The ACT-IAC Contact Tracking Tool is comprised of a four online lists to find contacts and a detail page for creating and editing content.

Each page includes a header with four listing buttons and a new contact buttons.  Below is a description of each of these pages.  Scroll down to see descriptions and images of the pages.

• Quick Find: The quick find is the recommended starting point as it provided a concise list of Contacts with some key criterial use the filters to reduce the number of Contacts listed.  When you find the one you desire, simply click on the Contact Name to open a page with all the contact and action information on that contact.
• Contact List: The contact list displays each Contact with expanded general information.  It is similar to the Quick Find list, but shows more information for the contact.  Use the filters to find the contact you seek.
• Actions List: Use the actions list to find a specific future or completed action.  The "edit" link listed under the action can be used to directly edit the specific action.  It should be noted that a "future" action will become a "completed" action when you change the status flag for that action.
• Individuals List: The individuals list provided a way to quickly find an individual based on their name.  You can edit the individual information by clicking on the "edit" link underneath the contact information.

Using the ACT-IAC Contact Tracking Tool to Support the Expanding Our Reach Nationally Initiative

Accessing the Contact Tracking Tool

1. Log into your ACT-IAC account (access is limited to ACT-IAC staff and members of the working group).
2. Go to the following URL in your browser: https://www.actiac.org/outreach-contact-info. You may want to save it in your browser bookmarks or favorites for future use.
3. You can use the “Click Here to download the Questionnaire for Regional Collaboration template.” link near the top of the page to access the survey questionnaire.

Creating a New Contact Record (organization or person)

1. First check to see if the contact already exists by clicking the “Quick Find” button and scrolling down to use the filters and “Contact Name” search box. If the contact already exists, please do not create a new, duplicate record. Instead, update the existing record.
2. If the contact does not exist, then click on the “New Contact” button at the top of the screen, fill out the data entry fields, and click the “Save” button at the bottom of the screen when finished.

Updating an Existing Contact Record (e.g. adding people or actions or updating existing information):

1. Find the correct contact record by using the Quick Find, Contact List, or Individuals List buttons, click on the contact to open that record, and scroll down until you can see the contact’s information.
2. Update the information in that record by clicking on the edit links under the “Contacts”, “Future Actions”, or “General Info” sections, entering your data in the appropriate fields, and clicking the “Save” button at the bottom of the screen when finished.
3. To update information about existing contacts listed under the “Contacts” section, click on “Edit” under that contact, enter the new data in the data entry form, and click on “Save” at the bottom of the screen when finished. To add a new contact (e.g. a new person), click “Add Contact” below the last existing contact listed, fill out the data fields, and click on “Save” at the bottom of the screen when finished.
4. To upload documents e.g. notes from interviews, click on “Uploads and URLs”, click on “Edit”, click “Add a New File”, click “Choose File” to browse and select the file to upload, click on the “Upload” button. Repeat these steps for each file you want to upload. Click on the “Save” button at the bottom of the screen when finished.

Adding or Update Actions

1. To create a new action, click on “Add Action” below the last listed “Future Action”, fill out the data fields, and click on “Save” button at the bottom of the screen when finished.
2. To update an existing action, click on “Edit” under that action, enter the new information in the data fields, and click on the “Save” button at the bottom of the screen when finished. Note – if you change the status from “Future Action” to “Completed”, that action will automatically be moved to display under the “Completed Actions” section of the contact record.

Contact Page

The outreach contact page displays detailed information about the Contact.  You can all edit and add information on this page. This page includes "edit" and "add" links so you can quickly manage the data on this contact.

1. Click on the "edit" tab at the top of the page to edit the contact name and description fields.  You can also edit any individual , action, and general information, as well as upload files here, but that is probably easier to do from the page.
2. Header information with buttons to link to the lists described above or add a new Contact.
3. Notes for this Contact: Can be edited using the "edit" tab in teh blue bar at the top of the page.
4. Contacts: Information about individual contacts. 
5. Future Actions: Actions to be completed.  Sorted by earliest due date first.  This list can be collapsed by clicking on the red  bar.
6. Completed Actions: Actions that have been completed.  Sorted by most recently completed actions.  This list is collapsed when the Outreach Contact is first opened.  It can be expanded by clicking on the red bar.
7. Uploads and URLs:  Upload files and URLs specific to the Outreach Contact.  This list is initiated in a collapsed mode, but can be opened by clicking on the Blue bar.
8. General Information:  General information for the Outreach Contact.
9. Last Updated Date