Link contacts to calendar events

Linking and Completing Appointments

Linking Appointments

BlackBerry/Google

To link an activity to a contact from BlackBerry/Google and have the appointment linked in your contact manager on your PC, follow these steps:

1. Create the activity in BlackBerry/Google.

1. 1. In the Notes area at the bottom of the activity, enter the word Link, followed by a colon, followed by a space, followed by the name of the contact exactly as it appears in your database. For example:

Link: John Q. Doe

Palm

To link an appointment to a contact from the Palm and have the appointment linked in your contact manager on your PC, follow these steps:

The start time line of the appointment needs to contain what the appointment is about, such as "Lunch". The second line of the appointment time needs to contain the word Link followed by a colon followed by a space and followed by the name of the contact exactly as it appears in your database. For Example:

12:00 Lunch

Link: John Q. Doe

You may be able to use the Phone Lookup feature to do this if your Palm has this option. To use the Phone Lookup feature after creating the appointment, the word Link, the colon and the space, go to Menu/Options/Phone Lookup and tap the contact record you want and then the Add button.

Outlook, Windows CE and Pocket PC

The process is similar with Outlook, Windows CE and Pocket PC handhelds, except that the Link information goes into the notes area, not the description. These handhelds do not have a Phone Lookup feature.

You may also link to a contact by using the same linking format as you have selected on the Calendar Format tab in CompanionLink Setup. NOTE: If you select No Format or CompanionLink Original, you must link to the contact in the same manner as described in the Palm section above.

To find your Calendar Format tab open CompanionLink Setup and go to Advanced Settings.

For example, if you select Description Preceded By Link Name, you will see an example on the right that says: "Call-Jane Smith: Followup". To link an activity on your handheld, you would enter the subject of the activity in the same format. In this case, that would be the type of the activity, followed by a hyphen, then the contact's name, then a colon, a space, and the subject of the activity.

Other Types of Links

You may also link to a company name or to a phone number. You would link to a company using At: instead of Link: and to a phone number using Ph: instead of Link: Examples:

12:00 Lunch

Ph: 971-249-0300

1:00 Follow-up call

At: CompanionLink Software

Warning: If you have more than one contact with the same phone number or at the same company, you should not use this alternate method of linking, as CompanionLink will find the first contact with the matching information and link it to that contact. This should only be used if you are linking to a phone number or company without a contact name, or in addition to Link:.

Appointment Types

ACT!

ACT! users may add the appointment type on the appointments created on the handheld. Simply write the appointment type in parenthesis in the appointment description. Use the single letter abbreviation shown below. You can write the appointment type in lower case letters. CompanionLink will replace it with the complete appointment type on the next sync.

Description Type Abbreviation

Call (Call) (c)

Meeting (Meet) (m)

To-Do (Todo) (t)

Example:

3:00 (c) Follow-up with CompanionLink

GoldMine

GoldMine users may add the appointment type on the appointments created on the handheld. Simply write the appointment type in parenthesis in the appointment description. Use the single letter abbreviation shown below. You can write the appointment type in lower case letters. CompanionLink will replace it with the complete appointment type on the next sync.

Description Type Abbreviation

Appointments (Appt) (a)

Next Action (Action)(t)

Call (Call) (c)

Forecast Sale (Sale) (s)

Other Action (Other) (o)

Event (Event) (e)

To-Do (Todo) (t)

Example:

3:00 (c) Follow-up with CompanionLink

Note: In CompanionLink Express, the only types of appointments you can synchronize are Appointments, Calls, Next Actions and To-Dos. To synchronize the other types, you must have CompanionLink Professional.

Completing Appointments

To complete an appointment on the handheld, you want to place a slash as the first character of the datebook/calendar description. You may use either a backward slash or a forward slash.

2:30 /(c) Follow-up with CompanionLink

GoldMine Result Codes

GoldMine users may include a Results code for the activity when they complete it. Insert a slash, followed by the result code, followed by another slash. You may enter this in upper or lower case; the Results code will be automatically capitalized when the handheld is synchronized.

1:00 /COM/(c) Follow-up with CompanionLink