ProDon:Task and History Management - Customer Relationship Management (CRM)

Task and History Management - Customer Relationship Management (CRM)

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Introduction

Task and history management is a tool that is integrated to ProDon, which allows you to manage all communications and follow-ups with the clients of the database and to keep a history.

With this tool, it is possible to activate the reminder option on precise date and time in order to receive a notification at the desired time for prompt follow-ups.

Moreover, it is also possible to insert documents (Word, PDF, emails, etc.) directly in a task folder to classify any information specifically related to a follow-up.

Also, if the "Network module" (multi-user) is active, it is possible to manage the accessibility to share information or to assign a task to another team member.

Task Summary when Opening ProDon

To login to ProDon, if the "Network" (multi-user) module is not active, the user name and the password are always the same. If the "Network" (multi-user) module is not active, each user enters his or her own user name and password.

When opening ProDon, this window opens. It contains the task summary " Late", " On time" and " To do later" for the current user.

Reminder Window

This window opens when one or more reminders have been activated in a task. For more details concerning the activation of a reminder, see this section.
A: It is the list of tasks for which reminders have been activated. NOTE: All reminders are always displayed in one window, If this window is open and that there is a new reminder, a line will be added to this list.	B: It is the subject of the task selected at A.
C: The " Open the task" button allows you to open the task selected at A.	D: The " Open reference" button allows you to open the file of the client for whom the task selected at A has been created.
E: The " Clear all reminders" button allows you to close the reminder window and to erase all the reminders at A. NOTE: This function is not recommended, it is preferable to erase the reminders one by one using the button at F.	F: The " Clear reminder" button allows you to erase the reminder window for the task selected at A. If there is only one reminder at A, the reminder window will close after clicking on this button.
G: The " Repeat the reminder" button allows you to erase the reminder selected at A in order for a notification to appear again later. If there is only one reminder at A,  the reminder window will close after clicking on this button. NOTE: Specify, using the drop-down list, in how much time the reminder must be repeated.	H: This button allows you to minimize the reminder window in order to keep the reminders in the window. This way, it is possible to view the reminders at the desired time, instead of repeating the reminders when the time at G is up. NOTE: When a new reminder appears in the window and that the window is minimized, it will blink in orange in the Windows menu bar.

View/Add/Edit a Task for a Client

It is possible to view, modify or create new tasks for a client from many places in ProDon:

• From the home page
• From the shortcut bar
• From the "Client Management"
• From a client file

To add a new task that is identical for many clients at the same time, see this section.

From the Home Page

It is possible to access the "Task and History Management" from ProDon's home page. In this management, it is possible to:

• View the list of all the existing tasks in ProDon;
• View and modify an existing task;
• Add a new task with no reference to a client, for instance, for a follow-up task concerning an internal activity.

To add a new task that is identical for many clients at the same time, see this section.

To access the "Task and History Management", from the home page, click on the "Analysis" menu, then select " Tasks and history".

After clicking on " Tasks and History", see this section.

From the Shortcut Bar

It is possible to access the "Task and History Management" from the home page shortcut bar. In this management, it is possible to:

• View the list of all the existing tasks in ProDon;
• View and modify an existing task;
• Add a new task with no reference to a client, for instance, for a follow-up task concerning an internal activity.

To add a new task that is identical for many clients at the same time, see this section.

A: To access the "Task and History Management", from the home page shortcut bar, click on the button. After clicking on the button, see this section.	B: It is the summary of the tasks for the current user.
NOTE: If the button is not visible in the shortcut bar, see the points C and D of the "Shortcut bar" section of the "Preferences" document.

From the Client Management

From the "Client Management", it is possible to:

• View the tasks of a particular client;
• Add, modify, complete or delete tasks for a client.

NOTE: To learn how to view the list of all the existing tasks in ProDon, see sections "From the Home Page" or "From the Shortcut Bar". To add a new task that is identical for many clients at the same time, see this section.

To access the "Client Management", first click on the home page "Clients" menu, then select " Clients".

After clicking on " Clients", this window opens.
A: It is the list of clients of the database.	B: It is the search bar, which allows you to search for a client on the list at A.
C: The button allows you to access the tasks of the client selected at A. To view a client's tasks in particular, first search for him or her using the search bar at B, then select the client at A, and click on the button. After clicking on the button, this window opens. NOTE: When the button is orange, this means that there is one or more current tasks for the client selected at A. If it is blue, this means that there is no current task for the client selected at A, however, there possibly are "Completed" tasks that remain in this client's history.	D: The  button allows you to add a new task for all the clients on the list at A. To learn about the procedure, see this section.

