Adding New Actions to Jobs
Adding a New Action Using Action Hyperlinks
To change any Job details such as Job Status or Assignment, you will need to add a new Action. This may be achieved by using one of the available action hyperlinks as highlighted below.
Action Toolbar
From v24.10+ the action hyperlinks have been replaced with a new action toolbar similar to the Desktop app. There still can be available action hyperlinks but only if the Job Template is set to hide standard actions, which will hide the new action toolbar the same as the standard hyperlinks were hidden previously.
Adding a New Action Using Workflow
If a Job contains Workflow it may be restricted from adding actions via the action hyperlinks from the Job Template. In this example only the Close Job action hyperlink is available. There may be no action hyperlinks available if the administrator wants to lock Staff into using only organisation approved Workflow. In this case only the Workflow options are available. This may add silent actions to the job as well as perform many other operations not immediately visible to the Staff user.
Actioning Multiple Jobs With Multi-select
From v24.10+ jobs can be multi-selected similar to the desktop function of Actioning Multiple Jobs. From the web portal select more than one job as follows:
- Press the «Ctrl» key to expose the multi-select checkboxes and tick each job or just click each job while holding down the «Ctrl» key
- Select the first job and use the «Shift» key to select a group of consecutive jobs in the list
When all jobs you wish to action are selected, click the desired action button icon corresponding to the desired type of action you wish to add. The action will be added to all selected jobs and emails sent to all selected recipients of each job.
Parent / Child Job Actioning
In v24.10+ from a parent job’s links tab, all or selected child jobs may also be multi-selected for bulk actioning or closing using the new Action all child jobs and Close all child jobs buttons.
From v25+ on the action screen Email Details > Other, there is also a new email tag available «ParentJob_AssignedTo», which can send the action details (of child jobs) to the parent assignee at the same time. This is useful to notify the parent job assignee when child jobs have been updated and what the completion stage for each child job may be. To see what recipient tags are available from the Other recipient, type « which will present a list of available tags.
When child jobs are closed with the parent they will now show the Job Closed with parent Job status label otherwise the standard Job Closed status will be displayed. There is also a status icon to indicate when child job actions were added from the parent. This will display the tooltip Action was added from parent Job when hovering the mouse over it.
The Add Action Screen
After using one of the methods above to bring up the Add Action screen, the below options are available similar to the Desktop action screen:
Action Template (optional) - If not locked by the action template, an available action template may be selected to change the template prefilled information.
Action Summary - If not locked by the action template, the summary may be selected from the list of available options.
Job Status - If not locked by the action template, the status may be selected from the list of available options.
Assigned To - If not locked by the action template, the assignee may be selected from the list of available options. Select the skillgroup or assignee from the first list followed by (unassigned) (for an unassigned skillgroup), or the final assignee. If the assignee is directly selected and they belong to the same skillgroup as the current assignee, this current skillgroup will be favoured in the second drop-down, but another may be selected as appropriate. Automatic assignment algorithms may also be selected by clicking on the robot icon and selecting one of the available methods.
Details - If not locked by the action template, details of the action may be typed in.
Time taken - If not locked by the action template, the time taken to complete the action may be manually selected for billing purposes or time tracking. The Desktop auto timer feature doesn’t doesn’t function from the web portal.
Attach a file - If not restricted in web settings, files may be selected for attachment, or images pasted into the box indicated.
Email Details - If not locked by the action template, for v23+ email templates may be selected or deselected as required for different recipients. For older versions recipients may only be selected or deselected as required.
- Previous assignee : Refers to the person who has just lost this job. Only applies when the action is a re-assign action.
- New / Current assignee : Refers to the person that the job is, or is about to be, assigned to. When the job is being assigned directly to a skillgroup and not to a specific person within a skillgroup, the email will be sent to the Skillgroup supervisor.
- Primary client : The primary clients linked to the job
- All clients : All clients linked to a job. See the Job > Links tab for a list of all clients linked to a job
- Use the CC and BCC options to send the email to other clients that are linked to the job.
- Preview : v23+ (2nd feature update only) also allows you to preview any emails before they are sent. These are currently read only previews that cannot be edited, although most email templates will contain the «Action_Detail» email tag which is editable from the details field above
Private Internal Note - The action may be marked as a private note to hide it from the client of the job.
Awaiting Client Response - Selecting this option will put the job into the awaiting client response state visible from Explorer and the Home screens.
Close - Clicking this button will cancel the action. Any entered details and selections will be lost.
OK - Click to save the action to the job with all selected options and detail.
See also
Parent Child Job Linking - Desktop
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