This is a handy tool for keeping a log of all your communications with your Suppliers. You can track events on here, such as when you spoke to a Supplier and by what means you spoke to them, for example, by email, telephone, Zoom.
As you start to bring more Products on board, it becomes difficult to keep a track of conversations and documentation. This tool will help you to bring all the information into one place, particularly, for example, if you know what Product you need information about but can’t remember the name of the person who sent it, especially if the information has come from a few different sources.
To enter the Communicator application, select the icon from the left side of the navigation.
This will take you into the main Communicator page and display any communications you have already set up and the number of Events for each Communication. If there are no previous communications, this will just display an empty table.
To create a new communication, click on the Create button.
This will open up the Create Communication page where you will input the conversation details you have had with your Supplier. Once you have input the information, click on Save to save the information or Return to List to take you back to your list of Communications.
Remember to Save your information. If you click on Return to List without saving first, your information will be lost.
Field | What to input |
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Product Type | Choose from either Live or Researched in the drop down box. |
SKU | Select the SKU from the drop down box. |
Title | A meaningful Title to ensure you remember what it is about e.g. Baking Tray sample - Ningbo supplier. |
Product Description | This will display automatically once you have input the SKU. |
Supplier | Select the Supplier from the drop down box. |
Event Title | Add in what happened for each communication e.g. sample ordered, costing requested or perhaps shipping confirmed. |
Event Date | The date the event took place. |
Communication Type | Select the type of communication from the drop down box - choose from email, phone, instant message (IM) or other. |
Event Platform | What platform did the event take place e.g. if email, this would be gmail or hotmail, or e.g. online chat, Zoom |
Contact Name | The name of the person you communicated with. |
Link | This could be a link to their website or perhaps a link to images that they sent i.e. a url they send that is specific to that event. |
Current Event | Select the type of event from the drop down box - choose from initial contact, negotiation, samples ordered, purchase order, finalising order, reorder, other. |
Follow Up Date | Choose the date from the calendar when you need to follow something up with your Supplier. |
Follow up Notes | Input any relevant information as you go that you may need to follow up with the Supplier. |
Short Information | A brief overview of what the event is. |
Document Upload | Any documents that have been sent to you e.g. images, quotes, final purchase order etc. |
If you have a lot of information input on Communicator, you can use the Filters to search for the Communicator Activity you want.
Once you have found the Communicator Activity you wish to view, edit or delete, just select from the Action box options.
If you click on View, you are able to click on Create to add more Events for that particular communication.
Create as many Events as needed for a particular Product. If you want to mark an Event as completed, just click on the green tick on the Follow Up Date. This will turn the date to green to show completed and the tick will be removed.
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If this was done in error or you want to return the status to still awaiting follow up, just click on Edit and you can change the status by unchecking the Complete box. Remember to Save or your information will be lost.
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Once saved, the status will be reverted back with a confirmation message.
You can delete an Event by clicking on the delete button.
To Edit a Communicator Activity, either select the Edit button under Actions or if you are in the View mode for a Communication, you can click on Edit from there and it will take you to the same page.
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Just amend the details available and remember to either Save which will return you to the main Communicator list or you can just return to list without saving.
