F117: Documents, Notes, and Tasks Overview

April Fisk -

Covers the documents, notes, and tasks that are part of Fitware's Member Engager functionality.

  1. Documents
  2. Notes
  3. Tasks

Documents

To add a document to a member, prospect, or employee.

  1. Enter the name in order to go the record of the member, prospect, or employee.
  2. Click the Document icon in the Relate Bar:

  1. Click the Add Document button at the far right:

  1. Click the Select button near the File selection option:

  1. Browse for and select the file you wish to upload.
  2. Enter a description for the file you are uploading, then click the Save button:

  1. The document will appear in the list of uploaded documents for this member:

     To download a document, delete a document, or work with document versions.

  1. Click on the name in order to go to the record of the member, prospect, or employee.
  2. Click the Document icon in the Relate Bar:

  1. You will see a list of all documents uploaded for this person, along with options (at the right) for working with each document:

  1. The following options are available:
  • Upload New: Allows a new (updated) version of the document to be uploaded. Click the icon in the Upload New column, and follow the instructions above to upload the new document.
  • Download: Allows you to view an uploaded document, or save it to a location of your choice. Click the icon in the Download column, and you will be asked if you want to Open or Save the document.
  • View Version: Allows you to see a history of each version of the document uploaded. You may individually view, download, or delete any previous version.
  • Delete: Allows you to delete a document. Note: ALL uploaded versions of a document are deleted when you use this feature. To delete only old versions of a document, use the "View Versions" feature explained above.

     To see a list of all uploaded documents:

  1. Click Member Engager > Document:

  1. You will see a list of all documents uploaded for all people:

  1. Each document's name is a link. Clicking on that link will take you to the individual document options for that document in that person's record.

Notes

     To add a note to a member, prospect, or employee:

  1. Enter the member's name to go to the record of the member, prospect, or employee.
  2. Click the Note button at the far-right part of the screen:

  1. Click the Add Note button at the far-right part of the screen:

  1. Enter your desired note, then click Save:

  1. The note will be displayed in the person's record along with the date and time it was recorded:

     To view, search, edit, or delete a person's notes:

  1. Enter the name to go to the record of the member, prospect, or employee.
  2. Click the Note icon in the Relate Bar:

  1. You will see a list of all notes for that person, along with search options (at the top), and Edit and Delete options (alongside each note):

     To see a list of all notes:

  1. Select Member Engager > Notes:

  1. You will see a list of all notes for all people:

  1. Each note is a link. Clicking on the link will take you to that note in that person's record.

Tasks

     To assign a task related to a member, prospect, or employee, follow these steps
:

  1. Enter the name to go to the record of the member, prospect, or employee.
  2. Click the Task icon in the Relate Bar:

  1. Click the Add Task button at the far-right part of the screen:

  1. The task details window will open:

  1. Task: Select from the drop-down menu. Task choices include orientation, tour, consultation, incoming or outgoing phone call, and more.
  2. Start Date and Time: Required.
  3. End Date and Time: Optional, but could be highly useful (for example, if a member is to be called between 4 and 4:30 p.m.)
  4. Assign To: Required. The task must be assigned to someone. Use the drop-down menu to make your choice. A task can be assigned to any active employee at the facility.
  5. Result: Optional. This field is usually completed late, once the result of the task is actually known.
  6. Additional Information: This is an optional field where you can enter any notes you desire.

     Once you enter the information and click Save, the task listing will appear:



     Note: It is perfectly okay to assign tasks to yourself. This is a great method of organizing your work and keeping track of what you need to do.

To view, search, edit or delete tasks associated with a member, prospect, or employee:

  1. Enter the name in order to go to the record of the member, prospect, or employee.
  2. Click the Task icon in the Relate Bar:

  1. You will see tasks related to the selected person:

  1. Search tools are contained at the top.
  2. Edit and Delete functions are provided (at the right-most columns) with each listed task.

To see a list of all tasks:

  1. Select Member Engager > Tasks:

  1. A list of all tasks will display:

  1. Each task is a link. Clicking on a link will take you to that task in that person's record.

 

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