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Contact Tracking Maintenance

Paige Freeman
  • Updated

The Contact Tracking Maintenance page can be used to create contact tracking records as well as search for contact tracking records, such as searching for all records with a particular topic to learn how prevalent a request is, or how other staff members resolved a type of situation.  Additionally, from this page, you can create a contact tracking record for an anonymous constituent.

To search for contact tracking records:

  1. From the left navigation menu or from the CRM Central page, select Contact Tracking.
    The Contact Tracking Maintenance page displays, as shown below.
  2. Use the search fields in the Find Contact Tracking section to filter the Contact Tracking results.
    1. The Staff Assigned field will default to the logged in user, but can be changed if necessary. This field displays all staff users, regardless of status (i.e., both inactive and active users display).
    2. Person Contacted is a text box, not a drop-down, because the person contacted may have been manually entered on the contact tracking record if a constituent did not exist.
    3. By default, the Include Anonymous toggle is set to NO. If you want to include anonymous records in the search results, set the toggle to YES. The Constituent column in the search results grid will be blank for anonymous records.
    4. By default, both parent and follow-up child records will display in the search results. If you want to search for parent records only, set the Include Follow-Ups toggle to NO.
  3. Once you have selected your desired filters, select Filter to filter the results in the grid.
    Records are displayed in descending order by the Contact Date column. Anonymous records will display at the top of the grid.
  4. From the results grid, you can:
    1. Select the edit pencil next to the appropriate contact tracking record from the grid to open the contact tracking detail page for edit.
    2. Select the hyperlinked constituent name in the results grid to open the constituent's profile.
    3. Select an option from the contextual menu: Mark as Completed, Add Follow-up, Manage Topics/Subjects, Delete.

For more information, please see Creating and Editing a Contact Tracking Record.

Manage Topics/Subjects

When creating or editing a contact tracking record, you can select which topics and/or subjects apply to that contact tracking record.

  • When creating a contact tracking record, select Save and Manage Topics/Subjects.
  • When editing a contact tracking record, select Save and Manage Topics/Subjects.
  • Select Manage Topics/Subjects from the contextual menu on the Contact Tracking Maintenance page or the constituent Contact Tracking page.

The Manage Topics/Subjects page displays, as shown below.

Use the tabs at the top of the grid to filter between Assigned and Unassigned Topics/Subjects. You can select or deselect the checkboxes next to the corresponding Topics/Subjects to assign or unassign them to the contact tracking record. Your changes are saved automatically on selection or de-selection of a checkbox. Select Done to return to the Contact Tracking page.