Chapter 10. HandiSoft Connect. Sage 2015
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Chapter 10. HandiSoft Connect
The optional HandiSoft Connect application enables designated users of your HandiSoft products to access client and other information remotely via a Web browser on a desktop or laptop computer, a mobile phone or tablet.
Because it is accessed via a Web browser, HandiSoft Connect is supported on Microsoft, Apple and Android devices.
Using HandiSoft Connect, you can remotely view and edit client details. Future versions will enable you to do the following:
View, add and edit document file properties in the Document Manager.
Add, view and edit Time+Billing timesheets
Create and edit Practice Manager diary entries
Download clients’ tax returns as PDF files
Generate and download HandiLedger Financials reports for your clients.
Activating the HandiSoft Connect service
To use HandiSoft Connect, you have to first activate the HandiSoft Connect service on the computer on which your HandiSoft products are installed.
1. Ensure that none of your users are running any HandiSoft products.
2. On the computer that houses your Hsoft folder, open Windows Explorer.
3. In Windows Explorer, navigate to the Hsoft\Apps folder.
4. Double click the ‘InstallHSConnectService.exe’ file. This will create and start the HandiSoft
Connect service.
When the service has been installed and started, you should see this message.
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5. You can now set up your users’ access to HandiSoft connect.
Managing HandiSoft Connect users
Adding HandiSoft Connect users
Before your users are able to link to HandiSoft Connect, they need to be connected to the system and have their email addresses validated.
To do this:
1. Run one of your HandiSoft programs; for example, Practice Manager 2015.
2. From the View menu, click Users to open the “Select a User” or “Users” window.
Figure 63: The "Select a User" window
3. Highlight the required user and click Edit.
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Figure 64: The "Edit User" window
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4. On the “Edit User” window, under Connected Services, the Status field will display
Disabled if the user has not been connected to HandiSoft Connect.
5. In the Email Address field, check that the correct email address for the user has been entered.
6. Under Connected Services, click Connect.
If the user’s email address has not yet been validated for HandiSoft Connect or the Client
Portal, HandiSoft Connect will send an email to the user, and your HandiSoft program will display the following message.
7. Click OK to return to the “Edit User” window.
The email sent to the user will have a link to the Email Validation web page. When they click on the link, the following message will be displayed to indicate successful email address validation.
The “Edit User” window Email Address field will now indicate that the email address has been validated.
8. Once the user’s email address has been validated, on the “Edit User” window, click
Connect again. The following message will be displayed.
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The email sent to the user will have a link to the HandiSoft Connect Web site, and the user’s unique login PIN.
Changing users’ PINs
If you know a user’s existing HandiSoft Connect login PIN, it is possible to change it via the
“Edit User” window.
To do this:
1. Run one of your HandiSoft programs; for example, Practice Manager 2015.
2. From the View menu, click Users to open the “Select a User” or “Users” window.
3. Highlight the required user, and click Edit to open the “Edit User” window.
Under Connected Services, the Status field should display Enabled, indicating that the user is connected to HandiSoft Connect.
4. Click Change PIN to open the “Change PIN” window.
Figure 65: The "Change PIN" window
5. In the
Current PIN: field, enter the user’s existing PIN.
6. In the
New PIN and Confirm PIN fields, enter the user’s new four digit PIN.
7. Click
OK to change the PIN and exit the “Change PIN” window, or click Cancel to exit the
“Change PIN” window without changing the PIN.
Resetting and disabling users’ PINs
If you are running a HandiSoft program as Administrator, you can reset users’ PINs to enable the creation of new PINs, or you can disable users’ PINs to remove their access to HandiSoft
Connect.
1. Run one of your HandiSoft programs; for example, Practice Manager 2015, as
Administrator.
2. From the View menu, click Users to open the “Select a User” or “Users” window.
3. Highlight the required user, and click Edit to open the “Edit User” window.
Under Connected Services, the Status field should display Enabled, indicating that the user has access to HandiSoft Connect.
Because you are logged in as Administrator, the Reset PIN and Disable buttons will be available under Connected Services.
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4. To reset the user’s PIN, click Reset PIN.
5. Click OK to confirm the PIN reset.
HandiSoft Connect will send an email to the user with a new four-digit PIN and activation instructions.
6. Click OK to return to the “Edit User” window.
7. If you want to prevent the user from logging into HandiSoft Connect, click Disable.
8. Click Ok to the “Attention window to confirm removal of access for the user.
The user will no longer be able to access HandiSoft Connect.
