The Communications section lists communication records that have to do with the communication with the passenger, such as tasks, summaries of conversations, file attachments. You can attach files to a communication record that are relevant to the task. Each communication record can receive a priority, and then followed up on according to their due dates. Communication records can be assigned to another user.
Communication records can also be used for internal communications within the travel company, such as “reduction is not approved,” or “Issue an invoice.”
Using an add-in component, Communication functionality also includes the ability to attach an e-mail message directly from Microsoft Office Outlookto a specific travel file. As with all activities, the e-mail message can be tracked.
Communication records are also displayed on the Dashboard in the Communications section. When a user
logs into the system, if there are new communications assigned to the
user, a Communication icon (
) appears next to the
user's name in the upper-left corner. Clicking on the icon redirects the
users to the Dashboard, and from there you can open the communication
record, or click on the Travel File
(
)
icon to open the travel file where the communication record is attached
to.
When a new communication record is assigned to the user, in addition to the icon that appears next to the user's name, a pop-up appears on the screen for 10 seconds.
The notification and the pop-up require a predefined configuration in the Administration Tools, in the database definitions. For more information contact your project manager.
In the travel file and in the dashboard, communication records are color coded as follows:
Black: The communication record is active and the due date is in the future.
Red: The communication record is active and the due date has passed.
Green: The communication record is complete.
By default, only active communication records are displayed.
When opening an existing communication record, you can view all the information that is displayed in the Communication section, as well as the history of the communication record, the reason it was opened, the action that needs to be performed, and the duration in minutes the user has been working, and attached files.
The following information can be entered in the Communication section:
Field/Button |
Description |
Section Header |
|
New |
Click this button to create a new communication record. |
All |
Click this button to display all communication records. |
Active |
Click this button to display only the active communication records. |
Section Table |
|
Type |
The communication record type. There are five types of communication records that are hardcoded into the system:
|
Subject |
The subject of the communication record. |
Open |
The creation date of the communication record. |
Due |
The due date of the communication record. |
Priority |
The priority of the communication record. |
Opened by |
The user who opened the communication record. |
Status |
The status of the communication record. |
Task
Phone Call
Meeting
Document/Fax
E-mail
correspondence