Operation note

Operation note

Description

On the one hand, an activity note documents a completed activity(activity), such as a conducted meeting, an activity instruction or a written letter, but on the other hand, it also documents a planned activity(planning). If an activity note is marked as "planning", it automatically receives the status "resubmission" from the selected business process, if there is one. These resubmissions can then be called up via the "My resubmissions" list and checked by interval.

Both activity and planning can be active or passive. Active transactions are outgoing from the own company to a partner. Passive transactions are incoming from an external partner to one's own company (e.g. customer calls me, customer writes an e-mail to me, etc.). Activity or planning can be marked as "completed" to track processing.

One or more recipients can be assigned to an activity note. For each individual recipient, a document is printed or an e-mail or fax is sent. Depending on what is selected as the type of transaction (letter, fax, e-mail, etc.), the corresponding contact information is output next to the name of the recipient, i.e. address, fax number or e-mail address. This means that transaction notes can also be used, for example, to create serial letters. These can be changed via the context menu on the corresponding line.

Any number of transaction notes can be assigned to all business objects - organised via transaction folders. A business object can be, for example, a partner, a partner function (e.g. supplier), a part, a part function (e.g. the production function), a parts list, etc. or even another document, such as an order, an invoice or another transaction note. On the other hand, each operation note itself can be linked to any number of business objects. The transaction notes are then posted in these transaction folders and thus support the workflow of information.

Transaction notes can also be created directly from a business object by specifying the transaction type (note, letter, telephone call, etc.). If the transaction type is letter, fax or e-mail, the business object (the partner or partner function) is automatically entered as the recipient, otherwise only its transaction folder is automatically registered in the transaction note.

If the business object is a contact person, the transaction folder of the contact person's company or the company function from which the contact person was called is also inserted next to the transaction folder of the contact person.

With transaction notes, customer contact management in the sense of CRM functionality is possible: storage of information about e.g. telephone calls, correspondence and e-mail communication with the customer(activities), or planning with usually a resubmission, e.g. to promote marketing/sales campaigns.

Any number of external documents can be added to a transaction note. Word texts, Excel tables and drawings are displayed directly and the objects can be edited by double-clicking. To show on each page whether external documents have been added to a transaction note, their number appears directly on the corresponding tab. The list shows both the type of file and the application registered for this type.

For security reasons, the documents added here are assigned directly to the transaction note and are not maintained as associations within the document history.

Furthermore, a description can be entered for each external document (via the 'Description' button). As a last piece of information, the file name under which the file was/is stored on the hard disk is also entered.

All attached files are sent as attachments when they are sent by e-mail. The processing of all Microsoft Office file types is guaranteed by default.

In order to create document chains (for one and the same activity/planning), follow-up documents can also be created from an activity note. These are used, for example, to track the customer contact regarding a topic, e.g. first telephone call - info mail sent - second telephone call - presentation - third telephone call, etc. The links between a transaction note and its predecessor or successor documents are displayed in the document links tab.

Each transaction note is assigned to a business process and can assume different statuses, which are controlled manually. New business processes can be created for the transaction notes at any time. The indicator of the new business process must start with "TXN_NOTE_WFL" to be recognised as a transaction note process.

The field"Processor" identifies the employee or cost centre who must complete this "task" or in whose processes and possibly resubmissions this activity note is posted.

You can find information on printing task notes here.

Functionality

• Input window
  
• Serial letters or circulars with personal cover letters
• Emails with Cc/Bcc recipients and circulars
  
• List window
• Selection window
• Options window
• Resubmission of tasks (actions)
• Wizzard task notes

Input window

This window is used to maintain transaction notes. You can select an operation note by entering the number of the desired operation note in the "Number" field and confirming with RETURN.

When creating an activity note, the date, time, type, creator and editor (from the logged-in user) and - if not specified otherwise - the activity folder of the user - are predefined. If a recipient is selected, the process is also registered in the recipient's process folder. The process note number is automatically assigned after saving the process note.

The text field ("Message" field) of the receipt can also be entered in Word format. This happens automatically when you create the document as a letter or fax ("Transaction type" field, but only if transaction type is "active") or when you call up the menu item manually (Edit -> Format -> MS-Word).

Saved transaction notes can be copied or a follow-up document can be created:

• Copy: The operation note is copied. Date and time are updated. The recipients, all transaction folders, the message text and the external documents are also copied.
  
• Successor document: A new transaction note is created as the successor to the original document. The current user is entered as the creator and editor. Only the recipients and transaction folders are transferred to the successor document, the transaction type remains in the successor document. The original document is automatically set to completed.

