Early Years 

Log a New Communication

Log a New Communication

A new communication can be logged for a provider or a service.

To log a new communication for a provider:

  1. Search for a provider via Focus | Early Years | Search for a Provider.
  2. Select a provider to display the Maintain Provider page.
  3. Select the Communication Log link on the Links panel to display the Communication Log Filter page.
  4. Click the New button.

To log a new communication for a service:

  1. Search for a service via Focus | Early Years | Search Service Provision.
  2. Select a service to display the Maintain Service Provision page.
  3. Select the Communication Log link on the Links panel to display the Communication Log Filter page.
  4. Click the New button.

Log a New Email

  1. On the Basic Detail panel, select Email from the Type drop-down.
  2. Select a Direction from the dropdown.
  3. Click the Continue button.
  4. On the Communication Summary panel:
    1. Select Log Date from the dropdown calendar.
    2. Enter Log Time.
    3. Enter a Summary.
    4. If required, select a Category from the drop-down list (Table ID: 0427).
    5. If required, select a Priority from the drop-down.
  5. If required, enter a Memo.
  6. On the Subjects/From/To panel, click the Add button to display the Person Enquiry.
  7. On the Email Detail panel, enter the Subject and Body of the email.
    Proceed to Selecting a Person.

Log a New Telephone Call

  1. On the Basic Detail panel, select Telephone from the Type drop-down.
  2. Select a Direction from the dropdown.
  3. Click the Continue button.
  4. On the Communication Summary panel:
    1. Select Log Date from the dropdown calendar.
    2. Enter Log Time.
    3. Enter Duration.
    4. Enter a Summary.
    5. Select a Category from the dropdown list (Table ID: 0427).
  5. If required, enter a Memo.
  6. On the Subjects/From/To panel, click the Add button to display the Person Enquiry.

    Proceed to Selecting a Person

Log a New Letter or Fax

  1. On the Basic Detail panel, select Letter or Fax from the Type dropdown.
  2. Select a Direction from the dropdown.
  3. Click the Continue button.
  4. On the Communication Summary panel:
    1. Select Log Date from the dropdown calendar.
    2. Enter Log Time.
    3. Enter a Summary.
    4. Select a Category from the dropdown list (Table ID: 0427).
  5. If required, enter a Memo.
  6. On the Subjects/From/To panel, click the Add button to display the Person Enquiry.
  7. On the Letter Details panel, select a Receive/Sent Date and a Print Date, if required.
    Proceed to Selecting a Person.

Select a Person

Clicking the Add button on the Subjects/From/To panel displays the Person Enquiry dialog to select a From, To or CC-Recipient for the communication. A person or role is selected using the Person Enquiry page or the Base/Role page.

For Early Years there is no Subject and Key Contacts are not used.

To select a person using the Person Enquiry page:

  1. Enter search criteria.
  2. Click the Search button to display a list of matching people.
  3. Select the required person in the list and click the Select button.
  4. Click the OK button.
    If required, click the New button to add new person.

Select a Base and Role

To select a person using the Base/Role page:

  1. Click the Base Name browse to display the Base Enquiry screen.
  2. On the Base Enquiry screen, enter search criteria, if required.
  3. Click the Search button to display a list of matching bases.
  4. Select the required base and click the Select button.
  5. Click the Role browse button to display the People Role Enquiry screen.
  6. Enter search criteria, if required.
  7. Click the Search button to display matching roles.
  8. Select the required role and click the Select button to display the Base/ Role screen.
  9. Click the OK button to display the Subjects/From/To panel.

Log Response Requirements

If a response is required for the communication:

  1. Select the Response Required check box to display a tick.
  2. If required, select a Response Due date from the drop-down calendar.
  3. If required, click the browse button to display the Person Enquiry and select a Referred To person.

After completing the required details, click the Save button.

Related Reference Guides: