Last Updated 10/3/2014

Journal / Communicating in Chronicle

See Also

 

Chronicle’s journal lets you add notes for jobs, people, organizations, and equipment. You can email or fax journals, with attachments, internally and externally.

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: You can email or fax any journal entry. Chronicle records who you send each journal to and when, so this becomes part of the permanent record.

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.

Getting to the Journal

1.

Select the job, person, organization, or item to see the journal for.

2.

Click the Go button and then click Journal, or double-click any journal related entry on the panel (for example, Last Journal, First Journal, Job Journal).

 This takes you to the list of all journals for the selected job, person, etc.

Journal List

The list of journals looks like this:

You only see the tabs at the right if they apply. For example, if a journal hasn’t been sent to anyone, you won’t see the Communications or People tabs; if the journal doesn’t have attachments, you won’t see the Attachments tab.

Sorting the List

Click any column heading to sort by that column. Click the same column heading again to sort by that column in reverse order.

Searching Journals

If you have many journals for a particular job or person, you can search for all journals that contain a particular word or phrase. To do this, click the Search button above the journal list, type the text to search for, and press Enter. This limits the list to journals that contain your search text.

 

To return to the complete list of journals, click the Clear Search button. (You only see this button if the list is limited by a search.)

Limiting the List

You initially see All Journals for the corresponding job (or person, etc.). To limit the list to a particular department, activity, or author, click the drop-down in the upper left corner of the screen and choose a filter. (If you filter by activity, you must pick a department first.) To clear the filter, choose All Journals again.

 

 

 

 

 

Combining & Splitting Journals

Chronicle allows multiple entries for a single subject or thread in the journal. This keeps related messages together and keeps replies with the original message so you can view the whole conversation as a unit rather than having to hunt the list for the whole discussion. However, sometimes you end up multiple separate journals that are really on a single topic. If this happens, you can combine these separate journals into a single subject. To do this, check the box at the left of each journal you want to combine. Then right-click the journal list (or click the Edit button), and choose Combine Selected Journals.

Similarly, occasionally you’ll get a reply to a message that is really about a different subject than the original message. You can now remove an entry from an existing thread and make it its own subject in the journal list. To do the, select a journal with multiple entries and use the buttons at the top right to select the entry you want to split off. Then right-click the journal entry (or click the Edit button), and choose Split Highlighted Journal.

Moving Journals to a Different Job

You'd move a journal from one job to another if you accidentally entered the journal for the wrong job. To move a journal, right-click the journal (or select it and click Edit), and then click Move Journal to Another Job. Confirm that you want to move the journal, pick the job to move it to, and click Next.

Printing Journals

To print the highlighted journal only: Click the Print button and choose Highlighted Journal Only.

To print several journals at once: Check the box next to each journal to print, click the Print button, and choose Selected Journals, or choose All Journals. If you print multiple journals at once, Chronicle exports the journals to Word so you can print from Word using whatever formatting you wish.

To print one journal with several associated messages (that is, you see more than Message 1 of 1 above the journal): Check the box by the journal, click Print, and choose Selected Journals. This prints all messages in the thread. Highlighted Journal Only only prints the currently displayed message.

 

Adding Journals

To add a new journal: Press the INS key, click the Add button, or right-click the list and pick Add New Journal.

To add an additional message to an existing journal: Right-click the journal and pick Add Entry to the Highlighted Journal, or click Edit and pick Add Entry to this Subject. When you add a journal this way, the new journal is linked to the original; the buttons next to Entry 1 of # for this subject move you through the associated entries. (These buttons are disabled if there’s only one journal for the subject.)

When you add a journal, you see the Add screen shown below.

Getting More Detail for an Existing Journal

To get more detail: Click the journal in the list; detail is shown in these tabs:

Text: This shows the text of the journal.

Attachments: This lists each document attached to this journal. You don’t see this tab if there are no attachments.

