Chapter 3. Managing jobs. Sage HandiSoft 2015
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Chapter 3. Managing jobs
Jobs are made up of a collection of tasks. When you create a job, you must also create tasks to be part of that job. The Jobflow Manager provides two levels of management. The higher level is jobs management, which manages the jobs with their included tasks. The lower level is the management of the tasks themselves. This chapter covers the jobs management.
Creating jobs
There are two ways to create new jobs:
Use a previously saved template to create a new job.
Create the new job from scratch.
Creating jobs for multiple clients
If you want to create a job for more than one client, you can do so by tagging the clients before you create the job. This is done in Practice Manager – Contact.
1. You should first check what clients are already tagged. In Practice Manager – Contact, from the Client menu, click Tag/Untag batches of clients to open the “Tagged Clients” window.
Figure 11: The "Tagged Clients" window
2. If necessary, use the Untag or Untag All button to untag individual or all the tagged clients.
3. Click Close to exit the “Tagged Clients” window.
4. Tag the required clients by highlighting them on the Practice Manager – Contact “Clients” window and clicking Tag.
5. When you create the jobs in the Jobflow Manager, select the Tagged Clients check box on the “New Job Details” and “New Job” windows.
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Chapter 3. Managing jobs Jobflow Manager 2015
Creating jobs from a template
If you have many similar jobs, you can create a template with most of the attributes. From this
template, you can create new jobs by adding their individual attributes. This procedure describes how to create a job from a template. For information on creating templates, refer to
" Master job templates " on page 30.
1. On the "Jobflow Manager" window Access Panel, click a Masters folder button to display the required job template.
Tip: Use the Find button to locate the required master template job quickly.
2. On the job list, highlight the required template and click Select. The "New Job" window will open.
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Figure 12: The "New Job" window
3. On the "New Job" window, complete the fields as required.
Tip: You can tag clients ‘on the fly’ by clicking in the Ref field, and then tagging the clients on the “Select a Client Reference” window.
4. Under Select a Folder, select the folder to which any attached documents are to be stored.
If the jb si for multiple clients, attached documents will be stored in the clients’ default folders.
You can click New to create a new sub-folder under the selected folder.
5. Click Documents to select the template documents to be attached from the “Select
Attached Documents” window.
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Jobflow Manager 2015 Creating jobs
Figure 13: The "Select Attched Documents" window
6. Click
Ok to add the new job to the Jobs list.
Creating jobs from scratch
You are able to create a new job without using a template.
Tip: If it is likely that you will be creating similar jobs in the future, it may be better to create a template from which you can create this job.
1. On the "Jobflow Manager" window Access Panel, click Jobs.
2. Click New to open the "New Job Details" window.
Figure 14: The "New Job Details" window
3. Complete the fields in the "New Job Details" window.
4. If you have selected the Link Jobs to Time+Billing check box on the “Jobflow Options” window, under Time+Billing, you can select the applicable Activity Code for the job created in Time+Billing 2015.
5. If you want to manage the resource allocation for the job, click Planner to open the
“Resource Planning” window.
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Chapter 3. Managing jobs Jobflow Manager 2015
6. Click Save to add the new job.
Tip: For information on the "New Job Details" window, press F1 to display the online help.
To create a single task job
If you want to create a job that has only one task, you can select the Auto Create One Task check box on the “New Job Details” window. The Jobflow Manager will automatically create a single task with the job Description and Notes as its Name and Description.
Allocating the Partner, Manager and Staff member
When you enter a client in the Client Database, you can allocate a firm partner, client manager and staff member to that client via the Partner, Manager and Staff fields in the "Clients Detail" window.
The Jobflow Manager automatically allocates any new jobs created for specific clients to the clients' partner, manager and staff member via the "Job Details" window Partner, Manager and
Staff fields.
Editing jobs
You can edit the details of any job.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under Jobs to display the job to be edited.
Tip: Use the Find button to quickly locate the job to be edited.
2. Highlight the job to be edited and click
Edit. The "Job Details" window will open.
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Figure 15: The "Job Details" window
3. Edit the "Job Details" window fields as required, and click Save.
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Jobflow Manager 2015 Creating jobs
4. If you want to review the allocation of staff members to the job, click Planner to open the
“Resource Planning” window..
Tip: For information on the "Job Details" window, press F1 to display the online help.
Copying jobs
The
Copy button on the “Job Details” window enables you create a new job, which is an exact copy of an existing completed job, including tasks, documents and notes. You can then edit the copy as required.
You would use this feature where you want to create a new job that is similar to an already completed job, without having to re-create the tasks and attach notes and documents.
