Phone

The Phone record stores information about each phone number related to your Debtor accounts. You can store as many phone records as needed. Active numbers can be transferred to the Debtor screen to display to the end user in one of Collect!'s Debtor phone fields. Whenever you type into a phone field on the Debtor screen, Collect! will create a new Phone record if one does not exist for the phone number you are typing.

Phone Record

Whenever you update an existing number in a phone field, including adding or changing an extension, Collect! will create or modify the Phone records as needed.

When you leave a Phone record or tab out of a phone field on the Debtor, the Phone Record list is sorted with all the ACTIVE = YES at the top, sorted by "most recently modified," then all ACTIVE = NO sorted by "most recently modified."

Phone Number

Enter the Phone number. Many formats can be used. Be consistent throughout the database when entering phone numbers. You can easily manage the format if needed to be shown differently.

You can switch ON 'Only numerics in phone fields' in Screens and Messages to remove any non-numeric data from your phone fields.

Extension

Enter the Phone extension, if needed. Whenever you update an Extension field for one of the Phone numbers on the Debtor screen, Collect! will automatically update the Phone record as well.

Debtor Name

This field contains the name of the Debtor attached to this Phone record.

As this record is shared by the Debtor, Client, Cosigner, and Associate records, the name for the owner records is accessible via a report code along with the Debtor File and Client Number. Make sure that when you are referencing a phone number related to a Cosigner or Associate to use the correct File or Client number codes.

Active

This field tells you if the phone number is an active number. It is used with the field on the Debtor screen that matches the value displayed in the "Position" field. You can change the value to "No" if this is not an active number.

If you switch this to "No" Collect! will clear the number from the corresponding field on the Debtor screen. Further details can be recorded in other fields on this Phone record.

You may need to tab out of the Phone field on the Debtor screen to see it clear when you set Active to NO.

Position

This is the position on the Debtor screen which this Phone number applies to. The four choices are Home, POE, Cell and Other. If the Phone number is not displayed on the Debtor screen, select "Not on main page" or one of the "Additional" options.

Timezone

This field displays the Timezone for the Phone number.

The control file that manages Debtor timezones is called setzone.ctf and is stored in your "\Collect\masterdb\control" folder.

Best Time To Call

This area shows the best or required time to call the Debtor.

Time From

Enter the earliest time to call the Debtor.

Time To

Enter the latest time to call the Debtor.

Source

This field may be used to hold information about where the Phone number was obtained. Several default values are supplied but the pick list may be modified as needed.

Owner

This field may be used to specify a relationship of the Phone number to the Debtor. Several default values are supplied but the pick list may be modified as needed.

Last Called

This area can store the Date and Time of the last attempt made to phone this number.

Date

Enter the Date of the last attempt made to phone this number. The information you enter will be displayed when you view the Phone list from the Debtor.

Time

Optionally, you can enter the Time of the last attempt made to phone this number.

Last RPC

Enter the date that you last made a Right Party Contact with this number.

This field will automatically update when the Last Result field is updated to a value that corresponds to the RPC list of an applicable Contact Control record.

Last Result

Select a value from the attached pick list to note the result of the last attempt made to phone this number. You can add a pick list of result codes to use with your call campaigns and reports. This information is displayed when you view the Phone list from the Debtor.

The default pick list mirrors the status codes below, but only shows the last result where the status codes may encompass multiple results. This pick list can be customized for user purposes with new entries or linked to contact plans.

When changing the value in this field, and the value is set to one of the types designated as RPC in the applicable Contact Control record, Collect! will attempt to find the associated Contact record and update the Call Result value to match. The system will also check the RPC box and fill in the Last RPC date with today's date on the Phone record that was changed.

Status

This area displays check boxes that may be used to add details to the phone number displayed in this Phone record. These options can be used in reports and searches. These are a mirror of the Last result field, but the Last result field can be customized, re-purposed, or linked to Contact Plans.

SMS

Select this option with a check mark if this phone number can be used for SMS text messaging.

RPC

Select this option with a check mark if this phone number is a right party contact. This information is displayed when you view the Phone list from the Debtor.

Invalid Number / Debtor Unknown

Select this option with a check mark if this phone number is not a valid number where the number is in service, but doesn't belong to the Debtor.

Do Not Call

Select this option with a check mark if there is a Do Not Call order on this number.

Not In Service

Select this option with a check mark if this phone number is not in service. You can select further options for explaining your choice in other fields on the Phone record.

User 1

This field is for your own definition and use.

User 2

This field is for your own definition and use.

Nis ID

Select a value from the attached pick list to identify this phone record. You can add to the pick list as needed for your own purposes.

Nis Reason

Select a value from the attached pick list to explain why this phone number is NIS. You can add to the pick list as needed for your own purposes.

Opt In Call Date

The date that this phone record was authorized for calling.

Opt In Call Method

The method that was used to authorize this phone record for calling.

Opt Out Call Date

The date that this phone record was deauthorized for calling.

Opt Out Call Method

The method that was used to deauthorize this phone record for calling.

Call Opt

This checkbox will indicate, when checked, if this phone record is currently authorized for calling.

Opt In Text Date

The date that this phone record was authorized or last reauthorized for texting.

This field is only visible when the Position field is Cell.

Opt In Text Method

The method that was used to authorize or last reauthorize this phone record for texting.

This field is only visible when the Position field is Cell.

Opt Out Text Date

The date that this phone record was deauthorized for texting.

This field is only visible when the Position field is Cell.

Opt Out Text Method

The method that was used to deauthorize this phone record for texting.

This field is only visible when the Position field is Cell.

Text Opt

This checkbox will indicate, when checked, if this phone record is currently authorized for texting.

This field is only visible when the Position field is Cell.

Cell Scrub Date

The date that this phone record was last scrubbed for current information.

This field is only visible when the Position field is Cell.

Cell Scrub Result

The result of the last scrub for this phone record. The default results are:

• Yes - no safe harbor
• No - safe harbor
• No data - no safe harbor

This field is only visible when the Position field is Cell.

OK

Select this button to save any changes you have made and return to the previous form.

<<

Select this button to navigate to the previous record in the database.

>>

Selecting this button to navigate to the next record in the database.

New

Select this to open a new blank Phone form.

Delete

Select this to delete the displayed or highlighted Phone record.

Cancel

Select this button to ignore any changes you may have made and return to the previous form.

Help

Select this button for help on the Phone form and links to related topics.

Call Opt

The label for this field will alternate between Opt In Calls and Opt Out Calls, depending on the state of the CALL OPT checkbox.

Select this button to select the date and method that the this record was either authorized or deauthorized for calling.

Text Opt

The label for this field will alternate between Opt In Texts and Opt Out Texts, depending on the state of the TEXT OPT checkbox.

Select this button to select the date and method that the this record was either authorized or deauthorized for texting.

This field is only visible when the Position field is Cell.

Text Reauth

Select this button to select the date and method that was used to re-authorize this record for texting.

This field is only visible when the Position field is Cell.

RPC Override

If you have configured Contact Controls to limit the number of calls in a period and/or how long you have to wait until you can make the next call after you have made a Right Party Contact, this button will override those settings.

This button is intended to be used when a Debtor or Cosigner has requested a call back on a specific date.

Select this button to have the system create a Phone Contact. When the button is pressed, it will prompt for a date. Select a date, then select OK to create the Phone Contact.

Update Phone Records

You can create and update Phone records through the Tools menu, Utilities, Update Phone Records option. Please refer to Help topic, Update Phone Records for details.

Create Phone Records

You can create Phone records during the manual upgrade process.

Importing Phone Records

You can create Phone records in an import routine.