An Interaction is a communication regarding a new or ongoing Subject or interest area. Interactions are generally used by our clients wanting to log communications with Stakeholders, MP's, research bodies and regulators to name a few. The Type's dropdown can be changed by the support team to compliment your communications logging.
How to Create an Interaction
Creating a New Interaction
Interactions can be created in a few ways.
From the Quick Add option in the Vuelio Toolbar >
From a Contact profile >
Creating from this option will autofill the Contact and Organisation name within the new Interaction >
Or you can create a new Interaction from the main module >
From in Interactions module, you can also search for previously created interactions using the filters on the left. Here we will click on the Create New button on the top right, to create a new one >
The Pop-Up will then allow you to enter the initial detail of the Interaction, so you may come back to it at a later date to update it with additional info >
1 - Select a Subject; If you already have a Subject created related to this Interaction you can use the dropdown and attach it.
2 - Title - A heading for your interaction. Remember, this is to identify the communication for you and your organisation.
3 - Description - Explain the situation/meeting details.
4 - Add Contacts - Click this dropdown for a full guide on adding contacts to an interaction.
4 - Add Contacts - Click this dropdown for a full guide on adding contacts to an interaction.
Adding Contacts
The contacts section allows you to add multiple contacts to the interaction, this will be reflected on the individuals profiles as well as showing the data in Charts.
If you create the Interaction from a contact profile the contact will already be added to the Interaction.
Click HERE for a quick guide on adding Private Contacts. You may also speak to [email protected] regarding adding your private contacts in bulk.
Firstly click "Add Contacts" >
From here you have a few options >
+ Add - Lets you add someone from the Contacts Database to the interaction. Type in the name of the contact, select them (multiple if you wish) and then click 'Save' >
+Add from Group - Allows you to add contacts from an entire Group(s) to the Interaction, start typing the name of the group and select them (multiple if you wish) and then click 'Save'. Click HERE for a guide on building a group of contacts >
+Create New - Allows you to create new private contacts, you may also add multiple from this screen. Type the name of the outlet you wish to add the contact to, or you have the option of creating a NEW Outlet >
Once the above has been entered, you may mark the Interaction as complete (this will auto change the Status to Complete) or 'Create' the interaction >
5 - Interaction Date & Time - This is the date & time the Interaction was created. You may use the time selector to backdate when your interaction arrived initially.
6 - Deadline Date & Time - This can be set as required.
7 - Assignee - Click this dropdown for details for re-assigning Interactions and notifications
7 - Assignee - Click this dropdown for details for re-assigning Interactions and notifications
Initially, Assignee identifies the person creating the Interaction and allows you to select someone else. When assigning a new person in the future the option is available to send a Notification, once the Interaction has been saved. Untick to over-ride>
The email will appear in the new Assignee's email as per the below >
8 - Team - Select the relevant Team (This can be added/edited by [email protected])
9 - Type - This dropdown allows you to select the relevant communication type, i.e. how was this interaction carried out? Please inform [email protected] if you wish to add or remove options in this dropdown >
10 - Global Category - This dropdown can be populated by the support team to match the areas of your business and topical areas you may cover >
11 - Direction - This dropdown generally provides a choice of Proactive, Reactive or if you do not wish to log this, you may leave as None ([email protected] may also add or remove options) >
12 - Location - This is the "where" the Interaction took place.
13 - Tags - Multiple Tags can be added to allow you to find Interactions in bulk in the future, e.g. with reference to certain industry or business areas.. Just type in the name of a tag, and click the plus button below it. This is then also available for you and your colleagues to select in the future. These tags also link with Subjects >
14 - Status - Allows you to choose whether this interaction has been completed or if it is still in progress. There is a dropdown to select In Progress, On Hold, Complete etc. ([email protected] can update this for you with relevant options).
Create and Complete will immediately complete the Interaction at the same time as creating it.
NOTE: It is also possible to create interactions by forwarding your email conversation to the platform directly. Click HERE for a guide.
For additional editing options and updating your Interactions over time, see below.
Editing or adding additional info
From in Interactions module, you can also search for previously created interactions using the filters on the left. Here we will click on the Create New button on the top right, to create a new one >
Then complete the page with as much information as possible, required fields have a * icon next to them >
Additional to the entries in the above guide on initial creation of the Interactions, there are other available updates you can amend:
Custom Fields - Found (in the image above) on the right of the Interaction you have clicked into. These are updated by our support team and provide an additional way of applying segmentation and therefore filtering your interactions. Custom Fields can be single or multi select dropdowns, or even text boxes. Speak to [email protected] to add/edit Custom Fields to your Interactions and Subjects modules.
These Custom Fields also act as filters from the main Interactions and Subjects modules >
NOTE: In the future you will be able to create reports which show your Custom Fields.
Sentiment - From editing an Interaction over on the right, you can also add sentiment/tone. This is then also reportable and available as filters from the main Interactions module.
Subjects - Subjects are used by different teams to log all types of communications under one module, this incorporates Interactions, Briefings, Contacts, Distributions, Attachments, Coverage/Content and allows the creation of an overview dossier. You may add more than one Subject to an Interaction. Check out THIS guide for more info.
Releases - This option allows you to link your Distributions to the Interaction selected. You may add multiples to one interaction. Click HERE for a full guide on Distributions creation.
Add & Link New Interaction - This option allows you to create a NEW Interaction and associate is as a "child" to the Interaction you are currently editing.
