NEW! ‘View Details’ in the AutoPilot page

May 15, 2012 — Happybodyfood

The AutoPilot page is one of the greatest time-saving features of the Relocation Specialist database.  It is used to send the emails that are due to be sent as of the current (or future) date as selected by the user.  It is a great way to send those update requests to agents and contacts.

Now there is a new button associated with all records in the AutoPilot page called ‘View Details’.  Let’s say you’re reviewing the AutoPilot page but need to see the Notes or ToDo record or general information for one of the records in the grid.  Now, just click the ‘View Details’ button and you’ll instantly see the details.  After clicking ‘View Details’ the button changes to “Go Back”.  Clicking the button will quickly return you to the “normal” AutoPilot page.

If you want to see the 5-minute Training Video for this new feature click here.  We hope you’ll find the ‘View Details’ button helpful!

Posted in 411, AutoPilot, Tips & Tricks. Leave a Comment »

New Feature, and it’s a good one!

June 2, 2011 — Happybodyfood

NEW FEATURE:  AutoAssign and AutoAccept (Forms and Action Plans)

Today we are announcing a new feature known as “AutoAssign and AutoAccept”.  This new feature combines the use of the ‘AutoAssign’ form with Action Plans that enable you to quickly assign referrals to agents, then have ReloSpec respond automatically when the agent accepts.

For example, let’s say you want to assign a referral to the agent.  You send the AutoAssign form to the agent, but don’t want to send all the information about the client until AFTER the agent accepts.  You could have an Action Plan named “AutoAssign” and when you select that plan the ‘AutoAssign’ form is emailed to the agent. 

The new feature is what happens next.  If the agent clicks YES and Submits the AutoAssign form, ReloSpec will look in your Action Plans table and if it finds an Action Plan named “AutoAccept” it will immediately carry out what is listed.

The ‘AutoAccept’ Action Plan could then, for example, send the ‘Incoming Information Sheet’ to the agent and send a letter to the client letting them know who the agent is.  All this happens without anyone being logged into ReloSpec!

There are two special Web Seminars scheduled for next week to show how to use this exciting new feature.  Be sure to check the ‘Live Web Seminars’ page for this and other helpful 30-minute seminars.

Posted in 411, ActionPlans, AutoPilot, Tips & Tricks, Training, Webinars. Leave a Comment »

ALERT: AutoPilots

February 8, 2011 — Happybodyfood

Relocation Specialist is currently experiencing some issues with AutoPilots not sending.  If you are processing these and receive and error message please know we are aware of this issue and currently working diligently to solve the problem.

We appreciate your patience.

The ReloSpec Team

Posted in 411, AutoPilot. 1 Comment »

A change when you delete or close out a file

June 3, 2010 — Happybodyfood

When you close, dead-out, or change a file to pending you will now be given the following choices:

1. No, don’t delete anything
2. Yes, delete ONLY the AutoPilot items
3. Yes, delete all unfinished ToDo items for the record

Before we used to delete ONLY the AutoPilot items. Now, the user can delete unfinished AutoPilot items and other unfinished ToDo items like Meetings, Phone Calls, etc.

Thank you,
The ReloSpec Team

Posted in AutoPilot, Tips & Tricks. 7 Comments »

AutoAssign form has some new features!

February 18, 2010 — Happybodyfood

A cool new change has been made in the AutoAssign form.  Two new radio buttons have been added to the page that the Agent submits.  The choices are Yes, I accept or No, I do not accept and a choice must be made before the form can be submitted.  When the record appears in the Responses page you’ll have a record of what the Agent selected (Yes or No), the percent the agent agreed to and whatever comments may have been added. 

To see this work, click the FORMS link, click AutoAssign, click the link the Agent would click to open the online form and SUBMIT it. 

 The results may be viewed in your Responses table.

You asked…we listened!

Posted in AutoPilot, Forms. Tags: . 8 Comments »

Action Plans for Multiple Records

October 30, 2009 — Happybodyfood

Autopilots can be created for a group of referrals.  If you receive a group of referrals and want to wait until they are all entered or imported to set up your autopilots, you can do this through an action plan.

