Process Step Details - Create Phone

Used to enter the details of the Phone Call.

Tip: Basic HTML can be used in the Description Merge Field editor to improve the formatting. For example, use <p> for paragraphs or <strong> for bold emphasis.

Used to select the owner of the Phone Call. If an Owner has been selected in the Workflow section, this field is not used.

This can be set to a specific user, or Merge Fields can be used to select the user automatically.

When selecting a Custom Field, only Custom Fields with the Type set to "User" are available. Refer to Custom User Roles.

When a drop-down option is used to select the Owner:

• For a process run for a Client, the Manager, Partner, or Custom User Role is taken from the Client Details.
• For a process run for a Job, the Manager, Partner, or Custom User Role is taken from the Job Details.

AutoFile can be enabled or disabled as required.

• Enabled - The Cabinet and Categories are selected based on the order defined in Email AutoFile Filing Defaults. For example, Filing Defaults may be applied from the Client, the User, or the Practice. Refer to Managing Email AutoFile Filing Defaults.
• Disabled - The Phone Call will be filed using the Cabinet and Categories selected in the Automation Process step.

The Filing Status of the Phone Call. This is set to Filed by default.

If set to Unfiled, the Phone Call will be displayed in the Owner's In Tray. If an Owner is selected in the Workflow section, that user is used. If the Owner is not selected, the owner of the Automation Process is used.

Used to select the owner of the Phone Call. This can be set to a specific user, or Merge Fields can be used to automatically select the user.

When selecting a Custom Field, only Custom Fields with the Type set to "User" are available. Refer to Custom User Roles.

When a drop-down option is used to select the Owner:

• For a process run for a Client, the Manager, Partner, or Custom User Role is taken from the Client Details.
• For a process run for a Job, the Manager, Partner, or Custom User Role is taken from the Job Details.

Used to select the Approver of the Phone Call. This can be set to a specific user, or Merge Fields can be used to automatically select the user.

When selecting a Custom Field, only Custom Fields with the Type set to "User" are available. Refer to Custom User Roles.

When a drop-down option is used to select the Approver:

• For a process run for a Client, the Manager, Partner, or Custom User Role is taken from the Client Details.
• For a process run for a Job, the Manager, Partner, or Custom User Role is taken from the Job Details.

Select a Task Template, if required, to prepopulate the remaining fields, for example, Assignee.

Advanced Task Fields, for example, Priority, Job Category, or Work Type, can only be populated using the selected Task Template.

Select a specific user, or use Merge Fields to assign the task automatically. Depending on the Automation Filter, this can include roles such as the Job Manager or Partner. For manual processes, the task can be assigned to the Automation Initiator User. Custom User Roles can also be selected from the Merge Fields window.

When using the drop-down option to select the Assignee:

• For a process run for a Job, the Manager or Partner is taken from the Job Details.
• If there is no Partner or Manager assigned to the Job, the Assignee is set to Unassigned.

Select when the task needs to be completed as the number of days. Set this to 0 days to make the task due immediately.

If Custom is selected, the Days field is displayed, allowing a value up to 365 days.

Set Blocking to On to stop the process until the task created by the Automation Process is set to Completed. When the task is completed, the next step in the process commences.

Note: If the process only contains one step, do not set a task created with Blocking to On, as the process will remain outstanding until the task Status is set to Complete.

The method used to calculate the time assigned to the task.

Fixed - The Default Time entered is always used when the time entry is created, regardless of the size of the Client or the Job Time Budget.

Relative - Calculates the time relative to all Tasks on the Job. The total Default Time for all Tasks in the process is compared to the Estimated Hours for the Job, and Relative times are proportionately increased or decreased.

For example:

• The total Default Time for all Tasks in the process is 10 hours.
• A Task is set to Relative and has a Default Time of 30 minutes.
• If the Estimated Hours for a Job is 30 hours, the allocated time for the Task is increased to 1 hour 30 minutes.
• If the Estimated Hours for a Job is 2 hours, the allocated time for the Task is reduced to 6 minutes.

Set the estimated time that the action or Task will take.

Time can be entered using hours and minutes (hh:mm), a whole number, or a decimal. Decimals are converted using 6-minute increments. Once entered, the time is displayed using the hours and minutes format. Refer to Time Overview.

For example, to add 12 minutes, enter:

• 00:12
• 12
• 0012
• 0.2

Used to update Custom Fields when a time entry is created after completing a task.

When a Custom Field is selected, a new field is added to the drawer and the selected field is removed from the available options. Additional Custom Fields can be selected from the drop-down.

Update the added Custom Field by selecting a value from the drop-down or clicking the Merge Field icon. When updating a Custom Field that is a Date, it is set to Current Date by default.

Custom Fields on the time entry are updated using the selections made in the Automation Process step, along with any values inherited from the Job.

Note: To inherit from the Job, the Custom Fields must be enabled for both Job and Time.

Enter the details of a comment, using the @ symbol to notify a specific user.

Note: The following Merge Fields do not work in the Name field or Comments in processes.

• Original File Name, except in the Alter Document step.
• Upload Folder.
• Share Folder.