How To: Attach Documents in the Communication Log

Table Of Contents

Overview
Document Organisation Tips
If One Document Is Linked
If Multiple Documents Are Linked
Opening Documents from a Sales Order

Overview

The Communication Log allows you to record and track interactions with customers and suppliers in Khaos Control. It provides a central place to store communication history, notes and supporting documents, making it easier to review previous contact and maintain a complete audit trail.
You can use the Communication Log to record activities such as:
  • Customer enquiries about stock items.
  • Complaints and correspondence.
  • Product damage reports and photographs.
  • Payment queries and account-related discussions.
  • Supplier communications and account enquiries.
Documents linked to a sales order through Sales Orders | CRM | Comm Log are also displayed within the customer's Communication Log.

Why Use the Communication Log?

Keeping a record of communications helps you:
  • Track customer and supplier interactions.
  • Review previous conversations and actions.
  • Record when letters, emails or calls were made.
  • Store supporting documents against communication records.
  • Provide colleagues with access to relevant correspondence and files.
When a document is linked to a Communication Log entry, it can be opened directly from the log, providing quick access to supporting information.

Where to Find the Communication Log

The Communication Log is available from:

Setting Up Contact Types

Khaos Control includes a number of predefined communication types, such as:
  • Lead
  • Appointment
  • Letter
  • Order
You can also create your own contact types to suit your business processes, for example:
  • Trade Show
  • Debt Letter
  • Fax
  • Customer Complaint
Contact Types are managed in:
System Data | Contact Manager | CRM Contact Types (Comm Log Types)
For more information, see:
How To: Setup CRM Contact Types

Storing Documents

Before linking documents to the Communication Log, they should be saved to a shared location that is accessible to all relevant users.
Examples include:
  • Company file server
  • Shared network drive
  • Central document repository
Documents may include:
  • Letters
  • Emails
  • Photographs
  • Scanned invoices
  • Complaint documentation
  • Product information sheets
Important: Once a document has been linked, the file name and folder location must not be changed. If the file is moved or renamed, the link will no longer work.

Document Organisation Tips

To make documents easier to manage in the future, consider using a structured folder system, such as:

Documents
└── 2026
└── September
└── Customer Files

You may also wish to organise documents by:
  • Customer account number
  • Supplier account number
  • Customer surname
  • Document type

Linking a Single Document

  1. Open Customer (or Supplier) | Detail | CRM | Communication Log.
  2. Open the folder containing the document.
  3. Drag and drop the file into the Communication Log grid.
  4. The Link Document window will appear.
  5. Review or update the description if required.
  6. Click OK.
The document is now linked to the Communication Log entry.
Tip: The same process can be used within Sales Orders | CRM | Comm Log.

Linking Multiple Documents

If you need to attach several documents to the same communication record:
  1. Open Customer (or Supplier) | Detail | CRM | Communication Log.
  2. Right-click within the grid.
  3. Select Manage Linked Documents.
  4. Click New Item or press F3.
  5. Browse to the required document.
  6. Select the file and click Open.
  7. Repeat for any additional documents.
  8. Click OK to save the changes.

Opening Linked Documents

You can open linked documents directly from the Communication Log.

If One Document Is Linked

  • Double-click the Communication Log entry.
The document opens automatically using the associated application.

If Multiple Documents Are Linked

  • Double-click the Communication Log entry.
The Manage Linked Documents window will open.
From here:
  1. Select the document you want to view.
  2. Double-click the document.
The selected file will open.

Opening Documents from a Sales Order

Documents linked through Sales Orders | CRM | Comm Log can also be opened by:
  • Double-clicking the entry.
  • Using the relevant option from the right-click menu.

Additional Notes

  • Drag-and-drop is the quickest way to attach a document, but it is not the only method.
  • You can also copy a file path from Windows Explorer and paste it into a Communication Log entry.
  • Existing document links can be updated through the Manage Linked Documents window.
  • Documents linked to sales orders are also visible in the related customer's Communication Log.

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