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How
do I create a To Do that is not an
AutoPilot?
How do I send only MY AutoPilot items?
Can I turn off the AutoPilot tasks?
Can I filter the AutoPilot items and send only the ones I want?
I've sent my AutoPilot items, but they aren't getting through to the addressee
When the agent clicks the link in the 'AutoUpdate' form he gets an error message. Why?
Do you have an agent who cannot use the AutoPilot form, or security level problems?
Why don't I get the pop-up page asking me to stop the AutoPilot items for a record?
What is an AutoPilot task?
AutoPilot is software feature that automatically processes 'To Do' items that include "AutoPilot" in the [Activity] field. For example, you could create a 'To Do' item to send reqularly-scheduled Update Requests to the assigned agent. AutoPilot will send the items, keep track of who has not yet responded and will update the Notes section with the Comments from the agent when the Response is received. AutoPilot is one of the most important, powerful features of ReloSpec.
How
do I create an AutoPilot task?
AutoPilot
is one of Relocation Specialist's most essential features.
Using AutoPilot you can get updated on a regular basis regarding the
status of each of your referrals. The
process is as easy as setting up on simple To Do, and then letting the system do
the rest.
To
create an Auto-Pilot task:
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From the main Referrals List, click on the ToDo link on the left-hand side of the screen.
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Select your Activity as Autopilot.
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Select the date you would like your first update request to be sent to the agent.
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“Who” will be yourself, unless you are entering the information for another user.
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The 'Description' should be something like “Update Request”.
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Enter the 'In How Many Days?' as the number of days before you want the update request to be sent. If you want it to go every 21 days you would enter "21", not "21 days". (Numbers only.)
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'Is a Response Required' is asking if you want ReloSpec to track whether the person has responded. It should be marked TRUE.
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The 'AutoPilot: How to Send?' is asking whether the item will be sent using email or using the Report Generator. You will send using "Email".
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The 'AutoPilot: Send To?' allows you to enter the email address of who you want this email to be sent to. You may use the grey buttons at the bottom of the page to copy the email address into this field. If you want the email address for the assigned agent, click the 'Asgn Agt' button and the email address will be automatically entered.
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The 'AutoPilot: Email Subject' allows you to enter a unique entry that will appear in the Subject line of the email. This field is often combined with the next field 'AutoPilot: Email Subject Variable' which inserts the variable at the end of the email Subject line. For example, if you enter "Update request for " in the 'AutoPilot: Email Subject' field and select "Client Name" in the 'AutoPilot: Email Subject Variable' field and the client's name is John Doe, then "Update request for John Doe" will be inserted into the email Subject line when sent.
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The 'AutoPilot: Which form?' field is used to select the form to be sent. If this is an update request to an agent, select 'AutoUpdate'. NOTE: Any form can be sent via AutoPilot, however only forms that have "Auto" in the form name allow responses to be tracked by ReloSpec.
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Click “Add New Record”.
How
do I create a ToDo item that is not an
AutoPilot?
Relocation
Specialist has created your To Do items to act as your personal assistant.
So whether it is a phone call, an email or a fax,
Relocation Specialist will remind you of what needs to be done….but only if
you ask it to.
To
create a To Do item:
-
From the main Referrals List, click on the To Do link on the left-hand side of the screen.
-
Select your Activity as Autopilot.
-
Select the date you would like your first update request to be sent to the agent.
-
“Who” will be yourself, unless you are entering the information for another user.
-
The ' Description' should be something like “Update Request”.
-
-
There must be a number in “How Many Days Field”, so even if the item is not repeating, leave the number "1" in this field. ( Numbers only.)
-
'Is a Response Required' is asking if you want ReloSpec to track whether the person has responded. It should be marked FALSE.
-
The remaining fields will be left blank. Click “Add New Record”.
Once
ToDo items have been created, each
user should be opening the AutoPilot page each day.
The AutoPilot page is a list of ToDo items for all Referrals where the
Activity = "AutoPilot", and the Date field is less than or equal to
today's date, and the Complete field = FALSE..ReloSpec DOES NOT send your
AutoPilot items automatically. Rather you must open the AutoPilot page,
use the SEARCH button if needed to filter the list then send the items.
Do
the following:
-
From the Referrals List, click the “AutoPilot” link on the left-hand side of the page. You are now looking at a list of all AutoPilot items that are due to go out that as of today or before.
