The Dialog for follow-ups
Regardless of the type of follow-up you are working with, you will see the dialog for follow-ups. The actual name of this dialog varies according to the type of follow-up – Appointment, Task, or Phone Call – but the fields are the same in each case. The fields in the dialog and how to use them are described below.
The dialog consists of a main section with general information about the follow-up, and five tabs with additional information:
- Description
- Details
- Participants
- Links
- More
Information about the follow-up
The main section contains the following essential information about the follow-up:
Type
Click the arrow next to this field (
) to display a predefined list of follow-up types to choose from, for example, a meeting or outgoing phone call. You can also search for types by typing into this field. Here you can also use FastSearcher.
Note
The Type field determines the type of follow-up in question: appointment, task, or phone call.
Video meeting
Click 
to set up a video meeting. The icon changes to 
.
Company
Enter here the name of the company linked to the follow-up (optional). If you cannot remember the whole name, you can search directly from this field.
Contact
Click the arrow next to this field and a list of known contacts in the company is displayed. If no company is selected, you will see a list of contacts that are not associated with a company. You can search directly from this field.
Project
Enter the name of the project that the follow-up is linked to. If you cannot remember the whole name, you can search directly from this field.
Note
In the Project field, you can specify any project in SuperOffice CRM, regardless of which company the follow-up is linked to.
Sale
Enter the name of the sale (if any) that the follow-up is linked to. If you cannot remember the whole name, you can search directly from this field.
Time zone selector
If your SuperOffice has time zones turned on, you can select which time zone the follow-up will be created in. The time zones are displayed by country, and you can search both by country and city directly in the time zone field.
Start / End/Due / Duration
Enter a date and, where appropriate, a time in the Start field and the End field (for appointments and phone calls) or Due field (for tasks), for the follow-up start and the follow-up end/deadline respectively. If you specify a time, the content of the Duration field is automatically adjusted accordingly.
Tip
If the follow-up conflicts with another one or has several participants, the First available field is displayed, showing the first available meeting time.
All day
If you check All day, the time of the appointment is set to the period specified as the default working day.
Tip
These default values are specified in the Preferences dialog. Select Diary, and enter the required times for All-day start time and All-day end time.
Location
Here you choose the address where the follow-up will take place. By default, this field is empty, but if you click the arrow next to the field, two entries are displayed in a list box. One is the user's company and the other is the company to follow up.
If you specified a resource of type Location (for example a meeting room) as a participant in the Participants tab, the resource is also displayed in this list box.
Tip
You can also simply enter an address for the location.
Completed 
Check here when the follow-up is completed.
Task
Click this button to access relevant tasks that can be performed on the active entry. Examples: Delete, Print, Send as email, Assign to and Cancel meeting. In Settings and maintenance, you can also define your own tasks and add them under the Task button.
Registered/Last modified
These fields show the date when the follow-up was first created and when it was last modified. They also show who completed these actions.
Tip
If you hold the mouse pointer over this text, a tooltip appears containing more information about when the follow-up was created and last modified.
The Description tab
In this tab, you can add a description of the follow-up. You can use this facility for freetext searching. The description cannot be longer than 2048 characters.
The Details tab
The Details tab contains detailed information about the follow-up.
Recurrence
In this field, you indicate if the follow-up repeats. Click the word Never to the right of the Recurrence field if you want the appointment to be repeated at regular intervals. If a follow-up is repeating, an icon at the upper left of the main part of the dialog.
Priority
Specify here the priority of the follow-up. Click the arrow to display a list with the default options of high, medium and low priority. These are defined in Settings and maintenance.
Alarm
For notification of the follow-up, check Alarm. If an alarm is specified for a follow-up, an icon is displayed at the upper left of the main part of the dialog.
Owner
Specify who owns the follow-up. The default is the user currently logged in. If you click the name next to the Owner field, you can transfer the appointment to another SuperOffice user. The Assign to dialog opens. Under the Assign this follow-up to field is a list box where you can select the required user group. Select the required user and click OK to save the changes and close the dialog.
Note
If a user is already occupied at the time in question, the word CONFLICT is displayed in the Status field. To hide users with conflicts, check Hide conflict at the bottom of the dialog.
Show as
Check Free or Busy in the Show as field to specify if you are available to others while the appointment is taking place. If you select Free, you can have other follow-ups simultaneously, for example if you reserved the majority of the day to work on a project but you still have time for short meetings.
Visible for
Click the Visible for field to display a list that allows you to choose if the follow-up should be visible to all users, visible only to the user defined as owner, or visible to all users in one of the user groups that the owner belongs to.
Note
If you set visibility to owner only, the entry will appear in italics on the Activities section tab.
This option is only available if Confidential activities is enabled for the current user in Settings and maintenance.
Publish (requires separate license)
Check here if you want the follow-up to be visible to external users.
The Participants tab
This tab contains a list of participants in the follow-up. Registered participants are marked with a dot.
If you click the View as group button 
at the lower right of the Participants tab, the View tab in the diary opens, giving you an overview of the diaries of the invited associates (SuperOffice users).
The Links tab
This tab contains information about URLs, activities (documents and follow-ups), projects and sales that are linked to the follow-up in question. If anything is registered in this tab, a dot is displayed next to Links.
The More tab
This tab displays any custom fields configured in Settings and maintenance.