Client Contact Report

CONVENTIONS

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CLIENT CONTACT REPORT

A Client Contact Report can be filed across multiple jobs, eliminating the need to file ten different Progress Reports, for example. It should include all relevant information about what the Client wants and when they need it.

 

SUBMITTING A CLIENT CONTACT REPORT

To submit a Client Contact Report, go to Clients & Jobs Client I Want To: Create Client Contact Report. You can also click  at the top of the screen. 

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TIP: When navigating via the  menu, the Job field on the initial Create screen is content-sensitive. Enter as many job Title keywords as possible to narrow down the list more quickly and eliminate unnecessary scrolling.

The Report is divided into Jobs, numbering as many as you’d like. Each Job contains the following sub-sections:

Title: The project name (e.g. “2017 Benefits Brochure”)

Old Job Number(s) to Reference: A Sleeping or active Job Number for cross-reference

Brief Description of Job: Details about the target audience, primary goal, etc.

TIP: Be sure to include unusual requirements such as multiple approvals (e.g. “Legal and HR have to approve it.”).

Talking Points: Product features, benefits, competitive advantages, etc.

Budget Considerations: Any parameters, either Client- or agency-directed, that affect execution (e.g. $10,000 or “less than last time (~$8,000)”)

TIP: Always include a Budget figure, even if it’s only a guesstimate.

Job will Include: Outline any known spec information (e.g. Full-page, 4C, no bleed).

Critical Details: Items needing special attention, for example:

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TIP: Attach a due (When) date to each Critical Detail, no matter how tentative.

To enter an additional job, click Add Another Project at the bottom of the page. Once all information has been entered in the Report, click Submit.

NOTIFYING THE TRAFFIC MANAGER

Because there’s no cc: field on a Client Contact Report when it’s initially filed (other than sending a copy to yourself), it’s important that the Traffic Manager be automatically notified. S(he) should be listed in Default Notificationsbeside Client Contact Report. Notifications will appear in his/her Unread Messages box in the order they were received, with the most recent at the top. To view system-generated Messages, go to Dashboard — Unread Messages or click on the   icon at the top of the page.

TIP: Open a separate window by holding down the Control (or Apple) key and clicking on the here link in the Message.

If you click on a Message here link, after its parent document has been deleted, CurrentTrack® will alert you. Once you’ve read a Message, it’ll automatically move to your Read Messages Box. To delete a Message from your Dashboard, click the trash can icon to its right. At the “Are you sure…” prompt, click OK.

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VIEWING AN UNFILED CLIENT CONTACT REPORT

To View (or edit) a Client Contact Report before it’s been filed, go to Clients & Jobs Client I Want To: View Unfiled Contact Reports.

Click the Edit link beside the Report to make any necessary changes. Click on its View link to review its contents. To view its Printer Friendly version, click the printer icon at the top of the screen.

 

FILING A CLIENT CONTACT REPORT

Once a Client Contact Report has been submitted, and the Traffic Manager has reviewed it, it needs to be filed. It may contain information about one Job or many, each with more than one action item. It’s the Traffic Manager’s job to sort all of that out and the Account Manager’s responsibility to be as clear as possible when submitting the information.

A newspaper ad, for example, may have three items that pertain to the creation and placement of a single advertisement. For the sake of simplicity, we’re going to create this as a single Job with multiple Tasks. You’d normally want to break it out into two jobs production and media which can have some accounting advantages.

To retrieve a Report, go to Clients & Jobs Client I Want To: View Unfiled Client Contact Reports.

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You now need to associate the Report with its Job(s). Read the Report and see what Job(s) it applies to. To view its Printer Friendly version, click the printer icon at the top of the screen. If the Report contains one or more new Jobs, you’ll have to first create them by going to Clients & Jobs Client I Want To: Add Job for This Client. Name the Job something self-explanatory, like “Spring 2017 Newspaper Ad.” Remember, you don’t have to include the Client name in the job Title because it’ll automatically reside inside the Client’s folder.

You now need to associate the new and existing (if applicable) Job Numbers with the Report and send notification to your Employees. To File a Client Contact Report, go to Clients & Jobs Client I Want To: File Client Contact Reports.

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Once you’ve selected the Number(s) and recipients, from the drop-down menus, click Submit. The Report will then be filed in the indicated [Job] Documents Folder(s); Clients & Jobs Client — Job One Sheet — I Want To: Open Documents Folder.

 

EDITING A CLIENT CONTACT REPORT

You may only edit Reports that you’ve personally submitted, unless you have Permission to EDIT Client Contact Report. If a Report has not yet been filed by the Traffic Manager, go to Clients & Jobs — Client — I Want To: View Unfiled Client Contact Reports. Click the appropriate Edit link and make any necessary modifications; click Submit. 

NOTE: An individual job may not be deleted from within a Client Contact Report, after it’s been submitted.

If the Contact Report has already been filed to a specific Job Number(s), go to Clients & Jobs — Client — Job One Sheet — I Want To: Open Documents Folder. Again, click the appropriate Edit link and make any necessary modifications; click Submit. Modifications made to the document will be reflected across all Job Numbers under which the Report has also been filed.

MOVING A CLIENT CONTACT REPORT

Should you happen to misfile a Report, simply go to Clients & Jobs Client Job One Sheet  I Want To: Open Documents Folder.

Click the Move link beside the Report. Next, select the Job to which the Report should be moved from the drop-down menu. Remember, when you move a Client Contact Report, you’re filing it just as you did when you initially managed it. You must re-list ALL jobs you’d like it filed under before clicking Submit.

TIP: The Job drop-down menu is content-sensitive. Enter as many job Title keywords as possible to narrow down the list more quickly and eliminate unnecessary scrolling.

 

DELETING A CLIENT CONTACT REPORT

To delete a Client Contact Report, go to Clients & Jobs Client Job One Sheet  I Want To: Open Documents Folder.

Click the Delete link beside the document. At the “Are you sure…” prompt, click OK. A Client Contact Report can also be deleted from within the document itself. Simply click its Edit link and, once inside, click Delete, at the bottom of the page.

NOTE: If you’re deleting a Client Contact Report that’s been filed across multiple jobs, ALL copies will be deleted.


SCENARIO

How do I make a Client Contact Report viewable to the Client?

The Client Contact Report works a bit differently than other documents. It’s typically reviewed by the Traffic Manager and then distributed to other team members electronically. To share it externally, simply view its Printer Friendly version and save it as a PDF. Upload the PDF to the [job] Attachments Folder and check the Viewable [to] Client box.

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