InterAction Reminders

InterAction Reminders are a great way to get quick, easy value out of InterAction. With just a little bit of setup, you can begin receiving regular reminders that include your organization’s content and you can use that information to keep in touch with your clients and prospects.

Reminders are helpful because they:

• Identify key people to keep in touch with
• Set up regularly scheduled messages that remind you when to communicate with these contacts again
• Provide key details to show clients/prospects how much they are valued
• Grant easy access to more detailed information to help strengthen relationships

See the following topics:

• What Is the Reminders Feature?
• What Reminders Are Not Designed to Do
• Setting Reminder Preferences
• Adding or Editing Reminders
• Viewing Reminders

What is the Reminders Feature?

The Reminders feature lets you set up email messages so you remember to communicate with key contacts. The Reminders feature consists of both a reminder and a reminder message.

Reminders

A reminder is where you set up the reminder message you want to receive. You can configure reminders for yourself from the Windows Client, a PIM, or the Web Client. In the Windows Client and the Web Client, you can also create and manage reminders for your client team if you have permission to create reminders for others as a Client Team Manager. Your InterAction Administrator can grant you this right in InterAction Administrator.

NOTE A Client Team Manager manages client teams or groups of professionals dedicated to building relationships with and getting more business from specific clients. These individuals can assign and manage reminders for clients to members of the client team.

A reminder is a configuration of:

• User - you or someone you manage in a client team
• Contact - the person or company about whom you want to be reminded
• Frequency - the rate of recurrence with which you want to be reminded (daily or weekly) or if it should be one-time
• Date - the day on which the next message is sent
• Description - notes that display on the reminder and explain why you are getting in touch with the contact

Reminders follow these rules:

• Each reminder can only have one contact.

  Users cannot put multiple contacts on the same reminder.

• Reminders are limited to one user.

  Multiple users cannot share the same reminder. However, different users can have their own individual reminders for the same contacts.

• Only users, their proxies, or a Client Team Manager can see a reminder.

There are no limits to the number of reminders you can have in general or for a particular contact.

Reminder Messages

A message is the actual email message sent to you. You can choose how and when to act on the message. The message includes:

• The information required to decide if a meeting or call is necessary
• Contact information to conduct the communication
• A link to add an activity
• A summary of the your last activity regarding this contact
• A means of viewing a report or sending it
• Ability to edit the next reminder

The message’s formatting and content is defined by site templates designed by your organization.

What Reminders Are Not Designed to Do

Reminders are intended to help you build and strengthen your relationships. They are not designed for:

• Advanced tasking
• Advanced calendaring

• Deal management actions

  If your organization needs this functionality, contact your LexisNexis InterAction sales representative about InterAction Opportunities.

• Advanced workflow

Setting Reminder Preferences

Before creating reminders, configure your preferences for new reminders. Access reminder preferences by:

• Choosing View > Reminders > My Reminders to open the My Reminders dialog, then choosing Actions > Preferences to open the Reminder Preferences dialog box
• Choosing InterAction > Settings > Reminder Settings

These preferences are default settings, which you can override on a reminder basis. Set your default settings, then choose OK.

Reminder Preferences

Field	Description
Email Format
Select the display format for reminder messages	Determines the format of reminder email messages: either HTML or text
Delivery Options
Deliver	Determines the delivery frequency: • Daily on Weekdays • Weekly on any Weekday
Report	Determines how reports are delivered: • The report chooser displays • A specific report that you select from the report chooser
New Reminders
Repeat every	Determines the initial frequency for new reminders in an increment of 1-12 weeks or months

Reminder Preferences Dialog Box

Adding or Editing Reminders

You can add or edit reminders for yourself in the Windows Client if you are enabled for reminders. You can also add or edit reminders on behalf of someone else if you are designated a Client Team Manager in InterAction Administrator.

Where You Can Add Reminders in the Windows Client

Users can edit reminders from these locations:

• From the main window, choose Contact > Add Reminders (for yourself or others)
• From the main window, choose the Add Reminder icon (for yourself or others)
• From the main window, choose View > Reminders > My Reminders, then choose the Add button (for yourself or others)
• From the main window, choose View > Reminders > Reminders for Other Users, then choose the Add button (for yourself or others)

• From Contact Details, choose Reminders > Add or the Add Reminder icon (for yourself)

Where Users Can Add Reminders in the Windows Client

[A] Add button on the Reminders for Other Users dialog

[B] Add button on the My Reminders dialog

[C] Reminders > Add menu item on Contact Details

[D] Add Reminder button

Create a Reminder from the Windows Client

1. Choose to add a reminder from the Add Reminder dialog box, launched from any of these locations in Where You Can Add Reminders in the Windows Client.

2. If you want to create the reminder for someone else, select that user from the Create for User drop-down list.

   This is not available when you choose to add a reminder from the My Reminders dialog.

3. Choose Find Contact to search for the contact about whom you want (or you want another person) to be reminded, if you are not adding the reminder from Contact Details or the Contact menu.

4. Choose whether the reminder is recurring or one-time.

   To	Do This
   Set up a recurring reminder	1. Select the Recurring option. 2. Set how often to receive the reminder: at a rate of every 1-12 weeks or months. 3. Choose a start date.
   Set up a one-time reminder	Select the One time option. Set the date to receive the reminder.

   See Recommendations for Creating Reminders for more information.

5. Enter a brief description about why this reminder was created in the Description box.

6. Choose OK.

   You can now view and edit this reminder from a reminder view. For more information, see Viewing Reminders.