Toolbar

Icon	Description
	Changes to the operation note are saved.
	Creates a new operation note
	Deletes the displayed operation note
	Creates a copy of the current operation note
	Creates a successor document to the current operation note.
	View the document history of the current transaction note.
	Print, fax or send transaction note by OLE via e-mail (The context menu that opens is described here ).
	The selected text modules are inserted into the message. Button is only visible if the field "Message" is set to Word.
	The selected document components are inserted into the message. Button is only visible if the field "Message" is set to Word.

Fields

Field	Description
Document data
: document	-
: : number	Transaction note number. Via the buttonsor. the predecessor or successor documents directly linked to this document can be called up.
: : Created on	Date of creation of the transaction note
: : at	Time of creation of the operation note
: : creator	Creator of the activity note (can be identical with the processor of the activity note)
: : workflow	Selection of the workflow for the activity note. The statuses of the workflow selected here are displayed in the "Status" field. A workflow can be selected by default via the options window.
: Task	-
: : operation type	The following types are preset Type of task note, such as memo, letter, phone call, e-mail, meeting, etc. If the task type is changed to letter or fax and the task type is set to "active", the "Message" field is automatically changed to Word.
: : Transaction type	"Activity" for a transaction that has taken place or one that will actually be carried out in the future. "Planning" is generally intended for a future, but rather vague activity. This tends to be the case, for example, when "others" are responsible for the supposed activity (identifier "passive"). Activities that have been carried out, as well as plans that have not been carried out but are no longer to be carried out, are closed with the completed identifier. The status then also automatically changes to "Done". If the transaction type is an "activity", the date of the transaction note is a transaction date, for "planning" it is a resubmission date. It is possible to inform the agent automatically when the resubmission date/time is reached; for this, the interval check for resubmission dates must be activated in the client and/or user.
: Active or passive	An "active" process is initiated by the processor, a "passive" process by the partner(s): the labelling of the tab changes accordingly from "recipient" to "partner" and vice versa.
: : date of transaction or resubmission	Processing or resubmission date (date periods are also allowed). The button sets the current date as the date in the field
: : time	processing time-(room). The button sets the current time in the field
: : status	If the process has statuses, these can be selected manually. As a rule, a process note is then (manually) assigned an (end) status if it is the end of a document chain
: : Completed : : Completed- "Date"	The action / operation note can be marked as completed here, causing the Completed- "Date" field to appear with the current date. Date on which the action/transaction/transaction note was completed.
: agent (internal)	-
: : agent	Processor of the operation (can be the same as the creator of the document). Can be an employee or a cost centre.
: Partner (external)	If the transaction note has only one recipient or transaction folder, this data is output in this group for viewing only. Otherwise, a note is output that there is more than one recipient/transaction folder.
: : partner	Output the name of the first company found in the recipients or in the list of transaction folders.
: : contact person	Output of the name of the first contact person found in the recipients or in the list of transaction folders. If the first contact person found is the processor of the transaction note, the next contact person is output.
: : correspondence	Output of the first correspondence (depending on the activity type: in the case of a letter, the street address or P.O. box address, in the case of an e-mail, the e-mail address, etc.) of the first contact person found in the recipients or in the list of activity folders.
: : subject	The subject text is automatically used as a document variable in Word texts { DOKVARIABLE description }
: message	Text or Word document Text or word documents with variable content
: : Set timestamp	This button sets a timestamp as the top line in the text. An already existing text is set with blank lines below it. If the transaction type is an activity, the transaction date and - if already set - the time are also adjusted accordingly.
Recipient	With the option "Free sorting" the list of recipients can be sorted as desired by the columns, with the option "Fixed order" the original order is restored and the columns cannot be sorted. If one or more recipients have been selected, then by pressing the button a new e-mail is created with the corresponding e-mail addresses of the selected recipients. Only those recipients are taken into account who actually have an e-mail address. The Insert button opens a context menufor inserting partner objects of different types. Recipients selected individually or several times can be removed from the list with the "Remove" button, but their process folders are not automatically removed.
: Recipient	Recipients of the message; when printing, a document is printed for each recipient. Recipients can also be inserted by drag&drop, whereby the partner itself (company or person) is taken over as the recipient in the case of partner functions, the contact person at the customer in the case of offers or orders, and the employer in the case of contact persons. If there is a contact person next to the company, this person is added as the contact person of the recipient. Classification terms with objects of the type described above are inserted accordingly. The respective transaction folder of the company or person is automatically inserted for the recipient (see also next field), except for interested parties, in which case the transaction folder of the interested party is inserted.
: In the activity folder of	A transaction note is stored in the respective transaction account of these objects. In the column "Folder type", the symbol a subfolder and with the symbol symbolises the task folder itself
External documents
: OLE document	The number of External (attached) objects is displayed on the tab. The objects can be edited by double-clicking on them. For security reasons, the documents shown here are assigned directly to the transaction note and are not maintained as associations within the document history.
Document associations
: Direct predecessors	Output of all predecessor documents. Any documents can be set as predecessors in the list by drag&drop. The link to a transaction note can be released using the right mouse button
: Direct successor	Output of all successor documents. Any documents can be set as successors in the list via drag & drop. The link to a transaction note can be released by means of the right mouse button
: Documents of the transaction folders	All documents of the transaction folders linked to this transaction note are listed. This list provides an overview of all documents in the transaction folders that are linked to this document. With the button the listed transaction notes can be copied to the clipboard.

