Creating a Phone Call record

You can create a record of a Phone Call for a client directly from the Summary tab in the Client Workspace, or using the + button in the menu bar.

Creating a Phone Call record from the Client Workspace

1. Display the Client Workspace for the relevant client.
    
2. In the Client Summary, make sure the Phone Call tab is displayed in the panel on the right-hand side.
    
3. Enter the Subject and details of the Phone Call. Change the Phone Number, Date, and Time if relevant.
   
4. Select Create. The Phone Call is saved in FYI. 
   
5. The Phone Description and Phone filing details display, and you can change them if needed.

Creating a Phone Call record by selecting a client phone or mobile number

From the Client Group - Clients list, you can select the Phone Number or Mobile Number link for a client.

If your computer has a phone registered, this automatically open your phone application and makes the connection with the number added directly from the link.

FYI  automatically creates the Phone Call record in FYI, and adds the phone or mobile number to the Create Phone Drawer.

Creating a Phone Call record with the + button

1. In FYI, select the + button in the menu bar.
    
2. Select Phone from the list of document types. 
   You can also press the shortcut key C to create a new Phone Call.
   
   The fields that initially display depend on whether filing defaults have been set in your settings or in the practice settings. When you select the Client, these may change to the filing defaults set for the client.
    
3. The Phone Description Drawer opens so you can start recording the details of the phone call. 
   
   You can apply formatting to the text, such as bold, font sizes, bullet points, and tables. The formatting tools work in the same way as when adding task details.
    
4. In the Drawer, select or enter the filing fields, or change the defaults that are given.
    
   • Client: Type at least three characters of the client name to display all clients containing those characters in the Client Name, then select the required client.
   • Cabinet: If the selected client has a default Cabinet this is displayed and you can change this if required. The selected Cabinet determines the Categories and options that display, and whether Jobs, Tags or Keywords can be selected or entered. 
   • Name: To identify the document internally, the name displays in the lists in FYI. For example, the name of the person with whom the call was made, or any other subject text.
   • Categories: Categories such as Year or Work Type.
   • Job: If Jobs are enabled for the selected Cabinet, you can also select a Job for the client.
   • Tags and Keywords: If the selected Cabinet has been enabled for Tags or Keywords, you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document.
   • Phone: This defaults to the phone number for the client and you can change it if required.
   • Date and Time: These default to the current date and time, and you can change them if required.
      
5. Select Create.

The Phone Call is saved in FYI, and the Drawer is updated to include the additional sections. These sections allow you to display and update the details and filing details, to create Tasks for the Phone Call, and add Time information.

You can also set the Workflow to lock the details of the Phone Call. When the Status is Completed, Approved, Pending Client Signature, or Client Signed, the details of the Phone Call can't be edited. The Phone Call record is read-only.

Font used for the text in the Phone Call

The text entered for a Phone Call uses the Default Font and Default Font Size set in your Practice Settings. If you do not have these defaults set for your practice, this is set as Sans Serif 12.

You can make changes to the format, fonts, and layout using the tools at the top of the FYI Editor. Hover over the tools to see the tooltip description of how each is used.

Displaying a Phone Call

To display the details of a Phone Call, select it in a documents list, or on the Client Summary tab, to display the Drawer.

To display the Phone Call Description, select the Editor tab to open it and make any changes if needed.  Expand any of the filing details sections in the Drawer to display and make any changes if required.

The details in the Description of Phone Calls can be copied and pasted using shortcut keys ctrl+c and ctrl+v, or by right-clicking to display a pop-up menu with options such as Select All, Copy, and Paste.