Select Parent - This option allows you to add the current Interaction AS a "child" to another Interaction previously created.
Interactions Functionality
Firstly, navigate to the Interactions Module >
Select the Interaction you wish to add to or edit >
Here we have multiple areas to edit:-
1 - This header confirms;
Module Currently Selected > The Associated Subject > Interaction Record number
2 - Title and Description of the Interaction, select either of the boxes and make changes and add the text as required.
3 - Contacts added will be listed here, you have the opportunity to add individuals from the Database, add multiple contacts from Groups created previously and also add new contacts. Click HERE for a further guide.
From here you may also amend the Status using the dropdown options, these can be edited by contacting [email protected].
You may select contacts with the checkbox and have the option to then delete the contact from the interaction or download their details using the icons above >
4 - Responses, Comments & Attachments, Parent/Child creation >
Responses - Can be associated with individual contacts. Click the '+Add Response' to open a text box and select relevant contacts. Click 'Add' to save >
Responses added can be sent to the linked contact via email directly from the platform, aswell as being able to Edit or Delete the Response.
Comments - Can be added to the Interaction, these are unattached to any contacts and can be used as more notes of the Interaction, rather than notes against specific contacts >
Attachments - Can be added to the Interaction >
Child Interaction Creation - Click the 'Add & Link New Interaction' button to create an attached Interaction to the one you are currently editing. This "Child" Interaction will still be classed as 1 Interaction when reporting and is searchable in the same way as all the others. When selecting the "Children" tab, this will include all the previously associated Interactions.
Note: on the right hand side you will have the option to add the current Interaction to a Parent Interaction, making the one you are currently Editing the "Child".
5 - The 'In progress' dropdown will change the status of the Interaction. Just next to this you may also change the Privacy Settings >
Open - Viewable for all at the organisation
Only You - Just the individual user who created the Interaction
User Group - All users who have access to a certain set of modules; Everything or just Monitoring. This can be edited by [email protected].
Delete will delete the Interaction once the prompt is confirmed.
Save will save the Interaction.
Cancel will undo any changes made.
6 -
Interaction Date & Time is the date the interaction was created.
Deadline Date & Time is the set deadline of the Interaction.
Assignee is the person making changes, which can also be changed manually, you will also have the ability to send a notification to the new assignee >
The following dropdowns can still be updated or changed by contacting [email protected]. Each will have their own allocated dropdown options. See more about these areas in the guide above.
Type, Global Category, Direction, Sentiment.
Location can also be changed or input if not already.
Tags relating to the Interaction can be added here. Same as above, type in the Tag, if it exists, select it and click Done, or type in a new one and select it, the click Done.
Custom fields are available to be added, in addition to the above dropdowns.
Via [email protected] the following type of User Defined Fields can be created, these can then be used as filters and reported on in the future:
Textline
Textbox
Dropdown
Multi-Select
>
Subjects & Releases may also be linked to an Interaction directly. If you wish to link this Interaction to multiples, this is also possible. Just select the respective Link button and select relevant Subjects or/and Releases. It is also possible to create a new Subject from this area, which will auto link the Interaction currently being edited. Click HERE for a full guide on Subjects.
Parent Interaction - In this area you can select a previously created Interaction to link this current Interaction to. This will mean this current Interaction you are editing will become a "Child" Interaction.
7 -
Linked coverage / content can be viewed and added here. Click the 'Link' icon to add content, you will only be able to add Political and Media content if you have access to these modules. Clicking Link will open up a quicksearch window, you are best to know the headline/title of the content you are looking to add, these are sorted by Published date by default >
'New Coverage' can also be added to an Interaction from this same tab, this coverage will automatically be attached to the Interaction you were editing. You may also associate other items to the coverage at the same time. >
Viewing Interactions
At times you may wish to look through your Interactions within your platform and report on them, either exporting the raw data to excel or to defined charts within the Vuelio platform.
To look through your Interactions firstly navigate to the module >
Searching
A date option allows the view of Interactions from a specific period, either by date ranges or specific calendar dates >
Then use the filters on the left to search or filter the Interactions pertinent to your report, you may also use a number of these to refine your results >
You may also see your Custom Fields as additional filters. Speak to our support team ([email protected]) for more information and creating these for your platform.
Saved Search
Once you have the desired set of filters selected you can save your search for use in the future. Click 'Create' next to the Saved Search option on the top left, give your search a name and click 'Save' >
Views
List View
Within the Interactions module, you have the ability to switch the view of your interactions from a list view which is the default.
From this view, clicking onto an Interaction will allow you to see the details and all the associated records >
The initial tab allows you to see all details regarding the interaction, which you may also add to or change the dropdowns, this will allow for quick editing.
As above you will be able to view all contacts associated with the Interaction selected and add any responses as required.
Further tabs will allow you to view/add linked content/coverage and add comments.
Table View
Or you can click the List View button on the top right, and switch this to the Table View >
This view provides the ability to choose and order which columns you wish to see, and download via the Export option above. These amendments are at the user level and will save the view for the future.
NOTE: From the Table view you can also sort by any of the columns in the table, this includes the Modified Date column.
Reporting on Interactions
You may select the Interactions within your search using the checkboxes or select them all along the top and select Export .CSV, this will download your selection to Excel >
The 'View Stats' button will allow you to view the current showing Interactions in a set of charts >
Alternatively, the icon in the top left will allow you to create charts specific to each metric of your Interactions >
Click HERE for a full guide on Dashboards, Charts and how to edit them.
