ToDo Lists and Action Plans

ToDo items

Relocation Specialist has created your To Do’s to act as your personal assistant. So whether it is a phone call, an email or a fax you need to send, Relocation Specialist will remind you of what needs to be done….but only if you ask it to.

How do I create a ToDo Item that is not an AutoPilot?

How do I create a ToDo Item that is an AutoPilot?

How to send multiple email attachments?

How do I create a ToDo Item that is not an AutoPilot?:

From the Referrals List, click the 'ToDo' link on the left-hand side of the page.
Select your Activity from the droplist (eg. call, fax, email).
Enter the due date; either using the pop-up calendar or enter it manually using the following format: MM/DD/YYYY.
“Who” will be yourself, unless you are entering the information for another user.
The 'Description' should be a brief description of what needs to be done.
Select whether the item should be repeated using the 'Is Repeating?' field. (Typically for ToDo Items where the Activity is not "AutoPilot" set 'Is Repeating?' to FALSE.)
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.
Response Required should be marked as FALSE.
Click “Add New Record”.

How do I create a ToDo Item that is an AutoPilot?:

From the Referrals List, click the 'ToDo' link on the left-hand side of the page.
Activity: Select "AutoPilot" for your Activity from the droplist.
Date: Enter the due date; either using the pop-up calendar or enter it manually using the following format: MM/DD/YYYY.
Who: “Who” will be yourself, unless you are entering the information for another user.
Description: The 'Description' should be a brief description of what needs to be done.
Is Completed?: The 'Is Completed?' field will always be FALSE when entering a new item.
Is Repeating?: Select whether the item should be repeated using the 'Is Repeating?' field.
In How Many Days?: 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.
Is Response Required?: 'Response Required' indicates whether you want ReloSpec to keep track if the agent has responded or not. If you select TRUE, then when the AutoPilot item is sent, ReloSpec will automatically create a new ToDo item where the Activity = "Response", meaning that you are waiting for a response from the agent. (Once the response is received and 'Processed' in the Responses page link on the Referrals List page, the comments in the response will be copied to the Notes table and the ToDo item(s) marked 'Response' will be deleted.)
AutoPilot: How to Send?: Always use "Email".
AutoPilot: Send To?: This is where the email address(es) will go. You may use the gray box at the bottom of the page to select a specific email address already stored in the Referrals List page such as Assigned Agent, Contact, etc.
AutoPilot: Email Subject?: This field may be used to enter a specific Subject line that will appear on the incoming email. This field may be combined with the 'AutoPilot Email Variable' to provide a complete Subject line on the incoming email.
AutoPilot: Email Subject Variable?: This field allow you to select a variable input to the Subject line of the incoming email and is used in connection to the 'AutoPilot: Email Subject' above. For example, if you were to enter "Update for:" on the 'AutoPilot: Email Subject?' field and select "Client Name" from the droplist in the 'AutoPIlot: Email Subject Variable' field and if the client's name was "Andy Jones" then the combined Subject line on the incoming email will be "Update for: Andy Jones".
Email Attachment: If you have requested a company folder and have uploaded a file or files to your folder then the file(s) will appear in the droplist. You many select a file from the droplist.
AutoPilot: Which Form?: Select a form from the droplist.
AutoPilot: Use Body of Letter?: If desired, select a 'Body of Letter' from the droplist.
ToDoListID: This READ ONLY field is used by the database to identify this specific record.
Last Updated By: This READ ONLY field automatically enters the name of the person last updating this record.
Central Time: This READ ONLY field automatically enters the Date/Time of the last update to this record.
Click “Add New Record”.

How to send multiple email attachments

With many FORMS, all ToDo items and Action Plans you now have the ability to select one file to be attached to an outgoing email. These attachments are files that you have uploaded to your company’s folder using the Utility Settings page. (If you do not have a company folder set up to hold your files, you must request the folder to be setup for you by contacting jevans@prosws.com.)

Now that you’re able to upload and store your own files to be used as email attachments, you may want to send multiple attachments with one email. To do so, you’ll need to know the exact file names to be used separated by a semicolon. Instead of selecting a single file name from the droplist of ‘Email Attachment’ click the blue DROP button. That will toggle the droplists on the page and allow you to manually enter the file names. For example if you want to send “Sales1.XLS” and “Instructions.DOC” as attachments with the same email you would click the DROP button to turn off the droplist and enter “Sales1.XLS; Instructions.DOC” in the ‘Email Attachment’ field.

Then, when the email is sent, both attachments will be included.

NOTE: Clicking the DROP button will turn off all droplists on the page. If there are certain droplists you want to use, you can always create the ToDo item (or the Action Plan item), SAVE the record, then UPDATE the record, click the DROP button and change the entries for only the ‘Email Attachment’ field. That way you can use the droplists to quickly make selections you want and use the DROP button toggle to enter the multiple attached files you want to send.

Click here to view the Action Plans page...