Buttons

Button	Description
Document data
: document	-
: : creator	Call up the selection window of the employees
: : process	Call up the selection window of the business processes
: process	-
: : operation date/resubmission date	Sets the session date
: : time	Sets the current time
: : agent	Call up the selection window of the employees
: message	-
: : Change format	Switch message format between Word and text.
: : HTML Text : : Alternative cover letter (Alt. cover letter)	This button is displayed if the message is of the type (e-mail or circular). If this is the case and a message of the type "Text" was entered, you can generate the message in HTML format via the button"HTMLText". In this case, the normal message text is only the plain text, but only the HTML text is responsible for creating the email. If the message is of the type "Word", another coverletter of the type "Text" can be stored via the button "Alternative cover letter". The reason for this is that when the message is sent (directly from Word or via a document), a PDF is generated and attached to the mail. To personalise the cover letter, the alternative cover letter can be used. If this is not defined, only the text "See attachment" appears in the mail.
: : Refresh	Update Word document (e.g. after changing the recipient).
: : Preview	Output is created via the document and displayed as a print preview.
Recipient/Partner
: Recipient	-
: :	An Outlook email is opened with the addresses of the selected recipients. If a contact person exists, his or her email address is used, otherwise that of the company. This function should only be used for a quick contact, otherwise a follow-up or a new process note should be created.
: : Insert	Call up the context menu for inserting recipients.
: : Remove	Selected recipient is deleted
: In process folder of	-
: : Insert	- from selected recipients (if none is selected, all are taken over). - Staff - user - person - Contact person - Company - Insert company / contact person via the corresponding selection window. - Insert sales cost object (project)
: : Move	-
: : : To task folder of another role of the same partner.	Allows you to move an activity note from one role of a company (e.g. prospect role) to another role of the same company (e.g. customer role).
: : : To the transaction folder of a cost unit of the same partner.	The selected task folder is replaced by the task folder of one of the cost units assigned to the company or one of its roles
: : Remove	Remove selected entry
External documents
: OLE document	-
: : description	A descriptive, commenting text can be added to the loaded (external) document.
: : Insert	Depending on the selection of the context menu, a file or an email selected in Outlook can be inserted as an external document in the transaction note. An external document (e.g. Word or Excel) is transferred to the database and assigned to the activity note. If only one document is assigned to the activity note, this document is displayed directly in the window, otherwise a list of the assigned documents is displayed.
: : Delete	The document selected in the list or displayed in the window is deleted.

Serial letters or circulars with personal cover letters

A transaction note can be used as a form letter or circular mail if several recipients are inserted in the recipient tab. In this way you can, for example, invite people to a trade fair or carry out comparable marketing campaigns. Now you want to address each addressee personally in your circular. A standard "Dear Sir or Madam" letter is not enough for you. You can implement this using document variables, which can be used depending on the cover letter type (Word or text).

In Word, the variables are inserted in the way described here.

If the message is entered as text, the access expression within the text must be enclosed by the following character string:

"This is the text before the variable << access expression >> This is the text after the variable."

In some cases, the access expression does not return a result. In order to still return a standard text in these cases, you can add two "OR characters" with the alternative text within the access expression. In the following example, the contact person of a transaction note is to be addressed personally. If this person is not known, a standard form of address is to be used:

"<< call(GetContactPerson).Speech(3,1,2) || Sehr geehrte Damen und Herren >>"

Emails with Cc/Bcc recipients and circulars

Transaction notes can be of the type "email" on the one hand and of the type "circular email" on the other. In the case of an "email", exactly one email is sent. All selected recipients are set as recipients of this one email. The recipients can also be set to the type "Cc" or "Bcc". To do this, proceed as follows:

1. Create an operation note of the type "Email".
2. Add all addressees to the list of recipients (2nd tab).
3. Then assign the type (To, Cc or Bcc) by double-clicking.

However, it is also possible - as described in the previous section - to send circular e-mails. In this case, not one e-mail is sent to all recipients, but one e-mail per recipient, ideally even with an individual cover letter. To do this, select the type "E-mail (circular)". If one or more recipients have been set to the type "Cc" or "Bcc", these recipients will not receive the e-mail directly as the main recipient, but will receive a copy or blind copy of all e-mails.

List window

The list window is used to list operation notes.

