You can create a record of a Phone Call with a client directly from the Summary tab in the Client Workspace, or using the + button in the menu bar.
For a video walkthrough that includes this feature, refer to Recording Client Interactions (3 min).
Creating a Phone Call Record from the Client Workspace
- Display the Client Workspace for the relevant client (refer to the section Using the Clients List).
- In the Client Summary, make sure the Phone Call tab is displayed (in the panel on the right hand side).
- Enter the Subject and details of the Phone Call. Change the Phone Number, Date and Time if relevant.
- Click Create.
The Phone Call is saved in FYI.
The Phone Description and Phone filing details display so these can be changed if needed (see below).
Creating a Phone Call Record with the + button
- From FYI, click the + button in the menu bar.
- Select C from the list of document types.
Or, from the workspace, simply press the shortcut key C for a new Phone Call.
The fields that initially display depend on whether or not you have Filing Defaults set with a Cabinet and Category selected in your settings, or if these are set as Practice Filing Defaults. When you select the Client these may change to the Filing Defaults set for the Client. Refer to Setting Defaults and Filing Defaults for your own Login - My Settings, Setting Filing Defaults for a Client and Email AutoFile Settings Exclusions and Practice Filing Defaults.
- The fields that initially display depend on whether or not you have Filing Defaults set with a Cabinet and Category selected in your settings, or if Practice Filing Defaults have been set. When you select the Client these may change to the Filing Defaults set for the Client. Refer to Setting Defaults and Filing Defaults for your own Login - My Settings, Setting Filing Defaults for a Client and Email AutoFile Settings, Exclusions and Practice Filing Defaults.
The Phone Description section pops out so you can start making notes. Enter the details of the phone call.
You can use formatting on the text, such as bold, font sizes, bullet points, tables. The formatting tools are used in the same way as when adding Task details (refer to Using the Formatting Tools in Using the Task Drawer).
In the Drawer, select or enter the filing fields, or change the defaults that are given.Client - type at least three characters of the client name to display all clients containing those characters anywhere in the Client Name. Then click to select the required client.
Cabinet - If the selected client has a default Cabinet this is displayed and you can change this if required. The selected Cabinet determines the Categories and options that display, and whether Jobs, Tags or Keywords can be selected or entered.
Name - to identify the document internally, the name displays in the lists in FYI.
This could be, for example, the name of the person with whom the call was made, or any other subject text.
Categories - Categories such as Year or Work Type.
Job - If Jobs are enabled for the selected Cabinet, you can also select a Xero Practice Manager Job for the client (refer to Jobs).
Tags and Keywords - If the selected Cabinet has been enabled for Tags and/or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document. Refer to Tags and Keywords.
Phone - this defaults to the phone number held for the client and can be changed if required.
Date and Time - these default to the current date and time and can be changed if required.
4. Click Create.
The Phone Call is saved in FYI.
It displays in the drawer with the additional sections. These allow you to display and update the details and filing details, to create Tasks for the Phone Call, add Time information, etc. Refer to Using the Document Drawer.
You can also set the Workflow to lock the details of the Phone Call. When the Status is "Completed", "Approved", "Pending Client Signature" or "Client Signed" the details of the Phone Call can not be edited. It is read only. Refer to Workflow Overview.
Displaying a Phone Call
To redisplay the details of a Phone Call, select it in a documents list, or in the Client Summary tab, to display the Drawer.
To display the Phone Call Description, click the Editor tab to open it and make any changes if needed. Expand any of the filing details sections in the Drawer to display and make any changes if required.
The details in the Description of Phone Calls can be copied and pasted using shortcut keys Ctrl+C and Ctrl+V, or by right-clicking to display a pop-up menu with options such as "Select All", "Copy", "Paste".