| Doc. Number | Article Title | Effective Date | Version |
| FHC-XX | Calendar Tab | August 27, 2024 | 0.5 |
This article was developed to describe the functionality of the Calendar tab within the Forth CRM.
Within the Calendar tab, you can schedule Tasks and Events and assign them to users to move contacts through the enrollment process.
NOTE: The dropdown menus located on the navigation bar (highlighted in red above) allow you to view the event type (far left) and the calendars of other users (second from left).
Events and Tasks - These two function similarly and share the purpose of assigning work to a contact. The main difference is that Events are set for a specific time and date to be done, and Tasks are set to be completed over a certain time and will have a deadline.
Event Types
You can define the types of events you wish to schedule by clicking the Calendar Tab and then "Event Types" from the Navigation Bar that appears.
On the left side of the page, you will see the following fields to complete:
File Type - Define the file type the event will be used for. You may choose from Debt Settlement, Student Loans, General / Not Defined, Business Loans, or Debt Validation.
Event Type Title - Name the event for which you will use this.
Length - Provide an estimate for the time the Event will take up in minutes.
Shared with - Sets who may create and assign new events of this type.
Status Change - Choosing a status here will cause the contact you scheduled the event for to change to the status automatically when the event is scheduled (Later, you will be able to set up results and status changes according to the result). This is optional.
Dismissal Form - A form can be assigned to the event as part of the completion requirement. This is optional.
Save - Click the green "Save" button to save your work.
Results - Once saved, a new "Results" section will appear at the bottom left of the page (see the red highlighted section on the left below), and the newly established Event type will be listed in the top right-hand section of the page (see the red highlighted section on the right below). Click the green arrow icon next to a particular Event type to bring the Edit screen back.
Each row in the "Results" section acts as a possible result. In the first input box within the "Results" section on the left side of the page, you can identify a result. For each row, use the first dropdown menu to select the form(s) to be completed as part of selecting a result, In the second dropdown box in each row, select the stage and status the contact will be updated to, based on the result selected. Once you are satisfied with the list, click the green "Save" button to save your edited work. If you wish to delete this event type, click the "Delete" button next to the "Save" button.
Schedule an Event
An Event can be scheduled from two different locations.
Location 1: From the Calendar Tab, select "Schedule Event" on the Navigation Bar (see below).
NOTE: An event cannot be scheduled for a client here, only with users.
Location 2: From the Client Dashboard, go to the "Event" Nested Tab (i.e., subtab) and click the "Schedule Event" Button (see first image below).
NOTE: When Location 2 is used to access the event, the "Contact" information is prefilled after "Schedule an Event with" in the top left of the dialog box and is not editable from this page.
The following fields from the "Schedule Event" dialog box should be completed. A description of those fields is listed below.
Contact - (automatically prefilled if using the Contact tab) Provide the name of the person responsible for this event.
Title - Name of the event; what is entered here will appear under the Calendar Event section on the Calendar tab.
Event Type - Select an Event Type for the event you are scheduling.
When - Options for selecting the date, time, and time zone on which the event will occur.
- When - Choose a date from the calendar on the left (a small icon is listed right below “When”).
- Time - Specific times of day can be set using this option.
- Timezone - establishes the timezone to apply to this event
- View - Set if the event will be listed as public for all users to see on their respective calendars, private for it to only be visible on the assignee's calendar (Admins can see and filter even if set as private).
Assigned To - Select a user to assign the event to.
Location - Location information can be entered here.
Description - Box to enter further information and description about the event.
Once finished, click the green "Schedule" button to save the scheduled event. The page below will appear, showing that your event is now on the Calendar.
Tasks
Location: Calendar Tab > Tasks (located on Navigation Bar)
A series of dropdown menu options are available to filter what already scheduled tasks are shown on the right side (see above). Also at the top of this section is the "Create New Task" button. At the bottom left, below the dropdown options, are three (3) links to set up task items, edit task settings, and set up task triggers.
Task Items
Go to the Calendar Tab and select "Tasks" from the Navigation Bar. Then, select "Setup Task Items" at the bottom left of the page.
After clicking "Setup Task Items," a window similar to the one shown below will appear.
From the Task Items page, you can create different preset tasks with varying ways of assigning and restricting user access to them.
First, create a Task Group to assign the task to. (click the “add task group” button in the upper left portion of the window as pictured above).
Task Groups allow you to create a group of users able to assign tasks to other users. Be sure to create a Group Name for this group. You can use Teams previously created (click HERE for more information in our "Teams" article), or you can select multiple users to include in the group; multiple items can be selected by holding down the ‘ctrl’ button while clicking your selections with the mouse.
Once you have created a Group, complete the fields on the page (fields are listed below).
Add / Edit Task Item - Enter or edit the name of your task.
Available to File Types - Checked boxes make this task available to clients under these specific file types. The file types are Business Loans, Debt Settlement, General/Not Defined, Student Loans, and Debt Validation clients.
NOTE: The task option is not available for clients under the “New Purchase/Refinance” File Type.
Add to Group - Here you select which groups you have created you will make this task available for assignment.
Click the "Save Task" button when complete.
You will now find the Task Item you created on at the bottom of the page. It also identifies how many groups in which it is included. Now that we have created our Task Item, we can assign this task to our users to complete. This can be done in two ways.