To copy an existing completed job:
1. On the "Jobflow Manager" window Access Panel, under Jobs, click Completed to display the list of jobs you have completed.
2. Highlight the job to be copied, and click Edit to open the “Job Details” window.
3. On the “Job Details” window, click Copy.
4. Edit the details of the new job, as required.
5. Click Save to save the new job.
Deleting jobs
You can delete any job from the Jobflow Manager.
Note: It is also possible to archive completed jobs. See “ Archiving completed jobs ” on page 35.
Caution: You cannot undo a deletion. If you delete a job accidentally, you will have to restore it from a backup.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under
Jobs or
Masters to display the job to be deleted.
Tip: Use the Find button to quickly locate the job to be deleted.
2. Highlight the job to be deleted and click Delete.
3. If the “Delete jobs” window opens, select the check boxes next to the jobs to be deleted, and click Delete Selected Jobs.
Tip: The “Delete jobs” window opens if you have selected the Completed button on the Access Panel. It enables you to delete completed jobs as a batch.
4. Click Yes on the "Attention" window to confirm the deletion.
The job will be removed from the "Jobflow Manager".
Batch deleting completed jobs
You can select completed jobs for deletion as a batch.
Caution: You cannot undo a deletion. If you delete a job accidentally, you will have to restore it from a backup.
1. On the "Jobflow Manager" window Access Panel, under Jobs, click Completed to display the list of completed jobs.
2. Click Delete. The “Delete jobs” window will open, listing the completed jobs that can be deleted.
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Chapter 3. Managing jobs Jobflow Manager 2015
Figure 16: the "Delete jobs" window
If necessary, click Filter to open the “Filter Completed Jobs” window. This window allows you to filter the completed jobs displayed on the “Delete jobs” window by
Client
Reference, Start/End Date, Partner, Manager or Staff Member.
You can use the S elect All Jobs Listed check box to select/unselect all jobs listed on the window.
3. Click Delete Selected Jobs to delete the selected jobs.
The jobs will be removed from the "Jobflow Manager".
Master job templates
You can make master job templates from which you can create similar jobs without having to reenter common attributes. You can do this in the following ways:
Create one from scratch.
Copy an existing master job template
Creating a template from scratch
1. On the "Jobflow Manager" window Access Panel, click the Masters button.
2. Click New to open the "New Master Job Template" window.
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Figure 17: The "New Master Job Template" window
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Jobflow Manager 2015 Master job templates
3. On the "New Master Job Template" window, type in an appropriate description.
4. To automatically calculate a Target Date based on the Start Date of a job created from the template, in the Est. Duration field, enter the number of required working days.
5. If you have selected the Link Jobs to Time+Billing check box on the “Jobflow Options” window, under
Time+Billing, you can select the applicable Activity Code for jobs created in Time+Billing 2015, when you use this template.
6. Click Save to add the new job template.
The template will be added to the Masters job list. You can move it to a sub folder under masters.
The next step is to add tasks to the template job . Refer to Chapter 4, "Managing tasks", for
information on adding tasks.
Tip: Select the Auto Create One Task check box for the Jobflow Manager to create a single task for the template. The task
Name will be the job Description.
Copying an existing template
One of the easiest ways of creating a new master job template is to make a copy of an existing one that is similar and then modify it as required. The following procedure shows you how to copy an existing master job template.
1. On the "Jobflow Manager" window Access Panel, click the appropriate Masters button to display the master job template to be copied.
Tip: Use the Find button to quickly locate the master job template to be copied.
2. Highlight the master job template to be copied and click Copy. The "New Master Job
Template" window will open.
Figure 18: The "New Master Job Template" window
3. Type in the name of the new master job template copy, and click OK.
The Jobflow manager will create a copy of the master job template with the name you typed in.
You can now move the new master job template to another Master folder button, and change the tasks as required.
Editing job templates
You can edit any master job template.
1. On the "Jobflow Manager" window Access Panel, click the appropriate button under
Masters to display the job template to be edited.
Tip: Use the Find button to quickly locate the job to be edited.
2. Highlight the template job to be edited and click
Edit. The "Master Job Template" window will open.
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Chapter 3. Managing jobs Jobflow Manager 2015
Figure 19: The "Master Job Template" window
3. Edit the "Master Job Template" window fields as required, and click Save.
Moving Master job templates
When you create a new master job template, it is automatically placed under the Masters button. You can use the following procedure to move it to a folder under Masters.
1. On the "Jobflow Manager" window Access Panel, click Masters to display the job to be moved. If the job to be moved is located in a folder under
Masters, click the button for that folder.
