Question: Which date field should the system use for the appointment calendar?
By default it uses Nextdate but it can use one of several fields:
The Account Nextdate field
An Additional field
The date/time on a Contact History entry
1. Account Nextdate Field
This is the field that is used to store the call-back date/time. If an appointment has been set, and no more callbacks are needed then this default method works well. This is the simplest method and no special settings need to be configured to work in this way. Click here to check the merge field command to put the date/time into a document.
2. An Additional Field
Using this method means that an appointment date/time can be set and a separate call-back date/time can also be set. Using this method means that only one appointment date/time can be stored. Click here to check the merge field command to put the date/time into a document.
To set this method follow these steps:
Go to Menu, Setup > Field Headings > Account Additional Fields
Find an empty field and enter the name (eg: Appointment date/time)
Click the button on the right:
Set the New Type to be Date/Time
Click the Apply button
Go to Menu, Setup > Database Areas
Select the Area you want to change
Click on the section for Calendar
Select the appointment field from the drop down:
10. Scroll down and click the Save button
To put the field on the Wrapup section:
1. Go to the Menu option, Setup > Field Headings > History Additional Fields
2. Select the appropriate field from the drop downs
3. Tick the box for Clear if you want the field to show as blank when you enter an Account. (Not recommended for Appointment Dates).
4. Tick the box for Mandatory if you need the field to be mandatory every time someone wraps up an Account.
Changes are saved automatically, there is no "Save" button.
After making changes to configurations, it is recommended to reload the area. This will refresh the cache memory for your session.
3. The Date/Time on a Contact History Entry
Because each Account can have multiple contact history entries, it is possible to store multiple appointment date/times in addition to using the Account Nextdate field for the next call-back date/time.
Please note using this method it is not possible to merge the date/time into a document.
To set this method follow these steps:
Go to Menu, Setup > More > Activities. Create a new activity entry (eg, Meeting). Only the Activity name and Description need to be entered. Leave the Increment field blank.
Go to Menu, Setup > Database Areas.
Click the Area you want to change.
Click on the Calendar section.
Set the Appointment Activity to the Activity you just created.
6. Scroll down and click the Save button
When using the Contact History for appointments you must create the appointments manually. The benefit to this is that you can have multiple live appointments scheduled for each account.
There are two places that you can create these appointments. The first is in the Account itself and the second is on the Calendar.
To create these in an account, on the Contact History Tab select Create New History Event:
Which will then prompt this pop up:
You can then enter all of the details required here. Make sure the Activity is set to the Appointment Activity you set in the Database Area.
To create an Appointment on the Calendar first you need to set up the Calendar so that you can create history events from the Calendar.
To do this, go to the Menu option, Setup > Database Areas and select the Area you want to make the Appointments in.
Then choose the Calendar Section.
Make sure that 'Allow history to be entered from calendar' is ticked and Save.
Go to the Calendar via the Menu option, View > Calendar.
You can create Appointments by using the 'Add History' option on the right.
You will then be prompted to search for the account:
After you find the account you will see this pop up appear:
Make sure that the Activity is set to the Activity you have set for the Appointments and fill in the relevant information before saving.