Add Reminder Dialog Box

Recommendations for Creating Reminders

• Consider closely when choosing daily vs. weekly delivery. Choose a period when you (or the user you are creating reminders for) have free time.

• Use caution when setting up reminders. You may choose the same contacts as other users and flood the contact with too many calls. Review recent activities for that contact and be sure not to inundate the contact.

• Start slowly and create around 6 reminders that you want delivered in the next few weeks.

  • Choose contacts you haven’t spoken to in awhile and have a reason for calling them

  • Spread the reminders out so you don’t get all their reminder messages in the same week.

  • Aim for no more than 20 total - there is no mass delete for reminders.

Editing Reminders in the Windows Client

Users can edit reminders from these locations:

• In Contact Details, choose Reminders > Edit or the Edit Reminder icon
• In the My Reminders dialog, choose the Edit Reminder link

• In the Reminders for Other Users dialog, choose the Edit button

Where Users Can Edit Reminders in the Windows Client

[A] Reminders > Edit menu item on Contact Details

[B] Edit Reminder button

[C] Edit link on the My Reminders dialog

[D] Edit button on the Reminders for Other Users dialog

Edit a Reminder in the Windows Client

1. Choose to edit a reminder from any of these locations.

   • In Contact Details, by choosing Reminders > Edit or the Edit Reminder icon

   • My Reminders dialog, the Edit Reminder link

   • Reminders for Other Users dialog, the Edit button

2. Change the recurrence of the reminder, the date of the next, or the delivery date of a one-time reminder, if necessary.

3. When finished, choose OK.

   You can now view and edit this reminder from a reminder view. For more information, see Viewing Reminders.

Viewing Reminders

You can view upcoming and past reminders for yourself in the Windows Client. You can also view reminders for other users, if you are a Client Team Manager, from the Windows Client. There are four different views:

• My Reminders
• My Reminders for This Contact
• All Reminders for This Contact
• Reminders for Other Users

Where You Can View Reminders in the Windows Client

Reminder View	Location in the Windows Client
My Reminders - from here you can view and edit reminders: • You created • A proxy created on your behalf (in the Web Client or from a PIM) • A Client Team Manager created for you	From the main view, choose View > Reminders > My Reminders.
My Reminders for This Contact - from here you can view and edit reminders for a specific contact that: • You created • A proxy created on your behalf (in the Web Client or from a PIM) • A Client Team Manager created for you	From Contact Details, choose Reminders, then choose Reminder View > My Reminders for This Contact.
All Reminders for This Contact - this view is intended for Client Team Managers. It shows all reminders for a specific contact. Its purpose is to make sure there is full coverage for a contact, not to manage a user’s work.	From Contact Details, choose Reminders, then choose Reminders View > All Reminders for This Contact.
Reminders for Other Users - this view is also intended for Client Team Managers, to view reminders you as a manager or other Client Team Managers have created for other users; it is a good tool for onboarding new team members.	From the main view, choose View > Reminders > Reminders for Other User.

Actions You Can Perform from a Reminders View

From any of the Reminders views, you can perform the following tasks:

Actions Available from a Reminders View

Action	Reminder View and Where You Perform the Action
Add an activity	• My Reminders - Add Activity button or Add Activity right-click menu option • My Reminders for This Contact - Add an activity to <‘this contact’> button or Add Activity right-click menu option • All Reminders for This Contact - Add an activity to <‘this contact’> button or Add Activity right-click menu option
Delete a reminder	• My Reminders - Delete link or Delete right-click menu option • My Reminders for This Contact - Delete Reminder button or Reminders > Delete or Delete right-click menu item • All Reminders for This Contact - Delete Reminder button or Reminders > Delete or Delete right-click menu item • Reminders for Other Users - Delete button
Add a reminder	• My Reminders - Add button or Add Reminder right-click menu item • My Reminders for This Contact - Add Reminder button or Reminders > Add or Add Reminder right-click menu item • All Reminders for This Contact - Add Reminder button or Reminders > Add or Add Reminder right-click menu item • Reminders for Other Users - Add button
Edit a reminder	• My Reminders - Edit link or Edit right-click menu item • My Reminders for This Contact - Edit Reminder button or Reminders > Edit or Edit right-click menu item • All Reminders for This Contact - Edit Reminder button or Reminders > Edit or Edit right-click menu item • Reminders for Other Users - Edit button
View a contact	• My Reminders - View Contact right-click menu item or Actions > View Contact • My Reminders for This Contact - General view of Contact Details • All Reminders for This Contact - General view of Contact Details
View a reminder	• My Reminders - default view • My Reminders for This Contact - default view • All Reminders for This Contact - default view • Reminders for Other Users - default view
View all my reminders	• My Reminders - default view • Reminders for Other Users - choose yourself from the Display Reminders For drop-down list
View a report	My Reminders - View Report right-click menu item or Actions > View Report
Find in this window...	• My Reminders for This Contact - right-click menu item • All Reminders for This Contact - right-click menu item • Reminders for Other Users - right-click menu item
Reset columns	• My Reminders for This Contact - right-click menu item • All Reminders for This Contact - right-click menu item • Reminders for Other Users - right-click menu item
Change Preferences	• My Reminders - Actions > Preferences • My Reminders for This Contact - choose Tools > Options, choose the Preferences tab, then choose the Preferences button • All Reminders for This Contact - choose Tools > Options, choose the Preferences tab, then choose the Preferences button
Access help	My Reminders - Actions > Help