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If there are AutoPilot items that belong to another user and you do not wish to send them, click the SEARCH button, scroll down to “Who”, select your name, then click “Apply Filter”. You are now viewing only your AutoPilot items.
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Click the button at the bottom of the page that says 'Click Here to Send Emails'.
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Close the page to return to the Referrals List
How do I send only MY Autopilot items?
When you send the AutoPilot items you can SEARCH (Filter) the list for just the items for one person (MgrConsultant or Who) then send only those items in the revised list. To do so, do the following:
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Click the 'AutoPilot' link on the left side of the Referrals List page.
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Click SEARCH and select your name from the droplist for the 'Who' field.
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Click APPLY FILTER.
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Click the button to process the records that are displayed. Only the filtered records will be processed.
Can I turn off the AutoPilot tasks?
Each time you UPDATE a Referral List record and click ‘Update Current Record’ ReloSpec will check to see if the Referral Status is “Closed” or “Dead” (or a variety of other reserved words), and if so, it will prompt you for whether you want to ‘Delete the future AutoPilots for this record’. You may select: ‘No’, or ‘Yes’. The default is ‘No’. Click ‘Yes’ and you’ll delete all future AutoPilot tasks for that one record..
Can I filter the AutoPilot items and send only the ones I want?
When you open the AutoPilot page, all AutoPilot tasks that are scheduled to go out today or before will be displayed. Prior to 'processing' the tasks you may want to SEARCH (Filter) the list for just the items for one person (MgrConsultant or Who) then send only those items in the revised list. Open the page and click SEARCH and filter the record(s) as needed. Then, when you 'process' the task(s) you'll only be sending the tasks you filtered.
I've sent my AutoPilot items, but they are not getting through to the addressee
Sometimes
when emails are sent out they don't arrive at their destination. This
happens when the email server that is receiving the Inbound emails for the
addressees has anti-spam software running that checks for REVDNS (Reverse DNS).
This feature checks with the sending server to see if it has the
sender’s email address on the server. Since
the ReloSpec server does not have everyone’s email address on it, the
receiving server considers the email to be spam and doesn’t deliver it.
The simple way around this is to set the receiving server's anti-spam
software to enable receipt of all emails from “rs.prosws.com”.
Once that setting is made all email should be delivered as expected.
When the agent clicks the link in the 'AutoUpdate' form he gets an error message. Why?
The usual cause for this problem is that the email software is 'Plain Text' and not set to 'HTML'. The 'Plain Text' mode will not allow the entire hyperlink (the link that the agent clicks) to be displayed. So when the agent clicks the link, an incomplete Internet address is selected and the browser returns an error message. The solution is to change the setting in the email software to read email using 'HTML'. This is a very common setting and is included in every email software product we have seen so far.
When a counselor (Mgr/Consultant) leaves do the AutoPilot items assigned to that person need to be changed?
Does the new person have to go into each individual file and update it to his/hers?
The short answer is 'No'. To understand the answer, you need to understand how AutoPilot works. There are two things to consider: 1) the sending of the AutoPilot items and 2) the responses to the emails send by AutoPilot.
First,
all AutoPilot items that are emailed are sent using the email address of
the person sending (processing) the items.
It doesn’t matter who the Mgr/Consultant is.
When the items are sent, all items that are in the AutoPilot window
are sent and will have the return email address of the sender.
This is why it is important that if there is more than one
Mgr/Consultant in the office, the person sending the items (which is the
person clicking the button to process the items) should filter the list
for those items pertaining to him/her.
Otherwise, all items will be processed using the email address of
the sender. Of course this is
only a concern if the receiver hits REPLY and sends a return email.
The resulting email will be sent to whatever email address is on
the original email.
Second, if the ‘AutoUpdate, Assigned Agent’ form is used with the AutoPilot and if the receiver uses the form properly and does not hit REPLY, then it doesn’t matter who sends the email. The response from the agent is added to the Responses table and gets processed separately.
Why don't I get the pop-up page asking me to stop the AutoPilot items for a record?
The popup box is still working and does appear, but only on those PCs allowing it. It is likely that a recent (automatic?) upgrade of your Windows operating system has stopped allowing pop-ups from rs.prosws.com.
From
your Internet Explorer web browser, click Tools, Pop-up Blocker, Pop-up
Blocker Settings and ADD ‘rs.prosws.com’ as an allowed site.