Task batches can be set up to create automated communication workflows for your dealership.
Open Task Batch Screen
- Open the tasks screen. You can do this by selecting the task menu option on the main menu screen.
- Choose the Batch Setup button in the lower left of the screen. This will open the Task Batch Setup popup window.
Create New Task Batch
- Click the New Batch button in the lower left. This will add a new, blank batch.
- Enter a Description for the batch.
- Choose the Auto creation type.
- From the Document Type dropdown, choose the module or document you want to trigger the tasks.
- From the Document Status dropdown, choose the specific status you wish to trigger the task. The options shown here will vary depending on the document type selected.
- From the Auto Assign To field, select the employee type you want to have assigned.
- From the Auto Notify field, select the employee type you want to have assigned to this task.
- Optionally, you may check the Parts Ordered Notification box if . This box only shows if you have selected the Purchase Order document type
- Optionally, you may check the Pop Preset Screen box will open the task when it is created to allow a user to modify it.
Create Conditions
Conditions define when the task will run.
- The Field will allow you to choose from various options. The available fields Will change based on the document type selected above.
- The Not box works with the Operator field to exclude the option.
- The Operator will show different options based on the field chosen. For example, if a date field is chosen, the operator will show options based on dates.
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This is looking for an exact match to the Value for the chosen Field. |
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Choose this operator if you want to enter a range of options in the value field. |
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This operator looks for the information entered in the value as the beginning of the field. |
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This operator looks for the information entered in the value at the end of the field. |
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The value information is anywhere within the field. |
- Enter the Value for the operator. If you are entering a partial word, you can use the percentage sign (%) as a wildcard.
- For the And/Or column, as you add new lines to the filter, this will automatically populate with AND. You can edit this if desired by selecting another option from the dropdown.
- If you are adding multiple formulae, please make sure you open and close the brackets.
Auto Complete Conditions
Auto complete conditions allow you to define when the task should be marked as completed automatically.
- The Field will allow you to choose from various options. The available fields Will change based on the document type selected above.
- The Not box works with the Operator field to exclude the option.
- The Operator will show different options based on the field chosen. For example, if a date field is chosen, the operator will show options based on dates.
|
This is looking for an exact match to the Value for the chosen Field. |
|
Choose this operator if you want to enter a range of options in the value field. |
|
This operator looks for the information entered in the value as the beginning of the field. |
|
This operator looks for the information entered in the value at the end of the field. |
|
The value information is anywhere within the field. |
- Enter the Value for the operator. If you are entering a partial word, you can use the percentage sign (%) as a wildcard.
- For the And/Or column, as you add new lines to the filter, this will automatically populate with AND. You can edit this if desired by selecting another option from the dropdown.
- If you are adding multiple formulae, please make sure you open and close the brackets.
Add Task
Tasks set up in a batch will be automatically created for the parameters you have set above. If you have chosen an option in the Auto Assign To box in the upper right of the task batch screen, tasks created will automatically assign to the relevant user.
- Click the blank, gray, starred row in the task list. A new task row will appear in the list.
- Always start a new task by adding the Subject. The subject informs you or the employee what action needs to take place in order to complete the task.
- You may check the Create Appt. box if you want the task to create an appointment for the employee.
- Click the Save button.
Copy Batch
Often, you will have tasks set up to do the same thing at intervals. For example, if you have created a "Day 1 Follow-Up" task, you may also want to create a "Day 5 Follow-Up" task. Copying an existing task allows you to create similar tasks quickly and easily.
- Open the tasks screen. You can do this by selecting the task menu option on the main menu screen.
- Choose the Batch Setup button in the lower left of the screen. This will open the Task Batch Setup popup window.
- Click once over the batch you wish to copy in the list on the left side of the window. This will update the batch information shown on the right side.
- Click the Copy Batch button in the lower left. This will open the copy batch window.
- Enter the description for the new batch.
- Click the OK button. This will close the copy batch window and return you to the batch screen.
- Click over the new batch in the list to the left.
- Update the parameters for the batch.
- Click the Save button.
Disable Batch
- Open the tasks screen. You can do this by selecting the task menu option on the main menu screen.
- Choose the Batch Setup button in the lower left of the screen. This will open the Task Batch Setup popup window.
- Click once over the batch you wish to copy in the list on the left side of the window. This will update the batch information shown on the right side.
- Update the Creation Type to Inactive.
- Click the Save button.