Communications: This lists each address the journal was sent to and when it was sent. You don’t see this tab if the journal hasn’t been sent.

People: This lists each recipient the journal was sent to. You don’t see this tab if the journal hasn’t been sent to anyone.

Editing or Deleting Journals

To edit the text of the journal: You can only edit a journal’s text if you wrote the journal, and you can only edit it on the day you wrote it. After this, the journal becomes uneditable; this makes it a historically reliable record. To edit the text, double-click the journal or click Edit and pick Journal message. If a journal can’t be edited, you can still add additional text to the subject.

To edit the department, activity, or security level for the journal: Click the Edit button and choose the appropriate option. You can also right-click the journal and choose the corresponding option from the menu.

To delete a journal: You can only delete a journal if you wrote it, and you can only delete it on the day you wrote it. After that, the journal becomes uneditable; this makes it a historically reliable record. To delete a journal, select it in the list and press the DEL key, or click Edit and choose Delete Journal.

Adding Journals

To add a journal from the journal list: Press the INS key, click the Add button, or right-click the journal list and pick Add New Journal. You’ll see a screen like this:

You also see this screen when you create a new email from the email tab.

Entries on the Screen

Subject: Type a subject that summarizes what the email or journal is about. This is just like the subject of any email. You can’t leave the subject blank. If you’re forwarding, editing, or replying or adding an entry to an earlier journal, you can’t change the subject. (If your reply isn’t about the original topic, create a new journal rather than replying.)

Department: Choose the department this message is associated with. If you’re forwarding, editing, or replying or adding an entry to an earlier journal, you can’t change the department here. (You can change the department for the original journal with the Edit button on the journal list screen.)

Activity: If this journal is related to a particular activity, choose the activity. The activities you see depend on which department you’ve chosen. If the journal isn’t related to a particular activity, leave this set to No Activity.

Security Level: To limit who can see this journal entry in Chronicle, choose a security level. (Standard security levels are discussed in the section on adding people.) If you aren’t concerned about the privacy of this message, leave the default security level of 2; this keeps it visible to all employees.

To/Cc/Bcc/Fax: Click any of these entries to choose recipients for this message on the Locate Recipients screen, or right-click any of these entries for a menu with associated people and your common contacts. If you’re adding a note to the file and not sending a message to anyone, leave these entries blank. If you choose a recipient in any of these entries, the Priority and Send From entries appear and the Send button is enabled. Choosing recipients is discussed in more detail below.

Docs: This entry only appears if you’ve attached one or more documents with the Add Docs button. To change or remove attachments, click this entry.

RTF/HTML/Plain Text: Indicate whether to use rich text formatting, HTML formatting, or plain text formatting. If you aren't sure what to choose, leave this set to RTF (Rich Text Formatting): this option lets you use bold, font formatting, etc. If you want to send an email with embedded pictures, etc. that are in an HTML page on a hosted server, choose HTML and then click the Import button to identify the web page to send. Only use Plain Text if you don't want your message to have any formatting.

Journal Text: This is where you type the actual content of the message. If you send this journal as a fax, this text appears on the cover page.

If you don’t have any message—for example, if you’re only sending a document—you may leave this box blank, though we recommend typing something. (For example, “The document you asked for is attached. Thanks.”)

Formatting the journal text

Use the buttons in the bar above the message, or use standard shortcut keys. For example, Ctrl-X cuts, Ctrl-C copies, and Ctrl-V pastes. Ctrl-Z undoes your last change; Ctrl-y redoes a change that you just undid. Ctrl-B and Ctrl-Shift-B both toggle bold on and off, Ctrl-I and Ctrl-Shift-I toggle italic, and Ctrl-U and Ctrl-Shift-U toggle underline.

Inserting predefined text

Press the INS key or click the Insert button to insert blocks of predefined text into the message. Creating and inserting predefined text is discussed in detail below.