After clicking on the button from the "Client Management" or from a client file, this window opens.
A: Indicates the name of the client for whom the tasks at E are planned.	B: The "Tasks not completed" tab allows you to see the list of all the current tasks that have been created for the client specified at A.
C: The "Completed tasks" tab allows you to see the list of all the completed tasks that have been created for the client specified at A.	D: The "All tasks" tab allows you to see the list of all the completed and not completed tasks that have been created for the client specified at A.
E: It is the list of tasks (not completed, completed or all tasks - depending on the selected tab) for the client specified at A.	F: The button allows you to add a new task to the list at E. After clicking on the button, this window opens.
G: The button allows you to modify a task from the list at E. To do so, select the task to be modified, then click on the button. After clicking on the button, this window opens. NOTE: It is also possible to double-click on the selected line to open the task.	H: The button allows you to delete a task from the list at E. To do so, select the task to be deleted, then click on the button.

From a Client File

From a client file, it is possible to:

• View the tasks of a client in particular;
• Add, modify, complete or delete tasks for a client.

NOTE: To learn how to view the list of all the existing tasks in the database, see sections "From the Home Page" or "From the Shortcut Bar". To add a new task that is identical for many clients at the same time, see this section.

To access the client file, first go to the "Client Management". To do so, from the home page, click on the "Clients" menu, then select " Clients".

After clicking on " Clients", this window opens.
A: It is the list of clients of the database, double-click on the line of the client for whom a task must be added, viewed, modified or completed.	B: It is the search bar, which allows to search a client in the database at A.

After double-clicking on the client for whom a task must be added, viewed or modified, this window opens.

A: The button allows you to access the client's tasks onscreen. After clicking on the button, this window opens. NOTE: When the button is orange, this means that there is one or more current tasks for the client onscreen. If it is blue, this means that there is no current task for this client, however, there possibly are "Completed" tasks that remain in the client's history.

After clicking on the button of the "Client Management" or of a client file, this window opens.
A: Indicates the name of the client for whom the tasks at E are planned.	B: The "Tasks not completed" tab allows you to see the list of all the current tasks that have been created for the client specified at A.
C: The "Completed tasks" tab allows you to see the list of all the completed tasks that have been created for the client specified at A.	D: The "All tasks" tab allows you to see the list of all the completed and not completed tasks that have been created for the client specified at A.
E: These are the tasks that are not completed for the client specified at A.	F: The button allows you to add a new task to the list at E. After clicking on the button, this window opens.
G: The button allows you to modify a task in the list at E. To do so, select the task to be modified, then click on the button. After clicking on the button, this window opens.	H: The button allows you to delete a task in the list at E. To do so, select the task to be deleted, then click on the button.

Task and History Management

After clicking on " Tasks and history" from the "Analysis" menu of the home page or on the button of the shortcut bar, this window opens.
A: The "Tasks not completed" tab allows you to see the list of all the current tasks. NOTE: If either a current view or a filter is applied, only the tasks meeting the criteria are visible.	B: The "Completed tasks" tab allows you to see the list of all the completed tasks. NOTE: If either a current view or a filter is applied, only the tasks meeting the criteria are visible.
C: The "All tasks" tab allows you to see the list of all the completed and not completed tasks. NOTE: If either a current view or a filter is applied, only the tasks meeting the criteria are visible.	D: It is the list of tasks for the selected tab.
E: It is the search bar, which allows to search on fields/columns of the list at D.	F: Allows you to produce reports. NOTE: Two integrated reports are available; the "Summary list of tasks" and the "Task details". Furthermore, it is possible to create custom reports.
G: Allows you to filter the tasks of the list at D. For more information concerning the filters, see the "Filter Data (Queries)" document.	H: The button allows you to add a new task to the list at D. NOTE: By adding a task from the "Task and History Management", the task will not be linked to a client. It is therefore possible to create the task for internal follow-up. However, when the addition window opens, it is possible to click on the button to add a client as a reference. After clicking on the button, this window opens.
I: The button allows you to modify a task in the list at D. To do so, select the task to be modified, then click on the button, After clicking on the button, this window opens. NOTE: It is also possible to modify a task by double-clicking on it.	J: The button allows you to delete a task in the list at D. To do so, select the task to be deleted, then click on the button.
K: Allows you to export to Word, Excel or Text file, the information at D. For more information concerning export, see the "Exporting and Merging Data" document.	L: The button allows you to open the file of the client for whom the task selected at D has been created. To do so, select the desired task, then click on the button.

