Conversation Form Columns

Employee & Date

Employee & Date

When you begin typing in the Note field:

•The employee name is automatically populated

•The current date is automatically inserted

The latest conversation date and note are also displayed in the customer and quote lookup screens.

Follow Up

Follow Up

Enter the date on which the customer should be contacted again regarding the conversation.

This helps employees track pending follow-ups.

Note

Note

Capture detailed notes regarding the discussion with the customer.

Example:

•Customer requested pricing

•Waiting for approval

•Follow-up scheduled for Friday

With Whom

With Whom

Enter the name of the person you spoke to.

About

About

Select the topic of the conversation from the dropdown list.

Examples:

•Sales Inquiry

•Support

•Collections

•Quotation Follow-up

To Change Available Topics

Go to: Company > Extra >Table Maintenance >Cusomer tab

You can also set a default About value in the Employees Form.

How

How

Select how the communication took place.

Examples:

•Telephone

•Email

•Visit

•WhatsApp

To Change Available Communication Types

Go to: Company > Extra >Table Maintenance

Completed

Completed

Enable this option once the conversation or task has been completed.

I.F (Is Follow-Up)

Select this option if the conversation is a follow-up to a previous interaction.

Pipeline Position

If this is about a sale, select the pipeline position.

To change the fields go to Company > Extra > Table Maintenance > Customer Tab and select Sales Pipeline

Sales Pipeline Overview:

The Sales Pipeline helps track the progress of sales opportunities. To view the pipeline, go to Customer > Extra > Sales Pipeline Overview.

Pipeline Position

Pipeline Position

If the conversation relates to a sales opportunity, select the appropriate sales pipeline stage.

To Change Pipeline Stages

Go to: Company > Extra > Table Maintenance > Customer Tab > Sales Pipeline

Sales Pipe Line Overview

1. Initial Contact: The salesperson makes first contact with a potential customer.

2. Qualifying the Prospect: The prospect is assessed to determine if they are a viable lead.

3. Lead Validation: The qualified lead is further validated into a sales opportunity.

4. Pipeline Progression: The lead is followed through the different stages of the sales pipeline until the sale is closed.

If the context involves a sale, ensure to select the appropriate pipeline position.

Time Tracking

Time Begin

Time Tracking

Time Begin

The start time is automatically populated when typing begins in the Note field.

Time End

Time End

Adjust or enter the end time of the conversation if necessary.

Duration Minutes

Duration Minutes

Displays the total time spent on the conversation.

This can be useful for:

•Employee productivity tracking

•Customer service monitoring

•Sales activity analysis

Right-Click Menu Options

Create Booking

Create Booking

Selecting Create Booking opens the Smart-IT Calendar screen.

This allows you to schedule:

•Meetings

•Follow-ups

•Appointments

•Customer visits

Create Outlook Task

Create Outlook Task

Selecting Create Outlook Task opens Microsoft Outlook.

The conversation details are automatically inserted into the Outlook task or appointment body, allowing you to:

•Create reminders

•Schedule appointments

•Manage customer follow-ups