Frequently Asked Questions
Action Templates
What is an action template?
Action templates
are groups of sequential tasks and events that can be applied to
projects and opportunities. An example of an action template could be a
'New client process' or a 'Prospect Process'.
SAMPLE PROSPECT PROCESS
Step 1: Task: Mail the prospect your brochure and financial planning questionnaire.
Step 2: Task: Place the prospect on our client newsletter and e-mail newsletter distribution list.
Step 3: Task: Call to schedule a meeting and ask the prospect to prepare his financial data in preparation for your meeting.
Step 4: Task: Call the prospect a day before the meeting to confirm the appointment.
Step 5: Event: Meet with the prospect.
Step 6: Task: Promote the prospect into a new client and begin the new-client process or make a follow-up phone call two days from now to close the prospect.
Step 7: Task: Make a follow-up phone call if no decision has been made.
Step 8: Task: Make a second follow-up phone call if no decision has been made.
Step 9: Task: Make a third follow-up phone call if no decision has been made.
Step 10: Task: Send the prospect a letter thanking him for contacting you and asking him to contact you again when he is ready to move forward.
Step 11: Task: Contact the prospect again six months after sending the thank-you letter.
How do I create an action template?
Action templates allow you to define a structured business process for all of your team members. Here’s how it works:
1. Click on the ‘Administration’ link in the top menu.
2. Click on ‘View and create action templates’.
3. In the ‘Create action template’ panel give the template a name and choose a category (Project or Opportunity) to store the template.
4. Click ‘Create template’
5. Click on either ‘Add a task’ or ‘Add an event’
6. Enter in the task or event description, and expected day to complete the step
7. After saving the template all users who create a new project or opportunity will be able to access and apply this template.
What is the 'Day' field inside of adding tasks and events?
The day field is the Day that the task or event is due. For example,
lets say in a "New client process" the first task is to 'Send out
initial paperwork' and the second task is to 'Follow up with a phone
call' 3 days later. When entering in the first task you will enter in
the Day field '1' and for the second task that is due 3 days after the
first task, you will enter in the Day field '3' marking that this task
will be due 3 days after the first task. Now when you apply this action template to a project the tasks will be automated based on the days that you have specified.