Alerts

Alerts are simple to set up and enable you to keep abreast of the information which matters most to you in real-time. Alerts operate across a variety of areas, including Vehicles and Resources, Jobs and Web Users and can be created for either a single or regular occurrence, helping you to be more proactive in your business.

Getting Started

Getting Started

Alerts are housed and added in the Alerts section of your site:

You will now see three different areas relating to Alerts:  ‘Create a new Alert’, ‘Alerts Raised’ and ‘Alerts Programmed’:

White Labelling

Before setting up alerts you must ensure that your White Labelling has been set up correctly.

White Labelling is the process through which any emails that you send via the BigChange website appear to come from your own preferred company email address, eg emma.knightley@fastrepair.com, rather than from jobwatch@bigchangeapps.com.  This is an essential step, ensuring that your outgoing correspondence and all subsequent incoming replies, go through your own email address, rather than to the default address,  (jobwatch@bigchangeapps.com), which is an unmonitored mailbox.

To set up White Labelling:

  1. Navigate: (1) My Account → (2) My Settings:
  2. Scroll down until you find the White Labelling section and then complete with the appropriate details.  Press return and you will see ‘Saved!‘ flash up in green text next to the information, indicating that the details have been auto-saved. A button will also have appeared asking you to confirm your email address:
  3. Click on the ‘Confirm your email address’ button and a new popup message will appear:
  4. You will then receive an email from Amazon Web Services (AWS) asking you to click on the link to verify your email address.  You must click on the link within 24 hours to complete the setup process
  5. Once you click on the link you will be taken to the AWS website and receive a message confirming that your White Labelling has been successfully set up:

Creating an Alert

Creating an Alert

To create an Alert, navigate: Alerts → Create a New Alert:

 

Once you have selected this it will bring up the following dialogue box that will enable you to create the alert of your choice:

 

From here you can begin creating the type of Alert you wish to create by making your selection from each dropdown menu.  For each recipient, you will have the option of deciding how they will receive the Alert, whether through SMS, email, device or popup. Web User information for selection from the dropdown menu is taken from the information stored against the Resource, however information can also be added freehand.

When you reach section 2. Select Recipients, you can click on ‘Click here to add dynamic recipients

and a popup list will open allowing you to additionally add recipients by flag groups.

When making your selection, please be aware that SMS is charged at £0.05 per message + VAT.

If you create an Alert that is sent as an email, you have the additional option of using a customised email body template, rather than the standard message provided. If you wish to use this, simply select your preferred template from the dropdown menu of the field outlined below:

Please note that selecting a template will override the email subject and message contents set in the first two sections.

If you wish to use a Template, you will first need to create it in the back office and set the usage for email and/or text.  To set-up a Template, navigate to My Account → Administration → Account → Templates.  From here, you can click ‘Add’, create the template and Save.  Now click on the Template to reopen it and move over to the Usage tab on the top right and add ‘Alert – Email’ or ‘Alert – SMS’ as the type (this will make them discoverable when choosing a template for the Alert).

Common Alerts

Common Alerts

Below you will find examples of some common alerts set-up that you may wish to replicate.

Vehicle Alerts

Defects Reported

Defects Reported

Vehicle Maintenance Activity

Vehicle Maintenance Activity

Drives in London Congestion Charge Zone

Drives in London Congestion Charge Zone

N.B When creating an Alert of this type, you must first create a territory before it will appear in the dropdown menu.  Navigate: Map → [icon] Eye → [list] Territories → Manage → Territories. You can then choose to either Create your own territory or Import one from the preset suggestions. You can also edit either option to assign them different flag colours.

Resource Alerts

Skill Expiring

Skill Expiring

Requests an Absence

Requests an Absence

Idles for More than 5 Minutes

Idles for More than 5 Minutes

Drives (x) mph/kph over the speed limit OR Drives (x) mph/kph or over

Drives (x) mph/kph over the speed limit OR Drives (x) mph/kph or over

Job Alerts

Job is Late to Start

Job is Late to Start

Job is Confirmed

Job is Confirmed

Job has a Quotation Accepted

Job has a Quotation Accepted

Job has Answer at Risk

In order to successfully set this type of Alert up you must first create some answers at risk. Navigate: My Account → Administration → [side menu] Schedule → WorkSheets → view → Question → Answer at risk

Financial

Financial document Payment Due Alert

Financial document Payment Due Alert

Notes

Notes Due Date Expiring

Alerts Raised & Programmed

Alerts Raised & Programmed

Alerts Raised

Once created, Alerts can be viewed by selecting the Alerts Raised option and then various filters can be selected as follows:

  1. The recipient of the Alert
  2. The resource which the Alert relates to
  3. The type of Alert
  4. The date on which the Alert was sent
  5. The number of Alerts displayed

Clicking on an alert will give you options to either Read, Comment, View (this opens the item causing the Alert) or Delete:

Please note that some of these options may not be present, depending upon your permissions.

Alerts Programmed

Filters for Alerts Programmed allow you to filter by:

  1. Alert creator
  2. Alert recipient
  3. The resource the Alert relates to
  4. The type of Alert
  5. Whether or not the Alert is currently Active
  6. The number of Alerts displayed

You can also view all the Alerts that have been programmed and see the number of times they have been triggered.

Clicking on an Alert will give you options to either Edit, Deactivate, or permanently Delete:

Alert User to Changes

Alert User to Changes

There are now additional alerts to notify users when changes have been made in specific areas.  The areas for the new alerts are:

  • Contact
  • Note
  • Sales opportunity
  • Stock item
  • Contract
  • Job updates/cancellations
  • Financial documents
  • Absences

When an item on the above list has been opened by a number of users and a change is then made by one of them, all users who have previously opened that item will receive a message advising them that changes have since been made.  An example can be seen below:

To load and view the changes, simply click on the ‘Re-open’ option.

A typical alert can be seen below.

The Alert can be configured to show any or specific changes to the status of an absence request.  Remember to add ‘Email of Resource causing the alert’ in the ‘Send to’ field.

Mark an Alert as Unread

Mark an Alert as Unread

When viewing your list of alerts, it is possible to change a ‘read’ alert back to ‘unread’.

To do this, once logged in click on the Alerts tab.  Unread Alerts will automatically be displayed, but to view all Alerts, including read ones, use the filter options on the left-hand side and un-check the “Unread only” box.

Once the full list of Alerts is displayed, locate the ‘read’ alert you wish to revert back to ‘unread’.  Click on the alert and select “Mark unread”:

Click on this and you will see the small triangle/exclamation mark icon reappear on the left side of the Alert’s entry on the table, indicating it is now an unread Alert:

Videos

Alert: Quote Expiry

Setting up Alerts Around Payment and Quote Acceptance

Setting up Alerts Around Payment and Quote Acceptance

Alert for Contact Approaching Credit Limit

Alert for Contact Approaching Credit Limit

Sales Opportunities, Alerts & Reports

Sales Opportunities, Alerts & Reports

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Updated on 12th July 2021

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