Workflow Example

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Jim2 is very workflow and status driven. Using key lists and workflow statuses is recommended to better organise staff. These can be built upon to efficiently manage all areas of the business. In order to save these recommended lists, all lists should be pinned or published.

 

The following is an example of a job list setup.

 

Navtreelists

 

List Name

Status

Assigned

Roles

Job State

Priority

Purpose

Unread

N/A

Self

All Staff

All

N/A

An Unread list ensures any new email that arrives (and is automatically attached to an invoiced job) is brought to the attention of the appropriate user.

 

joblistunread

New Jobs

Booked

Self

Varies

Active

N/A

The purpose of the New Jobs list is to allocate new jobs to the relevant available staff. Other staff would not require access to this list. In this instance the list counter helps to flag to staff when a new job arrives. This would also have Name assigned as Logged User.

 

joblistnewjob

My HOT Jobs

N/A

Self

All Staff

Active

HOT

Adding a priority of HOT helps staff to differentiate particular jobs from all other jobs being worked on, and indicates they must be prioritised. An alternative label might be URGENT.

 

joblistmyhotjobs

My Jobs

N/A

Self

All Staff

Active

N/A

The My Jobs list presents a full list of all jobs allocated to a specific user.

 

joblistmyjobs

Call

Call

Self

All Staff

Active

N/A

Call list suggests waiting for a customer to respond, or when the customer is to be called.

 

joblistcall

Wait

Wait

Self

All Staff

Active

N/A

Wait list flags when a customer has advised they will respond, and there is no immediate action to be taken by staff.

 

joblistwait

Problem

Problem

N/A

Varies

Active, Finished

N/A

Problem list indicates jobs that need attention prior to being invoiced. Jobs in this list would also include associated comments detailing what the problem is.

 

joblistproblem

Help

Help

N/A

All Staff

Active

N/A

Help lists are useful to flag jobs where technicians and sales staff require help on a job. These jobs generally require some process change, and further discussion internally.

 

joblisthelp

Parts

Parts

N/A

Purchaser

N/A

N/A

Parts list allows technicians and purchasing staff to flag when a job requires stock. A technician will assign a job to Parts to highlight the requirement that purchasing staff need to place an order.

 

joblistparts

Ready

Finish

N/A

Admin

Ready

N/A

Ready list indicates jobs which are ready for invoicing to administration staff.

 

joblistready

Overdue

N/A

Self

All Staff

Active

N/A

Overdue list indicates which jobs in the list are overdue and need to be chased up.

 

overduestatus

 

Further information

Date/Time Due at Status Level

Strict Workflow