The list can be filtered through the upper search fields. The filter can consist of several fields at the same time. However, if the "number" is searched for, all other fields are reset (since the number of an operation note is always unique). Any entry in another field resets the "number" field.

The window title always shows from which basic set or from which folder the displayed operation notes originate: e.g. "All operation notes" if listed from the set of all operation notes or "Operation notes from..." if it is about operation notes of e.g. a user or "Operation notes in..." if the operation notes originate from a subfolder.

The display "Inserted operation notes" appears if the operation notes were taken over into the list by dragging and dropping other objects. The following objects can be dragged into the list by drag&drop:

• Operation notes
• Operations
• Folder
• Companies / persons and their roles (customer, interested party, user, ...)
• Business processes
• Status of the business processes
• Structures e.g. with several interested parties
• Favourites

The additional display "( filtered )" appears if a value was entered in the search mask and the list is thus filtered according to these criteria.

Double-clicking on an entry in the list or selecting an entry in the list and then pressing the "Edit" button in the input window opens the input mask for editing the activity note.

Toolbar

Icon	Description
	The operation notes are selected and listed according to the set filters. If the filter entries are changed and this button is pressed again, the basic set of operation notes - as indicated in the window title - remains the same. (see also the description of the list window). In this way, a search can be refined further and further.
	Reset the search filters, i.e. all search fields are emptied. Afterwards, any filters can be set again. However, the search is still limited to the basic set of transaction notes once selected - as indicated in the window title. (see also the description of the list window).
	Creates a new operation note
	Creates a successor document to the selected operation note.
	Edit the selected operation note
	Delete the selected operation note
	View the document history of the selected transaction note.
	Print, fax or e-mail the operation note via OLE. (The context menu that opens is described here ).
	The list of displayed operation notes is copied to the clipboard
	The window for selecting saved lists of operation notes is opened.
	The list of operation notes is saved
	A saved list of operation notes is cleared

Options window

In the options window, a default process and a default status can be defined, which are automatically set when a new operation note is created.

Resubmission of operations (actions)

The resubmission serves as a reminder to the user of transaction notes by means of a pop-up window. This window displays all task notes that are of the type "action", have a resubmission date in the past and are not marked as completed.

The task notes are assigned to a user via the task folders. It is therefore also possible to have a resubmission document pop up for another user. This can be done by selecting another user in the group "To task folder of" via the insert menu.

By default, the resubmission option is switched off. This is defined in the user in the"Messages" tab. There you can also define that the settings are inherited from higher-level cost centres or the client.

Wizzard Transaction Notes

With this wizzard, several, previously selected operation notes can be maintained simultaneously in their data.

Related topics

• Index
• Task folder
• User
• Mandates
• Cost centres

Technical documentation

• Overview
• Implementation
• Quality Assurance
• Transaction note basic module
  • Parts CV editing module
  • Process note editing module
• Calling up the list window

Overview

Transaction note base module

Module name

txnnote.mod

Classes

CX_TXN_NOTE

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Parts resume editing module

Module name

ilifeedt.mod

Classes

CX_TXN_NOTE

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Process note editing module

Module name

txnnoedt.mod

Classes

CX_TXN_NOTE

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Calling the list window:

Vector Container SendMsg(LIST_TXN_NOTE)

The container restricts the display to a subset of CX_TXN_NOTE objects.
The container is either.

• a collection or a vector with a subset of CX_TXN_NOTE objects.
• an object (CX_LOG_CUBE, CX_PROCEEDINGS) referring to a subset of CX_TXN_NOTE objects.
• a single CX_TXN_NOTE object
• NULL (all CX_TXN_NOTE objects).

The vector passes a filter that is applied to the set of CX_TXN_NOTE objects passed by Container.

The vector may

• be empty []
• contain the following entries:

Examples:

...
Button(ListButton, TOOLTIP("Vorgangsliste anzeigen", "Show transaction list"), 0, 0, "List.bmp")  
[  
SELECT: [  
          "Kind" 2 //alle Aktionen  
          "Date" "heute-" //ab heute  
          "Unfinished" 1 //die nicht erledigt sind  
          "Creator" user Call(EmployeeByFirstChoiceOfCE) //vom aktuellen User (als Employe)  
        ]  
        NULL SendMsg(LIST_TXN_NOTE) ]  
]  
...

or

...
Button(ListButton, TOOLTIP("Vorgangsliste anzeigen", "Show transaction list"), 0, 0, "List.bmp")  
[ SELECT: [  
            "Number" 123 //Nummer 123  
          ]  
          NULL SendMsg(LIST_TXN_NOTE) ]  
]  
...

or

...
Button(ListButton, TOOLTIP("Vorgangsliste anzeigen", "Show transaction list"), 0, 0, "List.bmp")  
[ SELECT: []   //kein Filter  
          NULL SendMsg(LIST_TXN_NOTE) ]  
]
...