Use Smokeball's phone message feature to notify a staff member that someone called for them. This feature gives you the option to leave detailed notes and the option to notify the staff member by email.
Once created, a phone message will appear under your matter’s tasks, matter’s timeline, and Dashboard. More importantly, since a phone message creates a task, it is easier to track when someone calls a client back.
Create a new phone message
- Select Phone Message from the Action Bar on the home screen or a specific matter.
Note: the Matter will automatically populate in the Phone Message when opened from a specific matter. - Select recipients using the Message for dropdown menu. It is possible to add multiple recipients.Â
- Enter the Caller's name. Smokeball will search your contacts and add details from the contact.
- Enter Organisation if applicable.
- Enter the caller's Phone number, if not already populated.
- Search and select the relevant Matter, if not already populated.
- Choose various message options and enter details of the call.
- Optional: Select the Notify via email checkbox to send email alert to the selected staff member recipients.
- Select Save.
View existing phone messages
Phone messages will appear in the the Daily Digest on your dashboard.
You can also view phone messages in your matter's Timeline and Tasks.Â
If you choose to Notify via email, the phone message will be sent via email to the selected recipients and look like the image below:
Create a phone message in the web app
- There are two ways to create phone messages in the web app:
- Quick add a phone message using the Create New button.
- Select the New Phone Message button from the global Tasks view or the Tasks tab on your matter.
Note:Â the Matter will automatically populate in the Phone Message when opened from a specific matter.
- Quick add a phone message using the Create New button.
- Select recipients using the Assigned to dropdown menu. It is possible to add multiple recipients.Â
- Enter the Caller's name. Smokeball will search your contacts and add details from the contact.
- Enter Organisation if applicable.
- Enter the caller's Phone number, if not already populated.
- Search and select the relevant Matter, if not already populated.
- Use the Message field to enter details of the call.
- Flag the message as Urgent if applicable, and record the relevant call back information ('Please call back' or 'Will call again').
- Select Save.