To view communications for a contact

All contact communications can be viewed and managed through the Communications tab. Once a communication is despatched to a queue, a summary of that communication appears in the Communications table for the associated contact, revealing the following key attributes:

Communication - This is the unique name assigned to the communication, as recorded in the associated Communication Definition.
Method - The output channel used for the communication e.g.Letter, Email or SMS.
Date Generated - The date and time at which the communication was despatched to the queue.
Status - The permitted values are Pending, Successful, Failed, Cancelled, In Progress or Downloaded to PDF.
Entity - The module component linked to the communication.
Type - The generation method used for the communication: Automated, Bulk or Ad hoc.
Queue - The destination queue for the communication e.g. a network printer or PDF output.

Where the end user has opted to store a copy of the communication in the database, highlighting a communication will display a preview of the merged result; otherwise the text 'This communication is not configured to be stored in the database' appears.

The procedure to view communications for a contact is as follows:

Using the global search facility, type in the first few characters of the contact 1.
Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria.
Click on Contact Details.The Contact Details window is displayed for the current contact.
Click on Communications. The Communications tab is activated, revealing a list of linked communications in the Communications summary table.
Highlight the desired row and select one of the actions described in the table below.

Action	Description
Open	This action launches the communication viewer and displays the fully merged communication. Navigating through the communication is achieved using the Next ( ) and Previous () arrows. The end user is not permitted to edit any component of the communication through this viewer.
Quick View	Displays a scaled viewed of the merged communication in a pop-up window.
View Attachment	This action is enabled for email communications only, where an attachment is present.
Resend	This action despatches afresh the same version of the communication to the queue, identical in form to the original and using the same data values for all merged tags. This action is disabled for communications with a status of 'In Progress'.
Re-merge	This action despatches a new copy of the communication, using the latest data values for all merged tags. This action is disabled for communications with a status of 'In Progress'.
Recall	This action is enabled for letter and email communications only, and retrieves the communication in preparation for an alternative being despatched. This would be an appropriate action in situations where a communication has been sent in error or prematurely. This action is disabled for communications with a status of 'In Progress'.
Cancel	Communications with a status of 'Pending' or 'Failed' can be cancelled using this action i.e. the communication is no longer valid.

Note

1 The search facility will automatically return all possible matches for both first name and last name once the Number of characters before an automatic search commences system preference is reached.

See related topics...

Contacts record maintenance overview

To create a new contact

Using the search facility

Communication creation management overview