Practice Manager – Security settings
If you are using Practice Manager – Security to manage access to your HandiSoft programs and client information, you will need to do the following to allow users to access the HandiSoft
Connect user settings.
1. Run Practice Manager – Security as Administrator.
2. On the Access Panel, click Groups.
3. Highlight the group to whom access is to be granted, and click Edit to open the “Properties for:“ window.
4. Click the Common Permissions tab, and expand the Users branch.
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5. Select the
Setup Connected Services check box to allow the group to manage your
HandiSoft Connect users.
6. Click Ok to accept your changes and exit the “Properties for:” window.
Logging into HandiSoft Connect
After you have been enabled as a user to HandiSoft Connect and received your unique PIN, you can remotely access your HandiSoft programs via an Internet browser on a desktop computer or mobile device.
Once your Email address has been validated, you should receive an email with your unique pin and a link to the HandiSoft Connect Login Website.
1. Open the Internet browser on your computer or mobile device.
2. Go to the Website sent to you via email.
3. Enter your Practice ID, HandiSoft User ID and unique PIN to log into HandiSoft Connect.
To avoid entering your Practice ID and HandiSoft User ID when next logging into HandiSoft
Connect with that device, you can select the Remember me checkbox.
If you select the Remember me checkbox, future logins on that device will only require you to enter your PIN.
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Advanced Features 2015 Logging into HandiSoft Connect
4. If you enter an incorrect PIN, the following error message will be displayed.
Click
Close to return to the “Login” page. This time, a Forgot PIN link will be available for you to reset your PIN.
If you click Forgot PIN, a new PIN will be emailed to you.
Caution: If you enter the incorrect PIN more than three times in succession, you will be locked out of HandiSoft Connect until your PIN is reset by an Administrator via the
HandiSoft “Edit User” window.
5. On the HandiSoft Connect main page, click on the required function.
Click on or tap the left and right arrow buttons to scroll through the options.
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Figure 66: The HandiSoft Connect main page
Note: Currently, you can select only the Clients option. The Diary and Timesheets options will be available soon.
Managing your client database via HandiSoft Connect
Using HandiSoft Connect you can remotely view and edit client information. You can also do the following:
Add, read an edit notes appended to the client
If you have the optional HandiSoft Notify module, you can send SMS messages to your clients.
Viewing and editing clients
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Website.
3. Log in to HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Clients icon to open “Client Search” page.
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Figure 67: The "Client Search" page
5. In the Client Reference or Name field, enter all or part of a client’s HandiSoft reference number or name and click to list matching clients.
6. Click on the client to be viewed or edited to open the “View Client” page.
Figure 68: The "View Client" page
7. Click the and buttons to view and hide the fields containing the client information.
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8. To view the client’s address on a map, expand the Addresses section and click .
9. To edit the client’s details, click to open the “Modify Client” page.
Figure 69: The "Modify Client" page
10. Edit the information as required.
11. Where you can enter more than one set of information (for example, Phone Numbers) click
to add a new set. To delete a set, click .
12. Click Save to save your changes.
Adding a client
Do the following to add a new client via HandiSoft connect
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log in to HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Clients icon.
5. Click Add Client to open the “Add Client” page.
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Figure 70: The "Add Client" page
6. Select whether the added client is an Individual or Non Individual.
7. Complete the client details in the fields provided.
1. Click the button to expand each section to access the fields.
2. Where you can enter more than one set of information (for example
Phone Numbers) click to add a new set. To delete a set, click .
8. Click Save to save the added client.
Managing client notes
You are able to add, read and edit notes attached to clients.
Viewing and editing client notes
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
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3. Log in to HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Clients icon to open “Client Search” page.
5. In the Client Reference or Name field, enter the client’s HandiSoft reference ID or name.
You can enter a partial reference ID or name, and select from the list of matching clients.
6. On the “View Client” page Notes section, click to display the notes currently attached to the client.
7. To view, edit or delete a note, click on it.
8. To edit the note, including changing its status from Unread to Read, click Edit.
9. To delete the note, click Delete, and then Yes on the Delete Note message box.
10. You can click the buttons to move between notes.
Adding a client note
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log in to HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Clients icon to open “Client Search” page.
5. In the Client Reference or Name field, enter the client’s HandiSoft reference ID or name.
You can enter a partial reference ID or name, and select from the list of matching clients.
