Creating follow-up tasks

Follow-up tasks can be created when you save an email to NexJ CRM.
To create a follow-up task:

1. In Microsoft Outlook, open the email for which you want to create a follow-up task.
2. In the Home tab, click Create Follow-Up.
3. [Optional] If there are any unrecognized email addresses in the email and if the application administrator has enabled this functionality, the Select contacts to add to NexJ CRM dialog may appear.
   Use this dialog to either associate the unrecognized email addresses with existing contacts or to add the contacts to NexJ CRM before proceeding with your task. The dialog may have different functionality depending on how your application administrator has configured it.
   1. For each contact that already exists in NexJ CRM, but is associated with a different email address, click Add email to existing contact. In the NexJ CRM Lookup dialog that appears, select the existing contact that you want to associate with the new email address and click OK.
      The Select contacts to add to NexJ CRM dialog appears, and the contact's name appears in the Existing Contact column. The selection checkbox to the left of the contact's email is disabled.
   2. For each contact you want to add to NexJ CRM, confirm or specify the email address, first name, and last name.
   3. If your application administrator enabled this functionality, specify the rep code associated with each new contact you are adding to NexJ CRM.
   4. If the application administrator enabled this functionality, specify the company associated with each contact.The Select Company field may be required or optional. If it is required and you do not specify a company, those contacts will not be added to NexJ CRM.
   5. Select the contacts you want to add to NexJ CRM or click Select All.
4. Click Next.
   In the Create Task Follow-up dialog that opens, fill in the required fields as needed.
5. Several fields are prepopulated with default information:

   Description
   Prepopulated with the subject line of the email.
   For
   Prepopulated with any contacts listed in the To, From, CC, and Bcc fields of the email. Users do not appear in the For field.
   Assign To
   Prepopulated with the user who is saving the email (and only this user).
   Start
   Date on which the task will begin. You can select a start date from the drop-down calendar.
   Due
   Date on which the task is due. You can select a due date from the drop-down calendar.
   Reminder
   Date and time that a task reminder will appear. You can select a reminder date and time from the drop-down calendar.
   Priority
   A priority level for the task.
   Save Email with Follow-Up
   This option is enabled by default. If you only want to create a follow-up task, but not to save a record of an email activity in a contact's journal, then clear this option.
   Notes
   Prepopulated with the body text of the email.

6. [Optional] To associate the task with an item such as an opportunity, service request, product, or campaign, click Select next to the appropriate field in the Related section and do one of the following:

   • For related opportunities, in the Opportunity dialog, select the desired opportunity and click OK. You can filter opportunities by text in the opportunity description, opportunity state, or by using a predefined filter.
   • For related campaigns, in the Select from My Campaigns dialog, select the desired campaign and click OK.
   • For related products, in the NexJ CRM Lookup dialog, click Add for each related product. You can filter products by text in the product name. Once you have added all the desired related products, click OK.
   • For related service requests, in the Select from My Service Requests dialog, select the desired service request and click OK. You can filter service requests by service request ID or text in the service request description.

   Some of the items in the Related section are only visible if the appropriate registry settings have been enabled. For more information about registry settings, contact your application administrator.

7. Click Save to NexJ CRM.

The new follow-up task appears in NexJ CRM, in the Tasks tab on the Schedule workspace for the user for whom the follow-up was created. If you selected the Save Email with Follow-up option, a new email activity also appears in the Journal tab on Contacts workspace for the contacts included in the For field of the task.