Job Details: Proposal Follow ups
From Job details > you can enter follow up information for a project.
Follow ups are typically used for proposal jobs and reporting on quotes that have not been accepted.
A follow up person can nominated from any current employee in your system.
Follow up date, Follow up Person and Follow up notes are all independent fields. You are not required to complete all three together.
You can set some or all of the follow up fields as required from System Settings (for all three fields) and User Control Settings (for selected fields) – more on this below.
Follow up email reminders
Follow up email reminders are sent to employees automatically when certain conditions are met.
To automatically receive follow up reminder emails:
- Follow up emails must be enabled from System Settings
- The job must be a proposal job in Abtrac: that is it should have a proposal number and also be a non-billable job
- The job/proposal must be current
- It must have a follow up date
- The employee assigned as the follow up person must have a valid email address (in their Employee details record)
When these conditions are met a follow up reminder email is sent. The default follow up reminder email is shown below:
You can also customise the follow-up reminder emails sent from Administration > Settings > Email Settings > by choosing the Proposal Follow up email type.
Read more about Email Template Settings here
Reporting on Proposal Follow ups
Follow-up reporting is managed from the Current Proposals Outstanding Widget on the home screen of Abtrac.
Follow ups Grid
A summary of all outstanding proposals can be seen on the home page of Abtrac, within the Current Proposals Outstanding Widget in the Follow ups Grid summary.
The Follow ups grid gives a quick summary view of follow ups if any, that are required with the outstanding proposals.
The name and mobile number of the main contact person for the client are also shown in this grid.
Proposal details will only show up in this grid if a follow up date has been entered in the Job Details page for that proposal.
You can edit the display options for this table from Administration > Settings > User Control Settings > by choosing the Dashboard – Outstanding Proposals grid . Read more here.
The Follow up summary grid can include details for:
- Job Manager (Job Owner 1)
- Job Owner 2
- Job Status
- Client Name (Contact)
- Follow up date
- Follow up Employee
- Contact Person
- Contact mobile
Current Proposal Outstanding Details report
A detailed view of all outstanding proposals can be accessed from the home page of Abtrac.
Within the Current Proposals Outstanding Widget > click on the total of Outstanding Proposals > to see the Current Proposal Outstanding Details report.
The current proposal outstanding details report shows all current proposal jobs, regardless of whether they have a follow up date or not.
The name and mobile number of the main contact person for the client are also shown in this grid.
You can edit follow up notes directly from this screen for multiple jobs, and also click on job numbers to jump back into the job details page.
This report is often used by directors and project managers to follow up on all unconfirmed proposal jobs.
You can edit the display options for this table from Administration > Settings > User Control Settings > by choosing the Current Proposal Outstanding Details grid . Read more here.
The Current Proposal Outstanding Details page can include details for:
- Job Code
- Job Description
- Client Name (Contact)
- Job Owner
- Job Status
- Fee Estimate
- Follow up date
- Follow up Employee
- Follow up notes
- Contact Person
- Contact mobile
Administration Settings for Follow ups
Setting Follow ups as required.
From Administration > Settings > System Settings > in the Clients and Jobs menu > Defaults when Creating a new job includes – Follow Up Notes Required for Proposals.
When this option is selected newly created proposal jobs cannot be saved without completed Follow up details.
You can also select some Follow up fields required from User Control Settings > Form Pages.
Read more about Required fields for Job Details here
Setting automatic Follow up emails.
From Administration > Settings > System Settings > in the Clients and Jobs menu > Defaults when Creating a new job includes – Enable Proposal Follow Up Mail.
When this option is selected an email is sent to the follow up person automatically on the follow up date.
Abtrac KB #2211