Interactions allow users to log, track, and manage engagement activities with organizations and people directly within SmartSimple. Interactions can include meetings, phone calls, site visits, and emails, with the ability to capture participants, related UTA/module records, uploaded documents, location details, and notes. All interaction records are accessible from the organization, user, and Level 1 record, keeping engagement history organized and easy to review.
Who: UTA/module administrators
When to Use Interactions
Use Interactions to:
- Log a site visit with an organization, including participants, notes, and any documents shared during the meeting.
- Record a phone call with an applicant and link it to the related UTA/module for a complete engagement history.
- Review a chronological timeline of all past and upcoming engagements with a person or an organization before a conversation.
- Save an email exchange using the Outlook Add-In.
Interaction Types and Records
Interactions include five engagement record types: meetings, phone calls, site visits, emails, and other interactions. Each record captures key details about the engagement, including participants, timing, location, and any related files or UTA/module records.
| Interaction Type | Description |
|---|---|
| Meeting | An in-person or virtual gathering with one or more contacts or stakeholders |
| Phone Call | A verbal conversation conducted by phone with a contact or stakeholder |
| Site Visit | An in-person visit to a contact's or organization's location |
| A written communication sent to or received from a contact | |
| Other | Any engagement that does not fit the above categories |
The record for each interaction type can include the following information.
| Field | Description |
|---|---|
| Description | Notes or a summary of what occurred during the interaction |
| Location | The physical or virtual location where the interaction took place |
| Associated UTA/module | The UTA/module record linked to this interaction |
| Date and Time | The date and time the interaction occurred |
| Owners and Contacts | The owners (internal staff members) and contacts (external users/people) involved in the interaction |
| Supporting Files | Attachments or documents related to the interaction |
Configure Interactions
Configure Interactions to make the feature available for organizations, people, and Level 1 records within a UTA/module.
Configure Interactions for Organizations and Users
To configure interactions for organizations and users:
- Click the System Administration gear in the upper navigation bar, and then select Global Settings.
Click the Organizations or Users tab, and then click Standard Fields.
Click the edit [pencil] icon to edit Interactions.
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Click the Permissions & Availability tab.
Locate the Allow View Field and select the relevant roles that should have access to interactions, then click Save.
Configure Interactions for Level 1 Records
To configure interactions for Level 1 records:
- Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
- Click the Configuration Settings gear.
- Click the Level 1 tab.
- Locate the General Settings section and click Standard Fields.
- Click the edit [pencil] icon next to the Interactions standard field.
- Click the Permissions & Availability tab.
- Configure the permissions as needed to control which users can view the tab, and then click Save.
Manage Interactions
Once Interactions is enabled, manage permissions and list views to control how the feature is used across the site.
Control Who Can Create Interactions
If a role is unable to create an interaction on an organization or person's record, check the visibility setting.
- Click the System Administration gear in the upper navigation bar, and then select Global Settings.
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Click the Security tab, and then click System Visibility Permissions.
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Click the Organization or People tab.
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Locate the Hide Create Interaction Button. If this setting is blank, all roles can create interactions.
- To hide from everyone, enter 1=1 into the Logic field and leave the Role field blank.
- To show to everyone, leave both the Logic field and the Role field blank.
- To hide from a specific role, select the desired role via the lookup.
Control Who Can Edit or Delete Interactions
If a role is unable to edit or delete interactions, verify that these options have not been disabled.
- Click the System Administration gear in the upper navigation bar, and then select Global Settings.
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Click the Security tab, and then click System Feature Permissions.
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Click the Features tab, and then review the settings for Activity - Disable Delete and Activity - Disable Edit. Users selected in these fields will not be allowed to delete or edit interactions.
Customize Interaction List Views
To customize interactions list views:
- Click the System Administration gear in the upper navigation bar, select Global Settings, and then click the Organization or Users tab.
- For Level 1 records, click the Menu icon in the upper navigation bar, select the relevant UTA/module from the drop-down menu, click the Configuration Settings gear, and then click the Level 1 tab.
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Locate List View Settings, and then click Interactions List Views.
- Click New List View [+] or the edit [pencil] icon next to an existing list view.
- Configure Interaction List Views as desired.
Add and View Interactions
Add and view interactions for people, organizations, and Level 1 records by opening the relevant record and clicking Interactions in the left navigation.
Add an Interaction for People
To add an interaction for a person:
- Click the Menu icon in the upper navigation bar, and then select People.
- Click Open next to the applicable person's name.
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Click Interactions in the left navigation.
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Click the New Interaction [+] button.
- Enter the applicable information to record the interaction, and click Save.
Add an Interaction for Organizations
To add an interaction for an organization:
- Click the Menu icon in the upper navigation bar, and then select Organizations.
- Click Open next to the applicable organization's name.
Click Interactions in the left navigation.
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Click the + New Interaction button.
- Enter the applicable information to record the interaction, and click Save.
View Interactions
To view interactions for a person, organization, or Level 1 record:
- Click the Menu icon in the upper navigation bar, and then select People or Organizations.
- For Level 1 records, click the Menu icon in the upper navigation bar, select the relevant UTA/module from the drop-down menu.
- Click the record to open it.
- Click Interactions in the left navigation.
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Click the List View icon to view interactions as a list.
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Click the Chart View icon to view interactions in a chronological timeline.
Track Emails as Interactions
SmartSimple offers two options for recording emails as part of an organization or person's engagement history:
- Interactions - Manually log an email as an interaction directly on the organization or person's record. This allows capturing participants, related UTA/module records, uploaded documents, location details, and notes alongside the email record.
- Outlook Add-In - Use the SmartSimple Outlook Add-In to save emails from Outlook directly to user, organization, and Level 1 records in SmartSimple. See Set Up and Use the Outlook Add-In.