How to Use Call Logs, Notes, and Termination Reasons in Assessments?

Learn how to record supplier communications using Call Logs, add important updates through Notes, and document termination reasons for assessments to maintain proper tracking and audit history.

Overview

The Assessment Tracking module provides features to document communication and key decisions throughout the assessment lifecycle:

• Call Logs help track interactions with suppliers
• Notes capture general comments and observations
• Termination Reasons are recorded as notes when an assessment is terminated

These features ensure better visibility, collaboration, and audit tracking across teams.

Call Log

Purpose

The Call Log feature allows users to record communication (calls) with suppliers during the assessment process.

Steps to Log a Call

1. Navigate to the Track Assessment page
2. Locate the required assessment
3. Click on the Assessment Activity from Actions menu
4. Select "Call Log"
5. In the dialog box, provide the following details:
   • Who did you call? → Select the supplier contact
   • When was the call made? → Select date and time (future dates are not allowed)
   • Chat transcript → Enter call notes (up to 500 characters)
6. Click Save

Viewing Call History

• All logged calls are available in the Call History section
• Each entry includes:
  • Contact details
  • Call transcript
  • Date and time of the call
• Call history is visible to both customer and supplier organizations

Best Practices for Call Logs

• Log calls immediately after they occur
• Capture key discussion points and action items
• Use clear and professional language

Notes Section

Purpose

The Notes section allows users to add general comments, observations, and important updates related to an assessment.

Steps to Add a Note

1. Navigate to the Assessment Details page
2. Locate the Notes from Assessment Activity section
3. Click Add Note
4. Enter the note details
5. Click Save

Key Features

• Displays author name and timestamp
• Users can edit or delete only their own notes
• Notes are sorted with the latest first
• Notes are visible to all users with access

Termination Reason for Assessments

Purpose

When terminating an assessment, users can provide a reason, which is automatically recorded in the Notes section for tracking and audit purposes.

Steps to Add a Termination Reason

1. Select the required assessment(s)
2. Click on Terminate
3. Enter the Reason for Termination
4. Click Yes

Behaviour

• The termination reason is automatically saved as a Note

• The note includes user name and timestamp
• This ensures proper audit tracking and visibility

Bulk Termination

• Multiple assessments can be selected and terminated together
• A single termination reason can be applied
• The same note is added to all selected assessments

Viewing Termination Reasons

• Available in the Notes section of the assessment
• Helps users understand why the assessment was terminated

Best Practices

• Be Specific: Add meaningful and relevant details
• Be Timely: Record logs and notes promptly
• Be Professional: Maintain clear and professional communication
• Document Decisions: Always include termination reasons
• Review History: Check existing logs before contacting suppliers