From the journal entry screen, the recipient lookup options and a right-click menu give you all the access you need to send an email, fax or text message to anyone.
The Right-Click Recipients Menu
A right-click in the To field provides a pop up menu that shows you who is associated, for example to the job, and whoever you have entered into your Contacts list. Just click any name to choose that person as a recipient or click Edit My Common Contacts to add a new person to the database.
The Recipient Lookup Options
Besides searching for recipients directly with the Find Recipients field, you can create a list of frequently used Contacts, use the Groups you have made to send out mass emails, see all Employees to send out an announcement to, or using the ellipse button add new contacts to Chronicle. There is one button that changes depending on whether the journal entry is a job, person, or organization. For example if you have selected for the entry to be about a job then the button will say Associated with Job 900038 and below will list all those you have already associated to that job.
Ways to choose recipients
- Double-click or press ENTER to add the highlighted person to the TO field.
- Highlight and use the To/Cc/Bcc/Fax/Text buttons.
- The up/down arrow keys change who’s highlighted.
- To add multiple people at once Ctrl-click or Shift-click to select multiple people, and then click one of the To/CC/etc buttons.
- To send the journal to someone who isn’t listed, search by the NameID, or type the first/last name or part of a name, or an email address. For example, to find Bob Smith, you might type “Bob S”, “Smith, B”, or part of his email.
- Drag and drop recipients to the message or the TO field.
- Ctrl- or Shift-click to select multiple people, and then click one of the To/CC/etc buttons.To select/unselect all: Ctr-A selects all; Ctrl-U unselects all. Options for this are also on the right-click menu.
- Click the "..." button for more options, and choose to find people for either an organization or office or add a new person to the database.
Other Useful Tools for Working with Recipients
Using a Different Address for a Recipient: When you double-click a person that you’ve found (or press ENTER), Chronicle puts the person in the TO field using the person’s default address. Most of the time, this is the address you want. If you want to use this address you don’t need to do anything further. However, to use an address other than the default address, just right-click that contact and choose a different communication method or add a new one.
Changing the default email method: Employees default to Chronicle Messaging, and most of the time you choose whether to communicate with others by email or fax based on whether you click the To or Fax entries on the journal screen, sometimes (for example, when you communicate with a Group), Chronicle needs to determine how to communicate with someone automatically: for these cases, use Change Default to change the default communication method if needed. Right click on the recipients name and view all communications methods for that contact. Select the method you wish to be set and the default.
Seeing more detail about a person you have found: When locating a person, you’ll occasionally want more detail about that person to make sure you’ve got the right person, especially if you find several people with the same name. To see more detail on the highlighted person, right click on their name to open their person file.
To save space: The CC, BCC, Fax and Text entries are hidden unless you use the corresponding buttons to add these types of recipients.
Editing your Contacts list: To set up your contacts, either click Edit My Common Contacts at the bottom of the right-click menu (shown above), or click the ellipse "..." button to select Edit My Common Contacts.
Setting More Options: You can make a few adjustments to how the recipients list is displayed. Such as how to display the name or whether you want to see the default communication method of the person's category.
To hide the lookup options so you have more space for the rest of the journal: Check Hide list on exit. Mouse over the grey bar at the left to bring it back.
What is an "Office Contact? If you enter an email for an organization without associating it to a person, behind the scenes Chronicle will create an "Office Contact" for that email address. When you search for such recipients, you will see the organizations name listed as the "first name" and "office contact" will be the last name. This does not affect how you use the program but it does show up in your recipient search as follows: