Hi Sharon,
There are a couple of things to consider here:
1. Will this person (or role) always be doing all of these items? If so, then it may be sufficient to create only one contact item that combines all 3 tasks. For example, if its a 1st visit contact where a letter is sent, a coffee cup is given, and a call is made as three separate contact items, you could combine them into a single contact item called "1st Visit Letter, Coffee Mug, Phone Call".
2. Do all three things always happen for a visiting family? Using the example in #1 above, does a visiting family always get a phone call, coffee mug, and letter? If so, then combining the items makes sense. If not, then it may make more sense to keep them separated.
3. For reporting purposes, is it important to have the items separated. For example, do we need to run reports to show how many coffee mugs were sent out? If so, you need to keep the items separated.
One thing you can do to alleviate this person's headaches is to mark one or more of his contact items with the ability to Mass Close. That way he can close several "duplicate" items at once. Click here to watch a video to see how this is done.
Hope this helps!
Tara Coulson
Advocate, Customer Experience
Fellowship Tech