Archiving Contacts and Call Logs

You have the right to access your data anytime you like. CallPlease supports this access and this article provides some of the details.

As magical as the cloud is, good data hygiene requires that you have a back-up of your important data on a regular basis. How often you do an archive should depend on how much you are willing to be without if something bad happens. CallPlease stores your data in a double encrypted structure on Amazon’s cloud – so you are protected from most bad things happening.

Downloading Contacts

We have a lengthy article that goes into all things contact management, so we can focus here on retrieving those contacts that are in our systems.

The Address Book screen with all the controls
If you have access to one of the Address Books, this is the screen you will see once you have selected one of them with the pull down menu.
  • Access to the Address Book download features can be found under the Personalization Functions (the pencil icon ) a the top of the screen.
  • A drop-down menu provides a list of all the Address Books you have access to, including both Executives and Shared Call Logs
  • If an Executive is integrated with Office365 or Google Contacts, you will not have the download functions available.
  • Address Books can be downloaded in two different formats: CSV files of vCard files. vCard files are a more universal approach to importing contacts and will work better if your intent is to be able to move or rebuild the whole file. The CSV is easier to edit for contact individual use or clean-up.

Downloading Call Logs

At the top of every Call Log screen there is a printer icon. The printer icon can be used to create PDF or CSV (text) downloads of the calls on the current screen. This allows you to download lists by status (Newly Received, In Progress, Archived, etc. ).

Don’t let the printer shape fool you. You can also download text files here.

You need at least three downloads to have all your calls archived: All ActiveCompleted, and Archived. The Archived tab only loads when you select it because it can be VERY large. All of the files can take a moment for the system to build, so wait patiently for it to finish – especially if you have lots of calls in your log.

Call Log Download Formats

There are two file formats for downloading and two levels of detail for the files.

  • PDF Files are best for printing in a readable and usable format. Some CallPlease users still prefer to use the printed list to make their calls, take notes on the paper with something called a “pen” and then ask their assistant to transcribe the information back into CallPlease.
  • Text (CSV) files are best for having a digital, searchable archive. A CSV file is often opened with Microsoft Excel or Google Sheets. CSV stands for Comma Separated Values.
  • A Summary Log includes the most recent information about each call, only, including only the most recent Call Action
  • A Detail Log includes all the information about each call, including all the Call Actions taken, each with a time and date stamp and the initials of the person taking the action.
The text archive function was added to the pdf download function more recently. Neither selection actually initiates printing. You have to decide what to do with the files on your own.

One comment

  1. […] Loading an Address Book: Every log, whether a log for an executive or a shared log for a department or functional area of the business, has an Address Book that you can preload with all your current contacts. Our article on Address Books offers pictures and videos on how to load from any different sources. If you have your master contact list on Office 365 or Google Contacts, ask about adding our Enterprise features to your free trial. This allows you to use that master contact list as the source of information on CallPlease AND allows you to edit contacts from within CallPlease. Articles on this topic: Address Books, Microsoft Integration, Archiving Address Books […]

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