Correspondence

In Dataforce ASAP, correspondence is a method of keeping notes on an appointment, typically for customer communications outside of Dataforce ASAP. These notes can record:

  • Inbound Calls.
  • Outbound Calls.
  • Comments.

These notes are then visible from the summary screen and correspondence screen. A creation record is kept in the appointment history.

All correspondence must have a reason; which can be added or updated through Dataforce ASAP.

On creation, correspondence can create job issues and notify selected recipients (user or field workers).

Adding Correspondence

  1. Select an appointment.
  2. Select the Correspondence tab.
  3. Fill the following information and select Add Correspondence:
Field Description
Correspondence Type A pre-defined list of correspondence types that describe the communication.
Reason A description of why the external communication was necessary. These reasons are defined in Dataforce ASAP and can be of the type complaint which will display a separate, user-defined complaint list.
Correspondence Body This is the text of the correspondence itself.
Create Issue Will add an issue to the job using this correspondence as a base.
Notify An option to email users and datafiles a notification of the correspondence.

Updating Correspondence

  1. Select an appointment.
  2. Select the Correspondence tab.
  3. Select a correspondence from the list.
  4. Update the correspondence body, type or reason.
  5. Select Edit Correspondence.

Reasons

Reasons are options that can be selected when creating an appointment correspondence. The typically consist of options such as:

  • Phone Audit Attempt.
  • Survey Attempt.
  • Enquiry - Extra Devices.
  • Complaint.
    • Cleanliness.
    • Installation Problem.

As can be seen, reasons can be the complaint type which will display a separate, user-defined complaint list.

Adding / Updating Correspondence Reasons

  1. Open the Correspondence Reasons Management screen through Admin Basic Configuration Correspondence Reasons
  2. Fill the following information and select Add or Update Correspondence Reason.
Field Description
Description The correspondence reason text.
Make Default If selected, this reason will become selected by default.
Is Complaint Type If checked. When selected, a second list of correspondence complaints wil become available.

Adding / Updating Correspondence Complaint Reasons

To create or modify a correspondence complaint reason:

  1. Open the Correspondence Reason Complaint Management screen through Admin Basic Configuration Correspondence Complaint Reasons
  2. Add or update the reason text in the description field and select Add or Update Correspondence Complaint Reason.

Where to Next?