6. On the “View Client” page, click to open the “Modify Client” page.
7. Click next to Notes to display the notes currently attached to the client.
8. Click to add a new note.
9. Complete the fields and click Save to save the new note.
10. On the “Modify Client” page, if there are no more changes to be made, click Cancel.
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Sending SMS messages to clients
If you have purchased the optional HandiSoft Notify module, you can use HandiSoft Connect to send SMS messages to your clients.
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Website.
3. Log in to HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Clients icon to open “Client Search” page.
5. In the Client Reference or Name field, enter the client’s HandiSoft reference ID or name.
You can enter a partial reference ID or name, and select from the list of matching clients.
6. On the “View Client” page Phone Numbers section, click to display the client’s phone numbers.
7. To send an SMS, click next to the required mobile phone number.
8. Complete the SMS fields.
The Phone field will display the selected mobile phone number, which you can change if necessary.
Select the Create Event checkbox if you want to create an event in Practice Manager.
Select No Signature if no signature is required for the SMS message. Select Company
Signature or User Signature to insert your saved company or user signature. This will be displayed in the box below for you to edit.
Enter your SMS message text.
9. Click Send to send the SMS message. An information message will indicate successful transmission.
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Generating client financial reports
You can use HandiSoft Connect to generate and access a complete Financial Report for a specified client.
After generating and viewing the report, you can email it to the client or another party. If you and the client have access to the Client Portal, you can upload a PDF version of the Financial
Report to it.
Generating a Financial Report for a client
To generate the report
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log into HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Clients icon to open “Client Search” page.
5. In the Client Reference or Name field, enter the client’s HandiSoft reference ID or name.
You can enter a partial reference ID or name, and select from the list of matching clients.
6. On the “View Client” page, click
Documents to display the Documents menu.
7. Click Financials to open the “Financials” page.
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Figure 71: The "Financials" page
8. Complete the fields on the “Financials” page and click View Report to generate the report.
The Financials Report will be displayed in PDF format.
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Advanced Features 2015 Generating client financial reports
To email the report
You can email the Financials Report to the client or another party.
1. On the “Financials” page, complete the fields and click Email Report to open the “Email
Financial Report” page.
Figure 72: The "Email Financial Report" page
2. In the
Email Address field, select the client’s email address to which the report is to be sent. You can also type in an address.
3. In the Email Text field, type in your message to appear in the body of the email.
4. Click Send to send the email with the Financials Report as a PDF attachment.
To upload the report to the Client Portal
If you and your client have access to the Client Portal, you can upload the Financial Report to it for the client to download, view and sign.
1. On the “Financials” page, complete the fields and click
Send to Portal to open the “Send
Financial Report to Portal” page.
Figure 73: The "Send Financial Report to Portal" page
2. In the Report Name field, enter a suitable name for the report.
3. In the Portal Login field, select the client portal login for whom the report is to be uploaded to the Client Portal.
4. In the Comment field, type the comment to appear against the Financial Report in the
Client Portal.
5. Click Send to upload the Financials Report as a PDF to the Client Portal.
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Accessing Document Manager documents
You can use HandiSoft Connect to view details of documents in the Document Manager. You can also view, email and upload to the Client Portal documents in PDF.
Accessing a client’s documents
To view document details
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log in to HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Clients icon to open “Client Search” page.
5. In the Client Reference or Name field, enter the client’s HandiSoft reference ID or name.
You can enter a partial reference ID or name, and select from the list of matching clients.
6. On the “View Client” page, click Documents to display the Documents menu.
7. Click Document Folders to open the menu.
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8. Navigate through the folders to the required document. Click on the document to open the
“Document Details” page.
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Figure 74: The "Document Details" page
9. Complete the fields on the “Document details” page and click View Document to view a
PDF version of the document.
To email the document
You can email the selected document to the client or another party.
1. On the “Document Details” page, complete the fields and click
Email Document to open the “Email Document” page.
Figure 75: The "Email Document" page
2. The Document Name field displays the name of the document.
3. In the Email Address field, select the client’s email address to which the document is to be sent. You can also type in an address.
4. In the Email Text field, type your message to appear in the body of the email.
5. Click Send to send the email with the document as a PDF attachment.
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To upload the document to the Client Portal
If you and your client have access to the Client Portal, you can upload the document to it for the client to download, view and sign.
1. On the “Document Details” page, complete the fields and click
Send to Portal to open the
“Send to Portal” page.
Figure 76: The "Send to Portal" page
2. The Document Name field will display the name of the document. If you change this, it will only apply to the uploaded PDF document.
3. In the Portal Login field, select the client portal login for whom the document is to be uploaded to the Client Portal.