2. Highlight the job to be moved, and click Move. The "Masters Folders" window will open, displaying the current Masters categories in a tree structure.
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Figure 20: The "Masters Folders" (move) window
3. On the "Masters Folders" window, highlight the folder to which the job is to be moved. If you need to create a new folder, refer to Chapter 2, "The Access Panel", for information.
4. Click Select.
The master job template will be moved to the selected folder.
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Jobflow Manager 2015 Finding jobs
Finding jobs
The Jobflow manager provides a search facility to help you find specific jobs. This is particularly useful for master template jobs that may be difficult to find using the Access Panel folder buttons.
To find a job
1. On the "Jobflow Manager" window, click Find. The "Find" window will open.
Figure 21: The "Find" window
2. In the Group field, select the area where the required job is stored. This can be:
Master
Jobs
3. In the Text field, type the name of the job for which you are searching. You can type in only the first part of the name and it will return the first job it finds that starts with what you entered. For example if you enter "cash", it may find a job called "Cash receipts".
Instead of typing in search text you can highlight the required job in the Description list.
4. Click Goto.
The Jobflow Manager will select the correct folder and highlight the job in the jobs list pane.
Batch updates
The Update button allows you to change the Start Date and Staff fields on all or selected outstanding jobs as a batch. This can be very useful where you need to re-assign a number of jobs to a new staff member.
Updating jobs
This procedure shows you how to update a number of outstanding jobs simultaneously.
1. On the Jobflow Manager main window Access Panel, click any button under Jobs.
2. Click Update. The "Select outstanding jobs to edit" window will open.
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Chapter 3. Managing jobs Jobflow Manager 2015
Figure 22: The "Select outstanding jobs to edit" window
3. Complete the fields on the "Select outstanding jobs to edit" window to specify which outstanding jobs are to be edited. Leave the fields blank to select all the outstanding jobs.
4. Click Query to open the "Edit jobs" window.
Figure 23: The "Edit jobs" window
The "Edit jobs" window lists all the outstanding jobs that match the filter criteria entered in the "Select outstanding jobs to edit" window.
5. To update individual jobs, highlight the job and click
Edit. You are able to change the Start
Date and Staff fields. The End Date will automatically change to allow for the new Start
Date.
6. To update all the jobs listed on the "Edit jobs" window, click
Change All and on the window that appears, type in the new Start date and Staff fields. Click OK.
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7. Click
Save to save your changes, and Close to exit the "Edit jobs" window.
8. If you change the Staff or Partner fields, the Jobflow Manager will ask of you want all that person’s outstanding tasks to be reassigned.
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Jobflow Manager 2015 Archiving completed jobs
9. Click Yes to reassign all the tasks. Click No if you only want to change the assignment for the selected jobs.
Archiving completed jobs
When jobs are completed you can either delete them or archive them. Archived jobs can be accessed via the Access Panel
Archive buttons.
You can archive all jobs that were completed by a specified date and were allocated to specific staff members. You can also select individual jobs for archiving.
To archive jobs
1. On the Jobflow Manager 2015 Access Panel, click Jobs/Completed to list all the completed jobs. The
Archive button will become active.
2. If you intend archiving one job only, highlight that job.
3. Click Archive to open the “Archive Jobs” window.
Figure 24: The "Archive Jobs" window
4. To archive only the currently highlighted job, select the Current Job check box.
To archive completed jobs that match the end date and staff criteria, clear the Current Job check box and complete the End Date and Staff fields. Leave the Staff field blank to include jobs allocated to all staff members.
5. In Location, highlight the folder to where the jobs are to be archived.
To create a new folder or edit or delete existing folders, click New to open the “Archive
Folders” window.
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Chapter 3. Managing jobs Jobflow Manager 2015
Figure 25: The "Archive Folders" window
On the “Archive Folders” window, right-click the area to be changed and select the required action. Click OK to confirm the changes and return to the “Archive Jobs” window.
6. On the “Archive Jobs” window, click OK. The “Confirm Archive” window will open, listing the jobs selected for archiving.
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Figure 26: The "Confirm Archive" window
7. When you are satisfied that archive list is correct, click Archive Now.
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Jobflow Manager 2015 Archiving completed jobs
To view and delete archived jobs
1. On the Access Panel, click Archive, and then click the button for the folder where the jobs have been archived.
2. Click the relevant button to view and edit the jobs and their tasks.
3. To delete archived jobs, click Delete to open the “Delete Archive jobs” window.
Figure 27: The "Delete Archive jobs" window
4. Select the check boxes for the jobs to be deleted, and click Delete Selected Jobs.
5. Click Close to exit the “Delete Archive jobs” window.
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