Priority: If you are sending a message, indicate whether it has Normal, Low, or Urgent priority. What effect this has (if any) depends on the receiving email program. This entry only appears if you’ve entered recipients above; it doesn’t apply if you’re just saving the message.

Send From: If you are sending a message, and if you have more than one email address entered in Chronicle, indicate which of your email addresses to send the message from. This entry only appears if you’ve entered recipients above; it doesn’t apply if you’re just saving the message.

Request Read Receipt: If you are sending a message and want to get an email back telling you when the recipient has read your message, check this box. Then when the recipient reads your message, you'll get an email back telling you that the message was read. (This only works if the recipient's email system supports return receipts.)

Buttons

Insert: Insert a block of predefined text. You can do the same thing by pressing the Ins key while the cursor is in the Journal Text entry or by right-clicking the Journal Text entry and choosing Insert Predefined Text. Creating and inserting predefined text is discussed in detail below.

Spell: This spell checks the journal subject and text. To only check part of the message, select the text before clicking the Spell button. If the spell checker finds any potential errors, it shows a box like this:

Suggestions: Double-click any word in the suggestion list to replace the misspelled word with the word you clicked.

Ignore: Leave the unknown word in the text, but again indicate an error if that same spelling is found again.

Ignore All: Ignore every occurrence of the word in this particular message. This only affects the current journal; to ignore the selected word in all future messages, click Add to add the word to the dictionary.

Change: Replace the current occurrence of the misspelled word in the text with the highlighted word in the suggestion list.

Change All: Replace the every occurrence of the misspelled word in the current message with the highlighted word in the suggestion list.

Add: Add the selected word to the dictionary so it won’t be marked as misspelled in any future journal. This only adds the word to the dictionary on your own computer; it doesn’t add it to the dictionary for others.

To remove a word mistakenly added to your custom dictionary or to add to your dictionary, click the Options button, click Dictionaries, select your dictionary, click Edit, and add or remove entries as needed.

Auto-Correct: Automatically replace this misspelling in the future with the highlighted suggestion without asking.

Options: Customize the spell checker.

Cancel: Stop checking this message’s spelling.

Tools: This shows a menu with these options:

Thesaurus: This suggests synonyms (words that mean the same thing) for the selected word. You must select a word for this option to work.

Dictionary: This opens an internet dictionary so you can look a word up.

Reminder for Yourself: This lets you generate a reminder that will appear in your email inbox on the date/time that you choose. See below.

Remind Associated People: This sends a reminder email to each recipient of this journal. (If you send the same journal more than once to different people, everyone associated with the journal from any of transmissions will get the reminder.) This option only appears if there are associated people. See below.

Insert Hyperlink: This lets you insert a hyperlink into an email (for example, a link to your company's Web page) with user-friendly text.

The first line shows the actual URL or web address for the hyperlink; the second line shows the text you want the reader to see. (Leave this second line blank if you want users to see the full URL.)

Add Docs: Attach documents to the journal.

Import: You only see this button if you are creating an HTML email. This lets you import a web page from any hosted source. This lets you send an email that has links to pictures and other graphics. (Only links to the pictures are sent rather than the pictures themselves, keeping the size of the email down.

Cancel: Discard any changes you’ve made and closes the add journal screen.

Save & Close: Saves your journal without emailing or faxing it to anyone.

Send: Saves your journal and send it to each of the recipients you’ve chosen above.

Right-click menu

A number of the features discussed above are available by right-clicking in the Journal Text entry. This menu also includes the ability to undo and redo changes

Adding Reminders

To add a reminder, click Tools and choose Reminder for Yourself or Remind Associated People. (Remind Associated People only appears if you have people other than yourself associated with the journal.)

Type a message and then choose a date and time that it should be sent. (If an recipient is in a different time zone, the reminder is sent based on your server’s time, not based on the time where the recipient is.)

Click Add Reminder to complete the process. Chronicle will automatically send the reminder on the date/time you specified. For Associated People, if you send the same journal more than once to different people, everyone associated with the journal from any of transmissions will get the reminder.