4. In the Comment field, type the comment to appear against the document in the Client
Portal.
5. Select the
Request Signature check box to request the client to digitally sign the document.
6. Click Send to upload the document as a PDF to the Client Portal.
Accessing clients’ tax forms
You can use HandiSoft Connect to view details of clients’ tax returns. You can also view, email and upload tax returns to the Client Portal as PDF documents.
Accessing a client’s tax forms
To view a tax form
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log into HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Clients icon to open “Client Search” page.
5. In the Client Reference or Name field, enter the client’s HandiSoft reference ID or name.
You can enter a partial reference ID or name, and select from the list of matching clients.
6. On the “View Client” page, click Documents to display the Documents menu.
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Advanced Features 2015 Accessing clients’ tax forms
7. Click Tax Forms to open the “Tax Forms” page that lists all the tax forms attached to the client.
Figure 77: The "Tax Forms" page
8. Click on a tax form to open the “Tax Form Details” page.
Figure 78: The "Tax Form Details" page
9. You can use the arrow buttons to move between the client’s tax forms.
10. Click View Document to view a PDF version of the tax form.
To email the tax form
You can email the selected tax form to the client or another party.
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1. On the “Tax Form Details” page, click Email Form to open the “Email Tax Form” page.
Figure 79: The "Email Tax Form" page
2. In the Email Address field, select the client’s email address to which the tax form is to be sent. You can also type in an address.
3. In the Email Text field, type in your message to appear in the body of the email.
4. Click Send to send the email with the tax form as a PDF attachment.
To upload the tax form to the Client Portal
If you and your client have access to the Client Portal, you can upload the tax form to it for the client to download, view and sign.
1. On the “Tax Form Details” page, click Send to Portal to open the “Send Tax Form to
Portal” page.
Figure 80: The "Send Tax Form to Portal" page
2. The
File Name field will display the name of the tax form. If you change this, it will only apply to the uploaded PDF tax form.
3. In the Portal Login field, select the client portal login for whom the tax form is to be uploaded to the Client Portal.
4. In the Comment field, type the comment to appear against the tax form in the Client Portal.
5. Select the Request Signature check box if you require the client to sign the tax form.
6. Click Send to upload the Financials Report as a PDF to the Client Portal.
Entering and editing timesheets
You can use HandiSoft Connect to remotely enter and edit timesheets for saving and posting to
Time+Billing.
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Adding a timesheet entry
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log into HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Timesheets icon to open “Timesheet Daily
Summary” page.
Figure 81: The "Timesheet Daily Summary" window
5. To add a new timesheet entry, click to open the “Timesheet Entry” page.
Tip: You can also add a timesheet entry from the “View Client” page.
Figure 82: The "Timesheet Entry" page
6. In the Date field, click to select the date of the timesheet entry.
7. To create the timesheet entry from a Practice Manager Event, click event.
8. To create the timesheet entry from a Jobflow Task, click
to select the
to select the task.
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9. In the Client field, type the Reference ID for the client, or click to search for the client reference.
10. Complete the remaining Timesheet Entry information, and click Update to update the fields.
The Submit button will become available.
11. To save the timesheet entry to Time+Billing, click Submit.
12. If you want to edit the timesheet entry later, you can click Save Only to save it without posting it. If there are no further changes to be made, click
Save and Post to post the timesheet entry to Time+Billing.
Listing your timesheet entries for a day
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log into HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Timesheets icon to open “Timesheet Daily
Summary” page.
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Figure 83: The "Timesheet Daily Summary" window
5. To list the timesheet entries for a day, click to select the date.
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Advanced Features 2015 Entering and editing timesheets
If you, the logged in user, have been set up in Time+Billing to record a specified number of units for a day, the Units Remaining field shows the number of units still to be entered.
The timesheets that have been entered for that day are listed in the table. Those that have already been posted to Time+Billing have a ‘P’ in the first column.
Viewing and editing existing timesheet entries
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log into HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Timesheets icon to open “Timesheet Daily
Summary” page.
5. On the “Timesheet Daily Summary” page, click to select the date for which timesheet entries are to be viewed and edited.
6. To view and edit a timesheet entry, click on it to open the “View Timesheet” page.
Figure 84: The "View Timesheet” page
Note: The Delete, Post and Edit buttons are only available for timesheets that have not been posted to Time+Billing.
