In InterAction, appointments are future-dated meetings entered into Microsoft® Outlook® as calendar items and synchronized with InterAction. You use Outlook to choose which appointments you want synchronized with InterAction. For more about adding appointments to InterAction from Microsoft Outlook, see the Using the InterAction Web Client and Desktop Integration guide.
Within the Windows Client, you can view and search for the appointments that have been added to InterAction.
The appointment features in InterAction are optional; your organization may choose not to use them.
See the following topics:
- View Appointments for a Contact
- Filter Appointments by Date, Type, or Originator
- What Happens to Appointments in InterAction after They Take Place?
View Appointments for a Contact
The Appointments view displays appointments for the contact.
You can sort the Appointments view by any of the columns by clicking on the column heading.
You can also create Windows Client searches to find contacts that have appointments that meet particular criteria.
When viewing appointments for a contact, you can filter the view to display just the appointments you need. This is similar to filtering the activities view.
You cannot create an appointment that is regarding a folder, like you can with activities. An appointment can be regarding contacts, a matter, opportunity, or engagement. Use the regarding filter when working with appointments regarding a matter, opportunity or engagement.
Filter Appointments by Date, Type, or Originator
- Open the contact details for the contact and choose the Appointments view.
Choose Appointments > Filter to display the Filter Activities dialog box.
- Choose one of the Date radio buttons to set the range of dates you want to be displayed. Change the date ranges if necessary.
- If desired, choose an Originator and/or an Appointment Type to further filter the list of appointment.
- Check the Save as default Appointment Filter if you want InterAction to use this set of criteria as a default when you choose the Appointment view.
- Choose OK when you are finished defining the filter.
Clear the Appointment Filter
- From the Appointments view, choose Appointments > Filter to display the Filter Appointments dialog box.
- Choose Clear to clear all of the selected criteria.
- Choose OK.
What Happens to Appointments in InterAction after They Take Place?
After the date for an appointment has taken place, the appointment is converted to an InterAction activity. This lets you maintain the history of your interactions with the contact on an ongoing basis.
For a while after the conversion, the activity continues to synchronize with Microsoft® Outlook®. You can update the Outlook version of the appointment with meeting notes or other changes, and the InterAction version (the activity) is updated with those changes. Also, if you update the original Outlook appointment to a future date (for example, if the original meeting was rescheduled to a future time), the meeting is converted back to an appointment after synchronization.
The amount of time an activity that used to be an appointment continues to synchronize is determined by your system administrator. You can edit the activity in InterAction during this time. Doing so breaks the connection between the activity in InterAction and the appointment in Outlook. Any future updates to the Outlook version are not updated in InterAction in this case. Before breaking the connection, the Windows Client displays warning message.