The Call Logs is a database of all calls received by your company, including details about the calls and actual recordings. Using the Call Logs menu you can review, sort, and search calls from any date.
Begin by selecting Call Logs from the Analytics Menu.
Selecting what calls are to be shown
The three buttons on the top right corner is where you determine what calls will be shown out of the entire database.
First click on the Date Selection menu button and choose from Today, This Week, Last Week, This Month, Last Month, or Custom. Custom lets you specify any date range. Today is the default choice.
Once the information is displayed you can narrow it down by clicking on the Magnifying Glass icon to perform a specific search. For example one of your users need to return to a customer who called last week. He only remember his first name. You can bring up all the calls from last week and enter the customer’s name. The search tool, however, is much more powerful than merely a name search. You can enter a customer’s phone number (even just partial), a queue he was assigned to, or just about anything that is recorded by the database. Here, for example, we even narrowed the search down based on time duration:
If you are wondering why the search results also show a call with a duration of 00:00:25 seconds, that is because this call has extra details which are not shown here that contain a "00:11" records. We will discuss such extra details shortly, when we talk about Flow.
Don’t forget to delete the search phrase once you found the desired record, otherwise it will keep affecting any further selection you perform!
Similarly, instead of a specific search, you can filter the results for more general findings. To do that click on the Filter icon which will bring up the filter window.
Here you can choose to filter the results based on a Group, by one or more Users, by Call Time, or by call Type.
In the Group or User dropdown menus, click checkboxes to select the specific items for which call logs will be displayed. What is not selected will be filtered out.
In filter by Call Time you need to specify a duration by first selecting seconds, minutes, or hours in either the From or To fileds. Then adjust the duration by clicking the up or down arrows to change the relevant digits.
- In filter by call Type you can select from Incoming - calls that arrived from outside clients to users, Outgoing - calls that were generated by users to outside clients, or Internal - calls between users in your company.
Click Update to apply the filters, or Clear to remove all filters.
You can select several filters at once. For example select a "Sales" group and then select a Call Time of 11AM-1PM. Or you can apply a filter, view the results and then apply another filter on top of the results shown. For example first filter to find user Jon Bird, then apply another filter to find all calls he made that were Outgoing.
Details, Sorting, and Flow
There are certain details available to you once you find a call that you were looking for. You can see that each call is identified with the following:
Phone Number - Self explanatory. The phone number as well as the caller ID of the client or, in case the call is internal or outgoing, another employee.
Called Number - You will mostly see here Auto Attendant Main Menu as this is the main greeting a client hears when he calls the company, and where he is prompted to select a department. Other possibilities are Record - a voicemail recording for outgoing calls, a phone number that was either dialed for outgoing calls or incoming calls (bypassing the main menu), or Hangup - in case the client handed up the call immediately before hearing the main menu greeting.
Type - The call type - Incoming, Outgoing, or Internal.
Arrived To - This is where the called arrived after a client made a selction or was redirected. If he didn't make a selection it will be identical to Called Number.
Date & time - Date and time the call was initiated and got registered in the log.
Call time - The duration of the call at its first destination. So mostly this is a record of the how much time a client spent with the main greeting. We will see in a second about call times for further destinations after the main greeting.
Talk time - Total talk time for the call between all the agents that handled it.
Recording - You can also click the small Play icon, next to the call to access its recording. A simple audio window will open allowing you to play, pause, and set volume. This recording is also for the first destination the client encountered, with additional recordings available for his further destinations. Recordings are also made for outgoing calls.
Notice the small arrows next to Type, Arrived To, Date & time, and Call time. These allow you to sort the list of calls shown. One click on any arrow pairs will select the category and sort in ascending order, another click will sort it by descending order. Click on another category to resort the list accordingly.
The list can only be sorted by one category at a time. Which category is currently selected for sorting? This is indicated by the category having only one arrow next to it, instead of a pair. In case of the example above this is Date & time.
The details mentioned so far are only the initial ones for the call. If you click on any call you will bring up its Call Flow Details, showing you a complete history of all the groups, users, and automatic distribution that it went through since the client placed it.
Here, for example, the call flow shows you that the call was first received by the "Auto Attendant Main Menu" (main greeting), it was then moved to "Sales Department", where it waited on the queue of the sales department, until it was accepted by Emma Cummings, who had a 36 seconds conversation with the client, before the call ened.
The first column is tells you were is the call coming from.
- Second column shows who it was received by.
- Third shows the time of reception.
- Fourth the duration of time of holding or talking.
You probably see that as calls move through the flow, the "from" continuously becomes the "received". For example if a call is received by the Sales Department, and moved to the Technical Support department, than Sales Department is first the recipient and then it becomes the source the call is coming from. If Technical Support further moves the call it will then become the new source of the call etc.
Notice also that you have the option to listen to audio portions of calls from specific flow sections. This is done by clicking on the small green Play icon next to them, or you can download those sections by clicking on the green downward Arrow icon.
By default the system does not store every recroding. Please contact us to manually activate this feature.