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In this article, you will learn how to use batch operations to create, edit, and reschedule. These batch features will help you streamline workflows.
There are many areas in Smart Service Cloud in which you can batch create.
Batch creation for Appointments, Quotes, Work Orders, and Invoices all work the same, so we will only be using Appointments as an example for them.
We will start with Calls.
Let's say that you want to create some collection calls for invoices that are 90 days past due. From the invoice screen, you can filter for those invoices. You can select some or all of them. Then, find “Batch Create” on the left of your screen. Then select “Calls”.
Assign these calls to an employee. Schedule a date and time for these calls.
You can add a Call Type, or create a new one.
Give the Calls an objective. Be sure to hit "Ok".
Those collection calls will show up in the employee's Call Center.
Again, batch creation for Appointments, Quotes, Work Orders, and Invoices all work the same, so we will only be using Appointments as an example.
Let’s say that you want to create a free inspection appointment for all of your senior customers. To create batch appointments, you will need to set up a sample customer, and also create an appointment template.
Go to the Customers Center and create a new customer. We will call this sample customer, “Free Inspection Template”.
You will want to add the word "Template" so that you can differentiate this sample customer from a real customer.
Since the service and billing address are required, simply add your business address, and hit save.
Now we need to create an appointment template. Go to the “appointments” center and create a new appointment.
In the Customer Info section, select the sample customer that we just created. In the Description field, we will call it “Free Inspection for Seniors”.
In the status field, we will select "Waiting". Also, we will not assign this appointment to an employee just yet.
Be sure to hit save.
Then we'll go back to the Customer Center. Using the scroll bars, we will look for our customers that have a “Senior Citizen” tag. Then select them all. On the left of your screen, click on “Batch Create”. Select “Appointments”.
Search for the appointment template that we just created. Then hit "ok".
Go back to the Appointments Center. Search for “Free Inspection for Seniors”. You will be presented with those appointments you created for your senior customers.
Keep in mind that you will also see your appointment template (bottom).
So you won’t want to schedule any appointments with a “template” label.
To schedule these appointments, you can go to the Dispatch Board and open up the Waiting List near the top of your screen. In the Description search field, you can search for "Free Inspection". Then you can schedule those appointments from there.
Let’s take a look at how to batch create your Tasks. For this example, we will ask for some feedback from recent customers.
From the Quotes Center, you can filter your “Sold” quotes. Then click on "Batch Create" and select “Tasks”.
Select an employee and give the tasks a due date and time.
Give the tasks a color, and a priority.
Then add items to the task list. Be sure to hit "Okay".
Select an employee and give the tasks a due date and time.
These tasks to get feedback will show up in the employee's Task Board.
Now let’s learn how to batch create for a Marketing Campaign. We’re going to send a marketing campaign to customers with expired furnaces.
Go to the Customers Center and select “Equipment”. Filter for “Furnaces”.
In the “Warranty Expires” column, we can see a few furnaces with expired warranties. Select those furnaces and click on “Batch Create”. Then select "Marketing Campaigns".
Select the desired Marketing Campaign.
You can include Alternate and Additional Contact Emails.
Then click "Okay".
Now we will learn how to batch edit. Each center in Smart Service Cloud serves a distinct function, so your batch editing options will vary accordingly.
For example, here in the Customers Center we can click on these three bank locations and select "Batch Edit" on the left of your screen.
You will have many batch editing options. In this example, we will edit the sales rep for these customers.
In the employees list, we can select some employees, click on "Batch Edit" and move those employees to a different department.
You can only perform batch reschedule operations in the Appointment Center. Select the desired appointments and then click on “Batch Reschedule" on the left of your screen.
You can Batch Reschedule the date. In doing so, it will move the date of the appointments, but the appointment time will not change
You can also reassign the employee, the crew, and the route. Also, you can change all or some of these fields.