Clients, Additional Notes & Chase-up Reminders

An extensive free-format notepad is located at the bottom of the “flat view” of all the address set screens. As more lines are entered you’ll notice this notepad gains a scrollbar on its right-hand side, as shown below.

A second facility for additional notes is available via the vertical “Notepad” button on the Durell toolbar to the right of the “Spectacles” button. These may be…

· EITHER “Free-form” notes

· OR “Notes Lines” with the date and time, depending on your personal settings (see Set-up Client Notes),

…and you can use the “Show notes lines” button at the bottom left of the notes screen, as shown in the illustration below, to switch between “Free-form” notes and “Note Lines”.

The vertical “Notepad” button, shown in red above, will change colour according to the status of that client or policy’s “Note Lines” (though this does not apply to “Free-form” notes), as follows…

· A white “Notepad” icon indicates that the client or policy has no “Note Lines”

· A yellow “Notepad” icon indicates that the client or policy does have some “Note Lines”

· A flashing red “Notepad” icon indicates that the client or policy has some outstanding “Note Lines”

“Free-Form” Notes

To enter free form notes…

• Click the vertical “Notepad” button on any “flat view” address set screen
• If the button at the bottom left says “Show free-form notes” then click it
• Type your notes
• Click the “Save” button to save and exit
• Click the “Delete” button to delete ALL of the notes
• Click the “Print” button to print the notes
• Click “Cancel” to exit without changing the notes

“Free-Form” Templates

A “template” is simply a page of notes that can be re-used for all the other address set records (e.g. a standard questionnaire or title sheet). To use templates…

• Type your template in the free-form notepad
• Click the (Template) “Save” button, enter a title (e.g. “Client Questionnaire”) and click the “Save” again
• Return to the address set screen and select a different record

• Click the vertical “Notepad” button
• Click the (Template) “Select” button, click the template to use, then click “Load”
• Use the (Template) “Delete” button to remove unwanted templates

“Note Lines” With Date, Time & Done

To enter “Note Lines”…

• Click the vertical “Notepad” button on any “flat view” address set screen
• If the button at the bottom left says “Show note lines” then click it
• Click the “New” button, and you’ll see a dialogue like that shown below
• Click the “=” buttons next to the “Date” and “Time” fields to get the current date and time, or enter them manually
• Click the “=” buttons next to the “Complete by” field to get the current date PLUS the number of days in which to complete the action, as specified by your “Set-up, Client Notes”
• Select a standard action from the “Action” drop-down (e.g. “Phone call”)
• Type your notes
• Click the “Save” button
• Click the “Edit” button to edit a highlighted line of notes, as shown below
• Click the “Delete” button to delete a highlighted line of notes
• Use the “Show note lines” counter to change how many lines are visible per note
• Click the “Print” button to print all of the notes
• Click “Close” to exit

Set-up Standard Actions

Use “standard actions” on your notes to allow analytical reports to be produced (e.g. to list all “Enquiries” received during May). To edit or create a new standard action, see “Set-up, Client Notes”)

“Done” Marker, “Done” Date & “Note Lines” Report

When the action specified by a “Note Line” has been completed you should click the “Done” box, as shown above. This will also automatically set the “Completed on” field to the date when the line was clicked. To get a “Note Lines” report that optionally may include outstanding, completed or all actions regarding policies or clients, see “Reports, Client, Client & Policy Notes”.

Diary Chase-up Reminders For “Notes Lines”

Each time you create a “Note Line”, as shown above, you can optionally also create a reminder in your chase-up diary (see Set-up Client Notes). To do this, starting from the Note Lines window…

• Click the “Chase-up” button
• Click “OK” to agree to create a reminder
• Click the “Yes” button to edit the diary entry, unless the basic reminder is adequate
• Double-click the reminder in the diary to go to its “flat view”
• Edit the diary entry, as required (see “Set-Up, Diary & Messages”)
• Click the “Exit” or “Open door” button to leave the Diary
• Click the “Yes” button to save your edited diary entry
• Click “Close” when you’ve finished adding note lines