record will be saved as an anonymous contact tracking record.

For a complete description of the fields available on the Add New Contact Tracking page, please refer to the table below.

Screen Element	Description
Contact Tracking for	This field only displays when creating a contact tracking record from the Contact Tracking Maintenance page; it will not display when creating a contact tracking record from a customer's profile. If this field is left blank, the record will be saved as an anonymous contact tracking record.
Person Contacted	For individual customers, the default value will be the selected customer. For company customers, the default value will be the Main Contact defined for the company; otherwise, it will be the selected customer.
On Behalf Of	Provides the user a field to enter and allows the user to select the on behalf of customer, typically the primary employer if defined, for the contact tracking record. The user can search by Name, Customer Class, Customer Type, Postal Code, Customer Id, Status, Phone Number, and/or Email Address. This field is only enabled for individual customers. The field will default to the related customer of the primary employment relationship, if defined.
Operator Branch	Defaults to the branch of the logged in user.
Operator	Displays the staff person that created the contact tracking record. The field will default to the logged in user.
Assigned Branch	Allows the user to select the assigned branch.
Staff Assigned	Allows the user to select the staff assigned to the contact tracking record. Only the active ThreeSixty users are displayed for selection. The field will default to the logged in user. This field is required.
Email	Click this button to send an email to the selected Staff Assigned.
Attach a File	Action to attach files for the contact tracking record.
Contact Date	Provides the user with a field to set the date of contact for the contact tracking record. This field is required and will default to today's date.
Due Date	Provides the user with a field to set the due date for the contact tracking record. This field will default to today's date.
Contact Type	Allows the user to select the contact type for the contact tracking record. Only the description of active codes of the CALL_TYPE type are displayed. This field is required and will default to the primary code for the CALL_TYPE type.
Completed?	Allows the user to determine if the contact tracking record should be marked completed and as of what date. This checkbox will default to unchecked. If the checkbox is checked, the date will default to today's date.
Completed Date	When the Completed option is selected, this date field is automatically populated with today's date.
Mark Private	Allows the user to determine if the contact tracking record should be marked private. This checkbox will default to unchecked.
Topic	Allows the user to select the topic for the contact tracking record. Only the description of active codes of the CALL_TOPIC type are displayed. This field will default to the primary code for the CALL_TOPIC type.
Subject	Allows the user to select the subject for the contact tracking record. Only the description of active sub-codes of the selected Topic code for the CALL_TOPIC type are displayed. This field will default to the primary sub-code for the selected Topic code of the CALL_TOPIC type.
Details	Provides the user with a field to enter the details of the contact tracking record.
Resolution	Provides the user with a field to enter the resolution details of the contact tracking record.
Pertains to Order/Gift	Allows the user to select the order or gift associated with the contact tracking record. The user can search by Product Description, Order Number, Order Date, Order Status, Subsystem, Invoice Number, and/or Product Code. Only order lines in which the customer is the bill-to or ship-to are available for selection.
Market Code	Allows the user to select the market code associated with the contact tracking record. The user can search by Market Code, Description, Valid From, Valid To, Department Code, Campaign Code, and/or Promotion Code. Only active market codes are available for selection.
Key Code	Allows the user to select the key code associated with the contact tracking record. The user can search by Key Code, Description, Subsystem, List Code, Market Code, and/or Campaign. Only active key codes are available for selection.
List Code	Allows the user to select the list code associated with the contact tracking record. The user can search by List Code, List Mapping, Description, Department Code, Creation Method Code, and/or List Created On Date. Only list codes that have not yet expired are available for selection.
Campaign	Allows the user to select the campaign associated with the contact tracking record. The user can search by Campaign and/or Description. Only campaigns that have not yet expired are available for selection.
Fund	Allows the user to select the fund associated with the contact tracking record. The user can search by Fund and/or Description. Only funds that have not yet expired are available for selection.
Appeal	Allows the user to select the appeal associated with the contact tracking record. The user can search by Appeal and/or Description. Only appeals that have not yet expired are available for selection.