Reasons Emails Are Not Saved in the Communication Log
Maintaining a comprehensive Communication Log is essential for tracking correspondence between contacts, customers, suppliers, and other stakeholders in a business setting. However, certain factors can hinder emails from being saved in this log. This article outlines the primary reasons for this issue and provides a guide to effectively utilize the Communication Log.
Reasons Emails Are Not Saved
| Issue | Description |
|---|---|
| Recipient Not in Contact Log | The recipient of the email must be included in the Contact Log with a matching email address. If the recipient is not listed or if there’s a mismatch in the email address, the email will not be saved. |
| Attention Field Not Completed | The relevant contact must be added to the "Attention" field on the Purchase Order (PO) Header screen. Merely entering the email address on the email screen is not sufficient for saving the correspondence. |
Addressing the Issues
To ensure emails are saved in the Communication Log, consider the following steps:
- Verify Recipient in Contact Log:
- Confirm that the recipient’s email address is accurately listed in the Contact Log.
- Ensure the email address matches precisely with what is recorded.
- Complete the Attention Field:
- Always include the contact in the "Attention" field on the PO Header screen.
- This step is crucial for the email to be recognized and logged.
Using the Communication Log
Overview
Updated as of January 2025, the Communication Log serves to maintain a historical record of communications with various contacts, customers, suppliers, and others.
View the Communication Log
- Access the Communication Log screen.
- Adjust the filters as necessary.
- Click Search to view all logged communication records.
Add a New Record to the Communication Log
- Navigate to the Communication Log screen.
- Click Add from the Action Bar.
- In the Customer/Supplier section, specify the Customer.
- The Address, Phone, and Fax fields will auto-populate if this information is available.
Provide additional details if known:
- Customer Location
- Region
- Supplier
- Company Representative
In the Communication Info section:
- Select the Contact Type and Contact.
- Provide additional details if known:
- Date
- Contact Phone and Email (auto-populated if previously entered)
- Opportunity
- Quote
- Employee
- Type
- Status
- Category
In the Subject section, type a subject for the communication.
In the Description field, document the details of the communication.
Add relevant information in the remaining sections if applicable:
- Visit
- Issue
- Part
Complete the Recontact section to set reminders for follow-up.
If needed, attach any pertinent files using the Attachments option on the Action Bar.
Finally, click Ok to save the new record.
Conclusion
Utilizing the Communication Log effectively not only enhances correspondence tracking but also ensures all interactions are documented for future reference. By addressing the outlined issues for email saving and utilizing the features of the Communication Log, users can maintain organized and accessible records, streamlining communication processes across the organization.