Configuring / Editing a Task

After clicking on the button or on the button in the viewing window of the tasks planned for a client (accessible via the "Client Management" or a client file) or in the "Task and History Management" (accessible via the home page or the shortcut bar), this window opens.
A: Allows you to choose in what time interval the task should be performed.	B: Allows you to specify the start date and time of the task. NOTE: By clicking on the drop-down menu, a calendar appears in order to select the date. It is also possible to enter it manually.
C: Depending on the selection made at A, this field allows you to specify the deadline date and time. NOTE: By clicking on the drop-down arrow, a calendar appears allowing you to select the date. It is also possible to enter it manually. CAUTION: It might be possible that this field is not modifiable, depending on the choice made at A.	D: Allows you to indicate an approximate time for the completion of the task.
E: The button allows you to activate a periodicity for the task or to create the same task for several dates. After clicking on this button, [[ProDon:Task and History Management - Customer Relationship Management this window opens. NOTE: This button is only visible when adding a new task or when opening a periodic task.	F: Allows you to choose the type of task. It is possible to choose one that has already been created by clicking on the drop-down arrow or to create a new one by clicking on the button.
G: Allows you to write the subject of the task. Choose a subject meaningful enough so that the task can easily be found in a subsequent search.	H: The button allows you to link a task to a main task. If the current task is the main task and that you need to link it to a secondary task, see this section.
I: It is the ID number "Identification number" of the task. NOTE: This number is generated automatically and is not modifiable.	J: Allows you to specify the priority level of the task.
K: The button allows you to assign the task to a client or to modify the client who already is a reference. After selecting the client, his or her name is entered at M.	L: The  button allows you to erase the client specified at M. Therefore, the task will no longer be a reference for any client.
M: It is the name of the client to whom the task is linked.	N: Indicates the task status.
O: The button allows you to duplicate the information of another task.	P: The button indicates that the task is to be done.
Q: The  button indicates that the task is in progress.	R: The button allows you to complete the task. NOTE: When a task is complete, it remains in the client's completed tasks history.
S: The button allows you to cancel the task. NOTE: When a task is cancelled, it remains as history in the completed tasks of the client with the "X" code, stating that the task has been cancelled.	T: The button is visible only when a task is open in the "Task and History Management". It allows you to quickly open the client file in order to have that person's information to be able to contact him or her. NOTE: When you open a task from a client file, you only need to close the window to be back in the file.
U: The button allows you to view the folder containing the documents linked to the task. To learn how to add documents to this folder, see the ""Documents" Tab" section.	To pursue with the configuration using different tabs of the task window, see the sections ""Reminder" Tab", ""Add/Edit" Tab", ""In Progress" Tab", ""Completed" Tab", ""Description" Tab", ""Accessibility" Tab", ""Documents" Tab", ""Characteristics" Tab" and ""Linked Tasks" Tab".

"Planning of a periodic task/Generation of a batch of tasks" Window

The following window opens after clicking on the button of this window.

"Planning of a periodic task" Tab

This tab allows you to configure a task in a periodic way.

A: Allows you to specify the date of the first task.	B: Allows you to specify for which day of the week the task must be created. In this example, the task must be performed on Friday.
C: Allows you to choose the frequency with which the task has to be performed. In this example, the task must be performed every other week.	D: Allows you to choose the number of times the task has to be performed. In this example, the task has to be performed 14 times, so until August 31st. It is also possible to repeat the task indefinitely.
E: It is the detail of the task periodicity.

"Generation of a batch of tasks" Tab

This tab allows you to generate a batch of tasks. A batch of tasks is configured in the same way as a periodic task, but may contain exceptions.

"Generation" Tab

A: Allows you to specify the date of the first task.	B: Allows you to specify on which day of the week the task must be created. In this example, the task must be performed on Friday.
C: Allows you to choose the frequency at which the task must be performed. In this example, the task must be performed every other week.	D: Allows you to choose the number of times the task must be performed. In this example, the task will have to be performed 7 times, so until August 31st. It is also possible to repeat the task indefinitely.
E: It is the detail of the task periodicity.	F: The " Generate" button displays at G the dates meeting criteria A, B, C and D.
G: These are the dates on which tasks will be created. It is possible to delete dates using the buttons at H and I, to add dates that meet the periodicity criteria at A, B, C and D or to add the desired dates from the "Calendar" tab.	H: The button allows you to delete a date of the list at G. To do so, select the date to be deleted at G, then click on the button.
I: The button allows you to delete all the dates of the list at G.