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To delete a timesheet entry
1. To delete the timesheet entry, on the “View Timesheet” page, click Delete.
2. On the “Delete Timesheet Entry” window, click Yes to confirm the deletion.
To post a timesheet entry
1. To post the timesheet entry to Time+Billing without editing it first, on the “View Timesheet” page, click Post.
A ‘P’ in the first column on the “Timesheet Daily Summary” page will indicate the that the entry has been posted.
Caution: Once a timesheet entry has been posted, you can no longer edit it remotely unless you unpost it in Time+Billing.
To edit a timesheet entry
1. To edit the timesheet entry, on the “View Timesheet” page, click Edit to open the
“Timesheet Entry” page.
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Figure 85: The "Timesheet Entry" page
2. If you make any changes, you must click Update to update the fields. The Submit button will become available.
Note: You can only make changes to the unshaded fields.
3. To save your changes to Time+Billing, click Submit.
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4. If you want to edit the timesheet entry further, you can click
Save Only to save it without posting it. If there are no more changes to be made, click Save and Post to post the timesheet entry to Time+Billing.
Viewing your diary events
You can use HandiSoft Connect to view your Practice Manager diary events. You can do the following:
Display a calendar view that allows you to see the days for which you currently have Events set up
Display a list of events for a selected date
Select an Event to view the full details
Click on the Contact Reference associated with the Event to view all contact details, with the ability to Phone, Email or SMS and view address details via Google Maps
View Documents attached to Events, with the ability to Email or send the Document to the
Portal (with a signature request if required)
Search for Diary Events for a specified date range, Contact Reference and Description
Search Text
Accessing your diary
To view your diary
1. Open the Internet browser on your computer or mobile device.
2. Go to the HandiSoft Connect Login Web site.
3. Log into HandiSoft using your unique PIN.
4. On the HandiSoft Connect main page, click the Diary icon to open the main Diary page.
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Figure 86: The "Diary" page
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5. One the calendar, you can click on a date to display your events on that day under
Diary
Events.
Tip: To go to the current date, click .
6. You can use the arrow buttons to move between the months.
7. To view details of an event, under Diary Events, click the event to open the “View Event
Details” window.
To search for an event
You can search for an event by client reference or event text.
1. On the “Diary” page, click the
Search button to open the “Event Search” page.
2. On the “Event Search” page, enter a HandiSoft Client Reference ID and/or event text to search on. You can click the
Search button next to the Client Ref field to search for a Client
Reference ID.
3. Click Search to search for events that meet the search criteria.
4. The “Diary” page will highlight the dates with matching events, Click on the date to view the events.
5. To clear the search filter, click .
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Advanced Features 2015 Viewing your diary events
Viewing contact details
You can view details of contacts associated with events. You can then send email and SMS messages to the contact.
1. On the “Diary” page, under Diary Events, click the contact reference in the required event.
This will open the “Contact Details” page.
Figure 87: The "Contact Details" page
2. To view the location of an address on Google Maps, click the button next to the address.
3. To send an email message to the contact, click email address link in the Contact Email field.
4. If you have purchased the Notify module, you can send an SMS message to the client by clicking next to mobile phone numbers.
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Viewing Event Details
You can view details of an event, including addresses and attached documents.
1. On the “Diary” page, under Diary Events, click the required event. This will open the “View
Event Details” page.
Figure 88: The "View Event Details" page
2. The Date/Time fields display summary information on the event. To view specific information click to expand the area.
To view other event details
1. On the “View Event Details’ page, click to expand the Other Details section.
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Advanced Features 2015 Viewing your diary events
To view contact details
1. On the “View Event Details’ page, click to expand the Contact section.
2. To send an email message to the contact, click the email address link in the Contact Email field.
3. If you have purchased the Notify module, you can send an SMS message to the client by clicking next to mobile phone numbers.
To view Jobflow link details
1. On the “View Event Details’ page, click to expand the
Jobflow Link section.
If the event is linked to a Jobflow task, it will be shown here.
To view Timesheet details
1. On the “View Event Details’ page, click to expand the Timesheet section.
If the event is linked to a timesheet, it will be shown here.
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To view an event description
1. On the “View Event Details’ page, click to expand the Description section.
A brief description of the event is shown here.
To view event documents
1. On the “View Event Details’ page, click to expand the Documents section.
The Documents section lists all documents that are attached to the event.
2. To view details of a document, click on the document to open the “Documents Details” page.
Figure 89: The "Document Details" page
3. To view the document , click View Document.
4. To send a link to the document in an email, click Email Document.
5. If you and the client have access, you can click Send to Portal to upload the document to the Client Portal for the client to view and sign.
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