Creating alerts for financial documents in BigChange can help streamline your workflow and ensure timely notifications for your team. This guide will walk you through the process of setting up alerts, using quotations as an example. The same steps can be applied to other financial documents.
Accessing the Alert Tab
- Select the Alert tab from the top menu.
- Select the Create a new alert icon.
Configuring the Alert
Once the new popup window opens, you'll need to configure the alert settings.
Selecting the Job Criteria
- In the 'Who' field, select the dropdown menu and navigate to the bottom section for job-related options.
- Choose the level of specificity for the alert:
- Any job
- The job (specific job)
- Any job of type
- Job for a resource
- Job for a resource group
- Job for a contact
- Job for a contact group
Example: Alert for Quotation Acceptance
To set up an alert for when a quotation is accepted, follow these steps:
- Select Any Job in the 'Who' field.
- In the 'What' field, select Has its client status changed to....
- Choose Quotation Accepted from the options.
Choosing Alert Recipients and Delivery Method
- Select the recipient(s) for the alert and the preferred delivery method (e.g., SMS, email).
- Recipients can be chosen from a dropdown list or entered manually.
- For phone numbers, use the international format: +, country code (44 for the UK), phone number without the first 0 (e.g., +447809686548).
- Click here to add dynamic recipients, to select ceryain contacts within the CRM.
Customising the Alert Message
The fields for editing the alert message depend on the delivery method chosen:
- For email alerts, customise the subject and body of the email.
- Use freehand text or select from pre-created Template Alerts.
- For SMS alerts, ensure the template includes the SMS usage option.
If you want to use a custom template, select the Email body template, which allows you to create a custom template in the Templates section of the system. Please refer to the Get started with templates article.
Saving the Alert
- Select Save to finalise your alert setup.
- Your new alert will appear in the Alerts Programmed list.
Conclusion
Setting up alerts for financial documents in BigChange is a straightforward process that can enhance communication and efficiency within your team. By following the steps outlined above, you can ensure that your team is promptly informed of important changes, such as the acceptance of a quotation. Start creating alerts today to keep your team informed and proactive.
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