"Calendar" Tab

A: It is possible to add a date to the choices of the list at B in order to create a task for this date. To do so, select the date in the calendar, then click on the " Add".	B: These are the dates for which the tasks will be created. It is possible to delete dates using the buttons at C and D and/or to add dates that meet the periodicity criteria at A, B, C and D of the "Generation" tab or to add the desired dates using the calendar at A.
C: The button allows you to delete a date of the list at B. To do so, select the date to be deleted at B, then click on the button.	D: The button allows you to delete all the dates of the list at B.

  "Task repeated at intervals" Tab

This tab allows you to repeat a task each time it is completed or cancelled.

A: Select the number of interval days between the end date of a task and the start date of the other. In this example, when the task is completed or cancelled, a new task will be created, then its start date will be in 7 days.	B: It is the detail of the interval for the repetition of the task.

"Reminder" Tab

This tab allows you to plan the date and/or time when a notification must appear, in order to do a prompt follow-up.

A: If this box is checked, a reminder will be activated for this task.	B: If this box is checked, it is possible to choose how much time before the beginning of the task the reminder window must appear.
C: If this box is checked, it is possible to choose the date and time when the reminder window must appear.	When a reminder is scheduled, this window opens on the date and time specified at B or C. NOTE: To receive notifications and to see the reminder window, the software has to be open. It is therefore not necessary to be in ProDon.

"Add/ Edit" Tab

A: Indicates which ProDon user created the task, as well as the date and time at which the task was created.	B: Indicates which ProDon user last modified the task, as well as the date and time at which the last modification was done.

"In progress" Tab

A: Indicates which ProDon user has placed the task in progress, as well as the date and time when it was placed in progress. NOTE: When a task is "In progress", it is because the button of the task is active. For more information, see point Q of this window.

"Completed" Tab

A: Indicates which ProDon user has completed the task, as well as the date and time when the task was completed. NOTE: When a task is "Completed", it is because the button has been activated. For more information, see point R of this window.

"Description" Tab

This tab allows you to enter all documentation on the follow-ups made in relation to the task.

A: The button allows you to add the date, time and name of the ProDon user at C. By clicking on this button before entering follow-up notes, it is always possible to know the date, time and the person who performed the follow-up. The button allows you to add only the date and name of the ProDon user at C. NOTE: If the "Network Module" is not active in ProDon, the name of the user will not be entered since there can only be one user.	B: The button allows you to add a text template at C. In this example, the text template was added at C, at the top and it indicates the steps to follow for a sponsorship follow-up. By clicking on this button, a window opens for you to choose among the list of templates available. To create a new text template, see point E.
C: It is the place where to enter all the follow-up notes. By using the buttons explained at A before each follow-up, the date, time and name of the user could be added.	D: The button allows you to open the window for sending emails. The task subject is entered automatically in the email subject and the follow-up at C, will be entered automatically in the email.
E: The button allows you to modify the information entered at C and to create a new text template. After clicking on the button, this window opens. NOTE: It is faster to write it directly at C.

After clicking on the button, this window opens.
A: It is the follow-up to be performed for this task.	B: The " Text template" button allows you to add, at A, an existing text template or to create a new text template. After clicking on this button, this window opens.
C: The " Print" button allows you to print the information at A.	D: The " Cancel" button allows you to cancel the modifications that have been made.
E: After modifying, viewing the information at A or adding a text template at C, click on the " Confirm" button to confirm the modifications.

{{Anchor||description3}}After clicking on the " Text template", this window opens.
A: These are the existing text templates.	B: The "New" button allows you to create a new text template. After clicking on this button, this window opens.

{{Anchor||description4}}After clicking on the "New" button, this window opens.
A: Allows you to specify the code for the new text template.	B: Allows you to specify a description for the new text template.
C: Allows you to create a new text template.	D: After specifying all the necessary information at A, B and C, click on the " Confirm" button.

"Accessibility" Tab

This tab allows you to determine which user(s) can see and modify the task.

A: Allows you to choose to which ProDon user the task must be assigned.	B: Allows you to specify which ProDon user(s) could view the task. NOTE: When the "Network" (multi-user) module is active, the users can be part of a group of users.
C: Allows you to specify which ProDon user(s) could modify the task. NOTE: When the "Network" (multi-user) is active, the users can be part of a group of users.	NOTE: To be able to use this tab, it is necessary that the "Network" (multi-user) module has been activated.