Choosing Recipients

To choose recipients, you can right-click the To, Cc, Bcc, or Fax entries for a menu that shows your common contacts and anyone associated with the person, job, or office the journal is associated with. Or you can left-click these same entries and go to the Locate Recipients screen: this screen lets you add multiple people at once, lets you add people who are not in the right-click menu, or add a people who have been associated to a group.

The Right-Click Recipients Menu

If you right-click the To, Cc, Bcc, or Fax entries, you get a menu with anyone associated with the job/person/office the journal is for, and anyone in your Common Contacts list. Just click any name to choose that person as a recipient. (To edit who's in your common contacts list, click Edit My Common Contacts at the bottom of the menu, or click My Common Contacts on the Locate Recipients screen.)

The Locate Recipients Screen

When you click the To, Cc, Bcc, or Fax entries, or if you tab into these entries and begin typing, you see the Locate Recipients screen:

Chronicle initially shows anyone associated with the job/person/office the journal is for, and anyone in your Common Contacts list. To make one of these people a recipient, just double-click the name, select the name and press ENTER, or click the To, Cc, Bcc, or Fax button. This adds the person to the recipients list at the right of the screen.

To send the journal to someone who isn’t listed here, type the first few letters of the last name in the Find entry, or use the Search button.

Editing Your Common Contacts

To set up your common contacts, either click Edit My Common Contacts at the bottom of the right-click menu (shown above), or click My Common Contacts on the Locate Recipients screen.

Searching by Name ID

In the Find box, type up to four letters of the last name followed by two letters of the first name. For example, to find Bilbo Baggins, you would type BAGGBI. (However, you can type less than this if you want. For example, just typing BAG would list everyone whose names began with these letters.)

Other Searches

To search by something other than the name ID, click the Search button and choose what to search by. Everyone who meets the conditions you specify will be listed in the Address Book list on the left.

Once you’ve found the person you want, double-click the name, or press ENTER, or click the To, Cc, Bcc, or Fax button. This adds the person to the recipients list at the right.

Adding the Person to the List of Recipients

Once you’ve found the person you want, double-click the name, or press ENTER, or click the Add button. This adds the person is added to the recipients list at the bottom of the screen.

Using a Different Address for a Recipient

When you double-click a person that you’ve found (or press ENTER, or click the Add button), Chronicle puts the person in the recipients list 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 click Use Different Address / Fax # above the recipients list at the bottom of the screen. This shows all addresses entered for that person:

Add lets you add a new email address or fax number; Edit lets you change the highlighted address, delete an address, or choose a different address as the default. Press enter or double-click an address to pick it.

The To entry lets you change whether the recipient is included in the To, Cc, or Bcc entries; this defaults to whatever you clicked on the journal screen but you can change this if needed.

Seeing More Detail about a Person You’ve Found

When locating a person, you’ll occasionally want more detail about a person you’ve found 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, click the Profile button in the upper-right corner of the Locate Recipients window. This brings up identifying information like the person’s category and mailing address.

Changing the Default 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.

Adding a New Person

While on the Locate Recipients screen, if you discover that an intended recipient isn’t in Chronicle yet, click the New Person button to add the person.

Creating a Task for a Recipient

To use the journal text as a task for any recipient(s), check the Task box next to the appropriate employee(s) in the recipients list.

If you check this box, then Chronicle creates a task for that person when the journal is sent. (A task isn’t created if the journal is only saved; you must Send the journal to create the task.)

Sending a Journal to a Group of People

You can define groups of people which you can reuse; this lets you simply choose a group and send to everyone in it:

Defining a New Group: Click the New Group button, enter a name for the group, and choose the first group member. To add additional members, use the Add button above the list of group members on the right.

Chronicle initially assumes that you want to send email; to fax to a group member, use Change Default Method.

Sending to the Selected Group: Once you’ve selected a group, click Add to Recipients List. Each member of the selected group will be added to the journal’s recipients list. If needed, you can remove people from the recipients list, or you can add additional recipients who are aren’t part of the group.

