Jump to content
Sign in to follow this  
cpfound

How do I create a Log for incoming/outgoing calls?

Recommended Posts

cpfound    0

I would like to develop a way of keeping track of all phone calls made and received here in the office. I am very new to Filemaker, is there a simple and efficent way to do this? Your help is much appreciated.

Share this post


Link to post
Share on other sites
Steve T.    0

Howdy! There's probably a template you could use (FM ships with a bunch of templates), but if not, you can create simple database yourself. I think you will find it easy to use and work with.

1. Run Filemaker Pro and create a new blank database

2. Define your fields, i.e. what kinds of info do you want to record (date, time, caller, phone number, etc.)

3. Go to LAYOUT MODE and slide the fields around until you like how they are set up; reduce the size of the BODY and/or other parts if you like

4. Go to BROWSE MODE and create a new record (type info in).

With a little more time, you can learn how to do things like have FM auto-enter dates/times (define fields options, insert current date/time from menu, etc.), auto-calculate lengths of calls, track how many calls were made to various people, how many calls so-and-so made this week/month/year, etc. All kinds of things are available to you with FileMaker. You just have to dive in and give it a try.

Good luck!

--ST

Share this post


Link to post
Share on other sites
MoonShadow    0

And there is more you can do ...

Phone companies now (at least most) can provide ftp file download of incoming/outgoing calls. It produces AccountName (person), CallOrigin, CallDestination, Time, cost, length etc.

I use a CallLog table joined to my Number table (Contact phone numbers, emails, fax, website) and all in & out calls display in a portal on each Contact record. Auto import updates data regularly and displays when anyone from our office has called a Contact - and when the Contact has called us. It even displays the cost so we can track when repeated calls produce sales results.

Because our Number table is not normalized as yet (it contains a mix of parenthesis, dash and spaces in the phone numbers), I use Filter(number; "0123456789") - if you have vs. 7 (or Substitute if < 7) for both the Call Log and the Contacts Number fields for the join. We could, of course, capture outgoing calls (via script) because we dial from FM but incoming is another matter (staff would forget to document they received the call). I decided to let the phone company provide us with everything we need instead. It also tracks our 8 toll-free lines for us which is valuable information not captured easily in other ways (per sales Territory etc).

It also tells Management when an employee calls long distance to someone who isn't a customer! ooo.gif

So just create a CallLog table. Import data into it. Join your table (with the phone numbers) to the Call Log on number (Type = Phone is included in my join to filter the portal). Place a Call Log portal on your Contact layout. Remove option to enter portal (I overlay it with transparent Commit Record/Request step). Turn off field-entry ability also. Don't Allow Creation of Related and you will have a nice list of (unaccessible) phone activity. Very simple and you'll be in business in no time.

Share this post


Link to post
Share on other sites
kevh72    0

The most basic solution will be to create a table called "Call Log" or "Call Sheet" Create the following fields, "Caller's Name," "Caller's Company," "Caller's Number," "Call Code," and "Message."

Create the following value list for "Call Code": "Please Call Back," "Returned Call," "To Call," "Message Only," "Left Word," and "Call Connected."

A list view is usually preferable since you want to see all calls in one view. With FM7 you can have a new "form" window pop up to create a new call and return to the main "list" view when done.

A call log can be even more dynamic if you have contacts database. You can have the call log lookup contact info such as Company name and number based on the relationship between the caller's name and their name in contacts. You can also create color coding depending on the nature of the call for a quick visual reference.

I've worked for several years in feature film development in Hollywood in which call volume is high and call management is extremely important. I created a database solution while working there and when I left I was hired by another company to design theirs. I've attached a screenshot of the call sheet I designed for my latest client.

ScreenshotCallSheet.jpg

Share this post


Link to post
Share on other sites

Create an account or sign in to comment

You need to be a member in order to leave a comment

Create an account

Sign up for a new account in our community. It's easy!

Register a new account

Sign in

Already have an account? Sign in here.

Sign In Now

Sign in to follow this  

  • Similar Content

    • By Tumma K
      Hello, All!

      I am an aspiring developer for Filemaker. The company I work with is stuck in the past working off of Filemaker Pro 4.1

      I was given the task of bringing us up to Filemaker Pro/Server 13. So far my conversion prototypes are successful but we recently had a layout issue that can only be fixed in versions 3-6 (as the file is an .fp3) I work off of a macbook while our network is all Windows 7. In order for me to repair the layouts without tampering our active database, I decided the best option is to repair a copy of our solutions off the network. Unfortunately, when I go to download the trial version of Filemaker Pro 6 off of the respected website, the file is corrupt! I've tried multiple times, with different extraction apps and in different directories.

      My question is;

      Does anyone know a place where I could obtain version 6 (or better yet, 4.0) for an OSX computer? I've looked everywhere!
       
      Thank you for your time,
      Tumma K.
    • By MrEddByrnes
      I'm hoping my question can have a happy ending. In the mid-90's, I purchased Filemaker 3. When Filemaker 5.5 Pro was released, I bought the update CD, which requires the user to either have FM 3 installed or to have the installation CD for FM 3. I've used it all these years, most recently with Windows XP Pro, and it has worked just fine. The databases I began with were long ago converted to FM Pro 5.5 databases.
       
      I'm still using FM Pro 5.5 on a laptop with WinXP Pro, but in 2013, I purchased a PC with Windows 8. I haven't been able to install FM 3 on it, therefore can't install FM Pro 5.5. I am retired and rarely use Filemaker, but I have a few Filemaker databases I'd like to add to my Win 8 machine. I don't feel it's worth upgrading FM for the sake of using a couple of databases.
       
      Has anyone else run into this situation and/or have a (possible) solution? Is there perhaps any other software that can read FM 5.5 databases? Thanks in advance for your help.
       
    • By bmill
      I am using a custom filemaker solution for medical office billing written with fp5 running on a mac with snow leopard. In addition, I have a patient management db (which I wrote) that is linked through pt. ID number to the billing program allowing transfer of some demographic information (name, DOB, etc).
       
      Other than being limited by hardware restrictions, the billing program serves our needs for now and upgrading to fp12 will take some time (and money).  In the meantime, I am upgrading my pt. management program to fp13 and would like to move new patient demographic information from the billing program ( fp5 running on snow leopard through Parallels) and the new pt management program ( fp13 running on OS X 10.9) on the same mac.   
       
      Ideally, demographic information would be entered once into fp5 and then a scipt would make the data available for fp13.
       
      Any ideas on how to make this work?
    • By randyinla
      Hi, can anyone tell me why my on-line database might have stopped allowing me to delete records?  All of my access privileges and passwords are correct.
       
      thanks!
    • By randyinla
      Hi, I still use filemaker 5.5 and am very happy with it and don't want to upgrade.  Does anyone still host filemaker 5.5?  Thanks!
×

Important Information

By using this site, you agree to our Terms of Use.