| donow_list___actions_.pdf |
DoNow List & Actions
Training Guide
Step 1- Adding an action
In many situations, actions are automatically added in ActionFlow by the process automation engine. However, sometimes you will want to manually add an action. The most common action you would manually add is a Comment, to document something on the job or to create a future action for your DoNow List or to the DoNow List of others. To add a comment, take these steps:
1. Go to the customer you want to leave the comment on under the Customers Tab on the Home Screen.
2. Click on the Job Data section to expand the screen.
3. If you have more than one Job in the Job List, select the job by highlighting the one you want to put the action on.
4. Click on the Actions section to expand the screen.
5. Click on the Green Plus sign that is located under the Actions section to add a comment to the job.
Note: By default, ActionFlow will show only uncompleted actions in the actions list. But if you wish, you can click the History checkbox to show all actions on a job, including completed actions.
Option 1- Adding a Comment to Document Something to a Job.
1. Once the action has been added by clicking the Green Plus sign, select the action you want from the drop-down box. Select Comment.
2. Type the Comment you want to enter on the Comment line box.
3. Once you enter in the note, click the Done button to close out the note.
4. The note will stay on the job, but will NOT show in a DoNow List. The Comment will just be notated on the job.
5. The Completed box will be filled in with the date and time the Comment was entered, and it will also show the User of who closed out the action by clicking done.
Option 2- Adding a Comment to a DoNow List (Yours or Another User)
1. Once the action has been added by clicking the Green Plus sign, select the action you want from the drop-down box. Select Comment.
2. Type the comment you want to enter on the Comment line box.
3. Select the date from the Start Box that you want the Comment to show up on. (The default will be the current date)
4. Select the User that you want to send the DoNow List Comment to. You can send this comment to your DoNow List or send it to another Registered User.
5. Click the Save button. The Comment will NOT save unless you click the Save button.
6. This action will now show in the User’s DoNow List.
7. The Comment will stay active until the User clicks on the Done button to close out the note.
8. Once you are ready to close out the Action, click on the Done button. This will complete the action and show the User that completed it. It will also adjust the amount of actions in your DoNow List.
Step 2- Automated actions
Automated actions can be added to ActionFlow using the process automation engine. In the Process screen, administrators can define how actions flow from one action to the next. The process automation engine knows what action to create next in the process. Here is an example below of how an process automation engine works.
1. Once your customer and job has been created, click on the Green Plus sign under the Actions section that is under the Job Data section to manually add the first action. The first action that is set up in the process will show as the first action. In this example, the first action is New Estimate.
2. To complete the action once the task has been completed, click on the Done box. This will close out the action and the system will generate the next action in the flow. ActionFlow will either assign the action to the user that is logged in or the action will go to the User that is designated during in the process configuration.
Step 3- Checking the DoNow List
The DoNow list shows all of those actions that are assigned to a specific user, that are due today or earlier, and have not yet been completed. These actions should all be completed before the end of the day. Actions will can be added to the DoNow list in one of two ways: 1) as a manually added action, or 2) as an automated action (process automation engine). If you are logged in as a user, your DoNow list will show in the upper right-hand corner of the screen automatically. (You can select another user from the drop down if necessary to check another list).
1. The DoNow box will show the number of DoNow actions that are in the User list.
2. You can check actions that are due in the future. To select a future date, enter the number of days you want to see in the column to increase the DoNow list actions. The list will show all the actions that will become due within the selected days. The Start Column will show the date the action is due.
3. To go to the job for the action in your DoNow List, simply click the action you want to go to and ActionFlow will take you to the Customer.
4. You can adjust the start date the action is due on by clicking on the calendar icon located in the Start Box. Select the date you want and then hit close. Remember to hit the Save button located in the upper right-hand corner to save the change.
5. You can filter the actions in the DoNow List to view a specific action. The star is the default and will show all actions due for the user. If you want to filter the actions, simply click the drop-down bar and select the action you want to view. The system will now only show that action. To view all the actions again, click back on the drop down and select the * Icon.
