The Journal system in Chronicle is extensive and provides a connection between "what you say" to "what you do". For example, emails about jobs are associated to the job file for the purposes of review later. These forms of communication about people, organizations, jobs, and equipment are recorded through the Journal entry screen and can be viewed through the Journal list screen with each having their own features. Think of the Journal as a book where you keep all that is said so you can read it later!
Chronicle's Journal date and time stamps all entries and you can do much more than just view, sort, and print any journal entry. The Journal works both internally with employees and externally with anyone who has an email address in the database.
A few places where you can get to the Journal entry screen by:
- Main Email tab > New Message button in the tool bar.
- Replying to an email.
- Right clicking on a job and selecting add journal.
- Selecting journal: email/fax from the job options in the job file.
- Selecting the Go button in the tool bar.
- Selecting Add from within the Journal List screen.
Some Uses for the Journal
Job Notes: Adding notes to job files is the journal’s most common use. Record every call, customer contact, and status update. This lets others see where the job is at, and it gives a legally useful record of any issues encountered.
Email/Fax: In Chronicle an email or fax are also considered journal entries and you can resend them at any time. Chronicle will record who sent each journal and to whom it was sent. It will also record the day and time it was sent and this is something that the user cannot change.
Attachments: You can associate any document to a journal entry, whether you email it or not.
Text Messages: You can initiate a text conversation in Chronicle and which can be sent to a cell phone(s) as a text message and when they reply this conversation can then be captured as part of the job journal.
Sending Documents for Secure Digital Signatures: All such documents are originated from the Journal List screen and tracked there.
Collections Notes: If any job has collections issues, every collections-related contact and action should be recorded in the journal. Since Chronicle journals can’t be edited after the day they’re written, they give you a legally useful historical record of all you’ve done and when you did it.
Marketing Notes: After marketing calls or visits add notes to the file for the people/offices you just contacted. This gives you a reminder of where you left off when you next work with that group of people.
Employee Performance Notes/Reviews: Did an employee do some exceptional work you want to remember at the next performance review? Is an employee repeatedly late or violating company policy. Record this sort of information in the employee’s journal. Each journal has its own security level so you can control who can read these notes.
Equipment Maintenance: Chronicle lets you add journals for equipment (Items) so you can record maintenance notes in a place where you can find them.