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Create/edit agent’s log entry

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Create new entry / edit
Remarks
Area – Activity
Info-i
Address assignment
Files tab
Actions Bar
Switch to job view
Transfer agent's log entry

Create new entry / edit

Use the plus symbol to create a new agent’s log entry, provided you are on the agent’s log tab. You can also create a new agent’s log entry in a property via Actions bar >> Create >> agent’s log entry.
The default settings from the administration are selected for the singleselect fields. However, you can change them under Tools >> Settings >> Administration >> Types of action.

Edit entry

To edit individual entries click on the edit icon .

Left click on opens a pop-up window
Double click on the agent’s log entry opens a pop-up window

Right click on + “Open link in new tab” opens a new tab
Mouse wheel click on opens a new tab
CTRL / CMD + left click on opens a new tab

The editing level of an existing agent’s log entry appears. Here you have the possibility to duplicate the entry, to do that click the Duplicate Activity button in the Actions Panel of the individual entry.

Remarks

More detailed information about the agent’s log entry is entered under Remark. You can store these yourself. Entries that are based on an email have the email text entered as a comment. In addition, you can simplify the entry of remarks for the respective entry by creating text modules, which you can use via a few clicks. To use text modules click the button to the right of the comments field. A more detailed definition of text modules and how to create them can be found here.

Area – Activity

Define the agent’s log entry regarding your properties record via the type of action. Additional information can be specified with the kind of action and if you want to assign custom features to your agent’s log entry, you can do so under “Feature”.

In addition, in the “Activity” section you have the possibility to specify and document the responsible supervisor, the effort and the duration of the work / deadline / processing of the task. The choices change according to the previous action.

Info-i

The info-i contains information about when and by whom the entry was set or last edited. You can also find more species-specific information there.

For certain combinations of type of action and kind of action, an additional action feature is automatically set by the system.
An example is the action feature “Brochure dispatch”, which is set if an brochure was sent to a customer by letter, email or download link. In the last case of the download link, another action feature Download link is set.

Address assignment

You can add more addresses by either quickly searching for them in the search bar or by clicking on the plus icon to the right above each box.

When you call the assignment popup, you will see the already existing addresses from the agent’s log of this property. Using the search fields and clicking on “Search” you can search for specific addresses. If “Include archived” or “Include address filter” is checked, the archived addresses or the set address filter will be included in the search.

If you have assigned an address, you can create search criteria by activating the “Write automatic search criteria to all linked addresses” field. The search criteria are created when you save the agent’s log entry.
Additionally, you can specify or change the consultation level for the linked address.

Files tab

On this tab you will find all the files that you yourself have stored in the agent’s log entry, or which were sent, for example, in the email matching the agent’s log entry. For agent’s log entries for appointments, the files stored in the appointment are displayed.

Actions Bar

The editing window for individual agent’s log entries provides its own action bar with the following options:

Duplicate activity

This action duplicates the current agent’s log entry. Changes to the settings are also applied.

Create

Tasks: This option can be used to create a task from the agent’s log entry, key data for the entry will be transferred to the task.
Follow-ups: Allows you to assign a resubmission of the current agent’s log entry to a user.

Further actions

Record rights (readable only with corresponding user right) to edit the access rights for the current agent’s log entry.
Record information provides information about the number of the data record, when it was created / last edited and by whom.
Print activity

In addition, other buttons are displayed depending on the type of action of the agent’s log entry. For example, if there is a agent’s log entry for an appointment, the action bar can be used to open the appointment.

Notice:

Please note that the entries in the action bar differ depending on which type of action it is and on which tab in the editing window you are currently located.

Actions bar for emails in the “Email” tab

The action bar of agent’s log entries of the email type shows a different structure in the “Email” tab:

Via Reply and Forward you can reply or forward the email.

Under Create you can create a task or a process from the activity:

Tasks
Process

Under Other actions you will find the following selections:

Reply to Allen
Duplicate activity
Follow-up
Print email

Action bar on tasks/appointments

The Actions bar of entries of the Task or Appointment type shows a different structure, because in addition to the usual options, you now have the possibility to select “Read Task / Appointment”.

Switch to job view

After a portal action (for example, a property placed in a portal), you can switch from the corresponding activity to the detailed view of the job to see details of the property transfer. To do this, click on the activity and then on “Switch to job view” at the bottom left.

Transfer agent's log entry

With the help of the administrative right “Transfer agent’s log” it is possible to transfer the agent’s log entries from one property to another.

To do this, you need to select a property, click on “Further actions” for this property and then on “Transfer activity / agent’s log entries”. A window will open in which you can select the target property.

To make the transfer traceable, a broker log activity is automatically created to document the transferred broker log. This entry can be found in the “agent’s log” in the target property.

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