"Documents" Tab

A: It is the list of all the documents attached to the task.	B: The button displays the search bar.
C: The button displays the arborescence of the folder in which the documents at A are saved.	D: The button allows you to add a document to the list at A. After clicking on the button, select the document that must be added to the task. After selecting desired document,this window opens. NOTE: It is also possible to select a document and to drag it into the task.
E: The button allows you to modify the title of the documents at A. To do so, select the document for which the title must be modified at A, then click on the button. After clicking on this button, this window opens.	F: The button allows you to remove a document from the list at A. To do so, select the document to be removed at A, then click on the button. After clicking on this button, this window opens.
G: The button allows you to open a document at A. To do so, select the document to open, then click on the  button. NOTE: It is also possible to double-click on the line of the document to open it.	H: The button allows you to synchronize the documents displayed at A with the task folder. For more information concerning the task folder, see point U of this window. For instance, if you remove a document directly from the task folder on your computer, it will not be automatically removed at A. After clicking on the button, it will disappear from the list at A.

{{Anchor||documents2}}After clicking on the button, this window opens.
A: It is the initial location of the document in the computer.	B: It is the location toward which the document will be moved or copied.
C: Allows you to copy a document from the location at A, to the location at B.	D: Allows you to move the document from the location at A, to the location at B.
E: Allows you to name the document.	F: After specifying all the information at C, D and E, click on the " Confirm" button.

{{Anchor||documents3}}After clicking on the button, this window opens.
A: It is the current title of the document.	B: Allows you to give the document a new title.
C: To confirm the title modification, click on the " Confirm" button.	D: To cancel the title modification, click on the " Cancel" button.

{{Anchor||documents4}}After clicking on the button, this window opens.

{{Anchor||documents5}}By clicking on the " Yes" button, this window opens and the document is removed from ProDon. By clicking on the " No" button, the document remains in ProDon's list of documents.

By clicking on the " Yes" button, the document will be removed from the list of documents in ProDon and from the task folder on the computer. By clicking on the " No" button, the document will be removed from the list of documents in ProDon; but not from the task folder of the computer,

"Characteristics" Tab

A: It is the list of characteristics for this task.	B: The button allows you to add a characteristic to the list at A. NOTE: The characteristic must have previously been created in the "Chararteristic Mangement". To learn how to create a characteristic, see the "Characteristic Management" document.
C: The button allows you to add a group of characteristics to the list at A. NOTE: The group of characteristics must have previously been created in the "Characteristic Management".	D: The button allows you to modify the value of the characteristic or of the group of characteristics to which the characteristic is assigned. To do so, select the characteristic to be modified at A, then click on the button. NOTE: It is also possible to double-click on the line of the characteristic to modify it.
E: The button allows you to delete the characteristic from the list at A. To do so, select the characteristic to delete at A, then click on the button.	F: The button allows you to delete a group of characteristics from the list at A.

"Linked Tasks" Tab

A: It is the list of tasks that are linked to the current task.	B: It is the description of the task selected at A.
C: The button displays the search bar.	D: The button allows you to add a new task that will be linked to the current task.
E: The button allows you to link an existing task in ProDon to the current task.	F: The button allows you to open the file of a linked task in order to modify or to view it. To do so, select the task to be modified at A, then click on the button.
G: The button allows you to open the linked task folder. To do so, select the task for which the folder must be viewed at A, then click on the button.	H: The button allows you to link the current task to an existing main task in ProDon.
I: The button allows you to delete the link between both tasks.

Adding an Identical Task for Many Clients at the Same Time

To add a task that is identical for many clients at the same time, you need to go to the "Client Management".

To do so, click on the home page "Clients" menu, then select " Clients".

After clicking on " Clients", this window opens.
A: Search, using the search bar, all the clients for whom an identical task must be added. NOTE: Clients can also be searched using a filter or a customized list.	B: It is the list of clients for whom an identical task will be added.
C: It is the number of clients for whom the task will be added.	D: After searching all the clients for whom an identical task must be created, click on the button.

After clicking on the button, this window opens.

The number of clients for whom the task will be created is entered automatically. A task that is created for many clients and a task created for one client can be configured in the same way. To learn how to configure this window, as well as all the tabs, see the "Configuring / Editing a Task" section.

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Document name: ProDon:Task and History Management - Customer Relationship Management (CRM)
Version : 4.6.7.22

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