Creating a 3rd Party Worksheet or Workflow (move workflows to notes)

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3rd Party Worksheets

3rd party worksheets are those created for completion by people outside of your organisation, for example, a customer survey which is sent out after a job has been completed. Please be aware that you need to assign the worksheet as default against the job type for any jobs you want to send the customer to complete. Using the Customer Satisfaction Survey as our example, you can create one as follows:

Step 1

  • Navigate to:[Top menu]Profile (icon) → Admin Settings[Quick links] Manage worksheets

and create your Worksheet.  Your completed Worksheet may look something like this:

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Please note that the 'completion time on booking site' field cannot be set as N/A or this feature will not work.

 

Step 2

  • Navigate to:[Top menu]Profile (icon) → Admin Settings[side menu] Account Templates

Create a template in the usual way then click on the Insert Keyword button and select the Jobs tab and the Job subtab. 

Click on Worksheet link

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A popup will now open giving you the option to show the URL or add a hyperlink behind descriptive text, for example:

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Once your template is complete, click Save & Close.

Next, click on the template you have just created and reopen it.  Move across to the Usage tab and click on the Add icon at the bottom of the form.  Select Email as the Default format and Alert - Email as the Type.  Now click Save.

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Step 3

Go to the Alerts tab and click the Create a new alert button.  Now complete as shown below, ensuring that you select the Template that you created in Step 2 from the dropdown menu in the Email body template field.  Note that you can, of course, select additional or alternative recipients if desired, or modify it for specific job types, etc.

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Step 4

When a job is completed, an alert will now automatically trigger an email to be sent to your customer.  The email will look something like this:

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and when they click on the link in the email, this is what the customer will see:

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Once completed, the customer will receive this notification.

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3rd Party Workflows

A 3rd party workflow works in precisely the same way but is attached to a Note, making it perfect, for example, to use for enquiries.  For our example, we will use an enquiry for skip hire and you will see how it adds both a professional touch and legal protection by confirming precisely what has been agreed.

Step 1

  • Navigate to:[Top menu]Profile (icon) → Admin Settings[Contacts & notes] Note Workflows

and create a Workflow.  Your completed Workflow may look something like this:

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Step 2

  • Navigate to:[Top menu]Profile (icon) → Admin Settings[Contacts & notes] Note types → Add

Create a note type, ensuring that you select the note workflow that you created in Step 1 from the dropdown menu in the Default workflow field.

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Step 3

  • Navigate to: [Top menu]Profile (icon) → Admin Settings[side menu] Account → Templates

Create a template in the usual way, an example is shown below:

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Once your template is complete, click Save & Close.

Next, click on the template you have just created and reopen it.  Move across to the Usage tab and click on the Add icon at the bottom of the form.  Select Email as the Default format and Alert - Email as the Type. 

Now click Save.

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Step 4

Go to the Alerts tab and click the Create a new alert button.  Now complete as shown below, ensuring that you select the Template that you created in Step 3 from the dropdown menu in the Email body template field.

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Step 5

When this note type is used, your resource will complete the Workflow in the Note

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and the customer will automatically receive an email containing the agreed information:

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When they click on the link in the email, they will be taken to a confirmation form :

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Once they have completed it and clicked to Save, a copy of their response will appear at the top of the Notes Workflow:

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