Main Tab

This tab captures details about the appointment including whom the appointment is with, and the responsible person internal to your company. The date and time, location and general text concerning the appointment is captured.

You can also create a link between the Appointment and its related item, referred to as References. You can set a Reminder for the Appointment.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Number

Enter a unique number. This field is alphanumeric. You can set the Numbers to be generated by Greentree Desktop.

Subject

Enter the Subject of the Appointment or any Descriptive text, which enables you to identify the Appointment. You can enter up to 80 alphanumeric characters.

View

This field determines which records you have access to. The default view is set in CRM System Settings, Module Control. You can modify your view (depending on your security level) by selecting one of these options:

All: All records are available, no limitation based on the owner of the record.
Mine: Only the records that are assigned to you are available.
Team: Only the records that are assigned to your team(s) are available.

Note: The View field respects the security settings defined in User Preferences. Logging in as super gives you access to all records.

Organisation

Select the Organisation for the item from the list of Organisations. All organisations contained in the CRM database display in the list of options.

Contact

Select the Contact from the dropdown list, which contains all the Contacts registered against the selected Organisation. If you did not select an Organisation, the dropdown displays all Contacts in the Customer Relationship Management module and the Organisation field will automatically fill when a Contact is selected.

Assigned User

This field defaults to the user currently logged-in. You can update this field by selecting the person assigned to keep the Appointment, from the dropdown list. This list displays all the CRM Users as defined in Greentree Financials.

Start Date

The start date of the Appointment defaults to current date. You can update this field to represent the date of the Appointment.

Start Time

The start time of the Appointment defaults to current time. You can update this field to represent the time that the Appointment starts, either select from the dropdown list, or enter a new time.

End Date

The End date of the Appointment defaults to current date. You can update this field to represent the last date of the Appointment.

End Time

The end time of the Appointment defaults to start time plus one hour. You can update this field to represent the time that the Appointment is scheduled to complete, either select from the dropdown list, or enter a new time.

Reminder

Select this option if you want a Reminder to be displayed for the Appointment. Select the number of minutes before the Appointment. The dropdown list displays the time frames available to choose from. The Reminder option uses either Microsoft's Outlook reminders or Greentree CRM's Reminder Engine.

Private Access

Private Access defaults to selected. If selected, the private checkbox restricts the view of this Appointment in eCRM to only the Organisation that it belongs to.

Web Accessible

Web Accessible defaults to selected. If selected, the Appointment is available for use in eCRM.

References

Select the item related to the Appointment from the drop down list. Input fields display according to the item selected.

N/A - No related items. This is the default value.
Leads - The Appointment is in connection to a Lead. Select the Lead from the Number or Summary dropdown list. This list displays all the existing Leads.
Quote - The Appointment is in connection to a Quote. Select the Quote from the Number or Description dropdown lists provided. You can perform this by selecting either the Number or the Description field.
Communication - The Appointment relates to a Communication. Select the Communication from the Number or Details dropdown lists provided. You can perform this by selecting either the Number or the Details field.

Location

Enter the location where the Appointment is to be held. Up to 100 alphanumeric characters can be entered.

Detail

Enter the detail of the Appointment.