Assigning Tasks from the Calendar
To assign tasks from the Calendar, click the Calendar Tab, and click "Tasks" on the Navigation Bar.
Now click the "Create New Task" button found at the top left of the page (see below).
Assigning Tasks from the Client Dashboard
Locate the Client Dashboard through Enrollments or the Contact tab, then select the Tasks Nested Tab. A green "plus" sign button (see the image next to the large red arrow below) serves as an “Add Task” button. Click that green "plus" sign.
Once you assign a task from the Calendar, the popup window on the left will appear. If you assign a task via the Client Dashboard, a popup window like the one shown on the right (with the Contact field pre-filled) will appear.
Task - Select a task to assign. Tasks will be listed under the groups your user profile belongs to.
Due Date - Select a date by entering it manually or choosing a date from the pop-up calendar.
Task Status - Select a status for this task, such as "In Progress".
Assigned To - Use the radio buttons shown to Select a user, team, or client. Then, click on the dropdown menu for each user or team to select the appropriate user or team (this does not apply to the client) to assign a task for completion. Again, for more information about teams, please click HERE.
Contact - Enter the name of the contact assigned to the task. If a task is added from the client dashboard, the contact name will automatically appear.
Notes - Additional notes can be entered here.
Save Task - Click the green "Save Task" button to save the task for the system to create and assign. A notification will appear in the lower right portion of the screen of the user to whom the task has been assigned. Due date reminders, as dictated on task settings, will appear in the same area as well.
The task is now listed under the client dashboard and on the All Tasks list on the calendar page. Click on the open checkbox to make any edits or to delete this task.
NOTE: As of August 2024, the "Completion" column (highlighted above by the purple arrow) is now sortable in ascending order. Click the column header to sort.
To mark a task complete, click the green and white checkmark, and then confirm your selections in the pop-up window that will appear.
Task Settings
To access "Task Settings," click on the Calendar Tab and click "Tasks" in the Navigation Bar.
Click "Edit Task Settings" from the left bottom panel (see below).
The "Task Settings page asks for the information shown below:
Notifications Before Due Date - Allows you to set up to four reminders before the Task is due to be completed. If you set it for 0 days, the CRM will notify the contact on the scheduled completion day.
Notification After Due Date - Set up to four notifications for the completion of an overdue task. These notifications will not be sent for completed events.
Colors - This option allows you to color code a task's statuses. Tasks will then be color-coded when viewed from the calendar or in a list.
Other Settings
- Send the Task Creator an Email when Tasks are Completed - Notifies the Task Creator via email when a task is completed.
- Notify the Task Assignee Upon Task Creation - Notify the task assignee when a task is created for them to complete.
- Strike-Through Completed Tasks - Will use a special font style, and completed tasks will appear with striked-through lettering, further indicating they have been completed.
- Allow Completion As Percentage - This will activate an option on tasks to mark them with partial completion percentages.
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Allow Free Form Task Entry - When checked and tasks are created, the option for different task types will not appear in a dropdown menu as normal. The word “Tasks” will be underlined and when clicked, you can enter a custom task type. Otherwise, tasks will be created without a type.
- NOTE: This is for advanced users only.
Round Robin
The Task Round Robin Assignment System allows assignments to rotate automatically throughout the membership of the assigned team, ensuring equal distribution of task assignments. Using this feature is simple. To see the Task Round Robin Assignment feature in action, please watch this training video by clicking on the image below:
Be sure that the settings shown match your intended team selections, and click the “Save Settings” option in the Navigation Bar at the top of the page. You will know your settings have been saved when you see the following at or near the bottom of your page.
Task Triggers
Task Triggers function similarly to email triggers (see Email Triggers for more information). Basically, you are setting up tasks to be created and triggered by system events.
Click on "Task Triggers" as shown above. The page below will then appear.
Click on the "Create a New Trigger" button on the right side of the page. The resulting Trigger Task page will be mostly blank except for an "Event Name" dropdown menu on the navigation bar (see below).
Here, it will list all system events that can trigger a task's creation. Start by selecting an event from the "Event Name" dropdown menu (see below); please note that selecting "Status Change" or "Task Completed" will cause a secondary dropdown to appear where a specific status or task needs to be selected to set up your trigger.
Once you have selected a system event for your task to be created, you will be given a series of dropdown options to further specify how you want to define the conditions and establish additional setup actions (i.e., Send Email, etc.) for the task.
Once set up, click the "Save & Create Trigger" button, and the trigger task will be listed (see the example below). Edits can be made by clicking the Pencil image next to the trigger you wish to edit. Multiple trigger tasks can be created under a system event.
Article Version History:
| Version | Effective Date | Description |
| Basic | 03/07/2022 | Initial Release |
| 0.1 | 03/22/2022 | Minor Updates |
| 0.2 | 04/18/2023 | Added header and version control footer; refreshed most screenshots to reflect the current user interface of the CRM and improve legibility. |
| 0.3 | 04/29/2024 | Replaced most screenshots to reflect updates to the interface and to improve readability. |
| 0.4 | 07/29/2024 | Refreshed the Client Dashboard screenshot to highlight the "Completion" column and added a note underneath to explain the new sorting of the "Completion" column. |
| 0.5 | 08/27/2024 | Minor language tweak. |