Sharing Groups with Others: When you initially create a group, it’s private, that is, you’re the only person who can see or use it. To make a group available to others in your company, click the Public box and confirm that you want to make the group public.

Using Groups Created by Others: If others have created groups and made them public, you can get to those groups by clicking Groups and choosing Public Groups.

Sending to Active Employees: Click the Groups drop-down in upper-left corner of the Groups screen and choose Active Employees. Chronicle defaults to all employees, but you can limit the group to only employees with a particular security level or higher. For example, to send only to managers, choose a security level of 5 or higher.

Sending to Departmental Employees: Click the Groups drop-down in upper-left corner, choose Departmental Groups, and then choose the department. This lists all employees associated with the department in the Main System Setup.

Predefined Text Blocks

Chronicle lets you define blocks of text that you can reuse as needed. This could range from a standard message closing (signature), to stock paragraphs for collection notes, marketing messages, and more.

To get to the list of predefined text, on the screen for adding a journal, click the Insert button or press INS while in the Journal Text entry. You’ll see a screen like this:

Email Signatures:  Check the box by Automatically insert this text in new journals. Whenever you create a new journal after this, the selected text block will be automatically inserted. You can only select one block of text to be automatically inserted; if you previously selected a text block to automatically insert and then you select another, the first one automatically becomes unselected. (If you want the content from both text blocks in your journal, simply paste all of the text needed into the one block that is being automatically inserted.)

Departmental vs. Personal Text Blocks

At the top left of the predefined text screen, the Type entry lets you choose My Text Entries or any department in your business.

My Text Entries: Only you can see and use text defined under My Text Entries; here you’d create text that’s unique to you like a signature that includes your name or custom messages that only you use.

Departmental Entries: Here you can create or use predefined text for any department; any employee can access this text.

Creating or Editing Text Blocks

To create a new block of text, click the Add button to add a new one or Edit to edit an existing block of text. You’ll see a screen like this:

Name: Enter a name so you can identify this text block in the list.

Subject: This entry is optional. If you insert this text block into a journal, if you haven’t already give the journal a subject, this text is entered in the journal’s Subject entry. If you’ve already entered a subject for the journal when you insert this text, the subject you enter here is ignored.

Insert Merge Field: To insert job or personal information into the text when you insert it into the journal, choose the type of information in Field Type, choose the specific information in the Field entry, and click the Insert button.

Using merge fields here does NOT produce unique merged email for each recipient. For example, if your email has 10 recipients, «[To First Name]» is not replaced with each recipient’s first name when the email is sent. Rather, this merge field is replace with the name of the one person you choose when you insert it into journal.

Do NOT edit the text within the merge codes; to use a different field; delete the incorrect field and insert the correct one; editing the merge codes makes them unusable.

Insert Hyperlink: Allows you to enter your website. This hyperlink can be the name of your company with a hidden URL.

Insert Image: Once you have saved an image online, per the instructions found on this screen, you can insert a logo in your signature.

Message Text: Type any text that you want. You can enter multiple paragraphs of text if needed, and you can use any formatting (font, color, size, bold, etc.). However, you can’t insert graphics in predefined text.

When done, click Save & Close to save your text and return to the list of predefined text blocks.

Inserting Predefined Text into your Journal

Once you’ve defined and saved text blocks, simply click the text block on the list and press ENTER or click the Insert button.

If your predefined text has merge fields in it, Chronicle may ask you to identify which person to get information for.

Once the text is inserted, you can edit it just as you would any other text if needed.

Sending an Email or Fax that Isn’t Associated with a Job

1.

At the top of the screen, click the Email tab.

2.

On your email page, click the New Email button.

Chronicle brings up a screen that lets you enter the text of the message and choose who to send it to. This screen is just like the standard journal screen; see Adding Journals above.

3.

When done, click Send.