  1.  Set up your action plan to include any autopilots you want to send out, or any ticklers you want for those records.
  2. Use the search feature to search out the group of records you want to add the action plan to.  You can search by date or date range, by referral type or any other common field that those records possess.
  3. Once the search is completed, click on the todo’s and go to your action plans.
  4. Pick the action plan that you want to use for those records that were searched and scroll down to the second “add now” button and click it.
  5. This will add that action plan that you have chosen to all of the records that were in the search group.

There are webinars given about twice a month about action plans and how to create them.  The list of webinars are located on the Main Menu.

Posted in ActionPlans, AutoPilot. Tags: . Leave a Comment »

What is a Tickler Report?

April 7, 2009 — Happybodyfood

Video Tutorials are available for the Tickler Page

The Tickler Report is basically your Personal Assistant.  Tickler=Reminder.  When you set up a ToDo item you are telling the system that on a SPECIFIC DATE you need to complete a SPECIFIC TASK.  That task may be an AutoPilot, a reminder to fax, call, email…..or just simply to check on a file.  In creating a Tickler Report we have taken the sticky-note and calendar reminders away from your daily grind!

So in the morning when you boot up and while you sip on your cup of Joe PRINT your Tickler Report and see what the day has in-store for you!

When you see AUTOPILOT you KNOW you need to check your AP Folder and send your items for that day.  When you see RESPONSE you KNOW you are waiting to hear from Agent’s so you can check your RESPONSE folder and see if they have replied. 

When you mark and item complete it will be removed from your Tickler Report.  When you send your AP’s they will be removed from your Tickler Report.  When you process Responses they will be removed from your Tickler Report. 

Now if you do not get to an item it will still be on your Tickler Report the next morning.   This page lists all ToDo items that are on or before the Cut-Off Date where the Completed field = FALSE.  

If you prefer you can also set your Tickler Report to open when you login.  Simply go to your User Profile in the Utility Settings and where it says ‘Do you want your Tickler to open each time you login?’ Click YES.

This is the same page that is opened using the ‘Tickler’ link in the Referrals List page.  The difference is that by opening this page from the Main Menu, the page will remain open until you manually close it.  If this page is opened from the link in the Referrals List page it is subject to being closed automatically as soon as you click a different link and open another page.  For example, if you open the Tickler page from the Referrals List page but then click the Notes link, the Tickler page will be closed and the Notes page will open.

Posted in AutoPilot, Response Folder, Tickler. Tags: , , . 28 Comments »

Why are my AutoPilots not in the AutoPilot folder?

April 7, 2009 — Happybodyfood

If your Tickler Report(which you should run each and every morning) says you have AutoPilot items waiting to go out, then they should be in the AutoPilot Folder.

 

If they are not in the AP folder when you open the link please go to that file and click on the ToDo link.  If there is a BLUE check mark in the completed column then that item was sent out.

 

If you did not send the item out then another User in your department did.  Make sure all Users understand how to FILTER for their own information.

 

If an AutoPilot that you THINK should be there, is not, then it is best to go back to the ToDo list for that file and trouble-shoot from that point.  Is the start date correct?  Is the item marked to repeat?  Is the item marked completed?  Look at each field and try to identify where the error may be located.

Posted in AutoPilot, Common Questions. Leave a Comment »

When a counselor (Mgr/Consultant) leaves do the AutoPilot items assigned to that person need to be changed?

December 6, 2008 — Happybodyfood
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.

All of this is assuming you are not sure who you want handling the current files.  If you have a New User or Current User who you want to manage these items please see the post on Transferring Files and ToDO Items.

 

 

Posted in AutoPilot, Manager/Consultant/User is leaving the Company. Leave a Comment »

Can I turn off the AutoPilot tasks?

December 6, 2008 — Happybodyfood

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.
 
You can also Open any AutoPilot Item in your ToDo Folder for that file and turn it off by marking Complete=True and Repeating=False.

Posted in AutoPilot, Common Questions. Leave a Comment »
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