In MagManager ‘Actions’ let you create specific tasks with a due date. Actions created for a specific client can be viewed on the Actions tab of the client record. While the Actions screen lists the actions for all clients.
Steps to create a new action
Step 2 - Enter their name in the search box.
Step 3 - Click their name to open the client record.
Step 4 - Select the Actions tab.
Step 5 - To add a new action, click on the green New Action button to the top right of the screen to open the Manage Action box.
Step 6 - Client Search: Only applies when creating an action from the Actions screen - type the client's name in the client search and select the client the action relates to (optional) > If no client is selected the action will be listed but not link to a client.
Step 7 - Type: Choose the type of action from a drop-down list. The action types you can choose from include email, phone, visit, letter, renewal or other.
To add your own action types or disable existing ones, go to the main settings page > Under Customers & Actions > Select Contact Types.
Step 8 - Reason: Only applies when using contact reasons and outcomes - select the reason from the drop-down menu.
To create you own reasons and outcomes, go to the main settings page > Under Customers & Actions > Select Contact Reasons and Contact Outcomes.
Step 9 - Priority: Chose a priority type from the drop-down menu. Choose from Low, Normal or High.
Step 10 - Due Date / Time Due: Set a due date and due time (optional) for the action.
Step 11 - Description: Add notes about the action in the description box.
Step 12 - Assign To: By default, a new action is assigned to the user creating it. You can also assign an action to a team member by selecting their name from the drop-down box.
Step 13 - Click Save, the action will be added to the list and appear with a red X in the complete column.
Steps to complete an action
Step 1 - From the Actions screen or the Actions tab of the client record, click the action to open the manage action box.
Step 2 - Description: Update the description field as necessary (optional).
Step 3 - Complete: Click the green complete button, the date is added to the field and the button will change to red Incomplete.
Step 4 - Outcome: If the action type has a reason selected that requires an outcome, select the outcome from the drop-down box. In this example Sales Call has 5 possible outcomes to choose from.
Step 5 Click Save, the action will marked as complete and appear in the listing with a green tick.
Tip: From the Actions list view, clicking on the red X in the Complete column will mark the action as complete, without adding an outcome.
Steps to view and track actions
Action tab of client record - to view a client's action
Step 1 - Open the client record.
Step 2 - Select the Actions tab.
Step 3 - A list of actions will be displayed. The order displayed can be changed by clicking on the up/down arrows in the header of each column.
The complete column indicates if an action is open (red x) or complete (green tick).
Step 4 - To open the action click anywhere on the action line, this opens the manage action dialogue box with details of the action.
Actions screen list view - to view all actions
Step 1 - Select Actions on the top navigation bar.
Step 2 - Actions can be displayed in list view or calendar view by clicking the blue Calendar View / List View top-right of the screen.
Step 3 - Clicking on an action in the list (or on the calendar) opens up the manage action dialogue box with details of the action.
Step 4 - The buttons at the top-left allow you to sort actions by Outstanding, Due, Overdue or Completed.
Step 5 - When an action is complete > Clicking the red X in the Complete column marks it as complete. (You can view your completed actions by clicking on the Completed button at the top-left of the screen).
Step 6 - From the list view actions displayed can be filtered by clicking on the up/down arrows in the header of each column or by using the search box.
Step 7 - To print the list click the print icon top-right of the screen and select the file format pdf, xlsx or csv. The file will be downloaded to your computer.
Actions screen calendar view - to view all actions
Step 1 - Select Actions on the top navigation bar.
Step 2 - Actions can be displayed in list view or calendar view by clicking the blue Calendar View / List View top-right of the screen.
Step 3 - Clicking an action on the calendar, opens the manage action dialogue box with details of the action.
Step 4 - Admin users can filter the actions displayed by selecting the users and type of action from the sidebar. Non admin user will see their own actions.
Step 5 - The buttons at the top-left allow you to sort actions by Outstanding, Due, Overdue or Completed.
Step 6 - The actions displayed on the calendar are colour coded:
Blue - Action is complete.
Red - Action is overdue, it is past the due date.
Yellow - Action is due, it has a due date to be completed this week.
Green - Action is outstanding, it has a due date in the future.
Step 7 - Actions with Priority set to high display a flashing red icon.
Step 8 - For users signed into MagManager via Microsoft - turning on the toggle switch 'Include Outlook Events' allows you to see your Outlook Calendar Events on the Actions Calendar in MagManager. You can also see events for anyone who has shared their calendar with you. Each user's events will be displayed in a different colour.
TIP: You can move actions to a different date by dragging and dropping them. Useful if you are busy!
Steps to update an existing action
Step 1 - From the Actions screen or the Actions tab of the client record, click the action to open the manage action box.
Step 2 - Update the fields as necessary.
Step 3 - A record of the change and who made it can be found on the client timeline. Select the Timeline tab > Click the entry line to see the updated action with details of the time and who changed it at the bottom.
Steps to add action reminders
MagManager can remind you and continually nag you when actions are due.
Step 1 - To receive reminders when an action is due, go to the main settings page.
Step 2 - Under Settings > Select System Default.
Step 3 - Locate Nag when actions are due > turn on (green setting) the toggle on the switch.
Step 4 - Set in minutes how long before the due time you want a reminder eg 60 minutes
Step 5 - Set in minutes how often you want to be notified. MagManager will nag you with a reminder appearing briefly at the top of the screen in red eg every 5 minutes.
