Submissions

  • Rep Name is not populating in People 'List View' column

    *You must be FastGem Support in order to access the features necessary 

     

    • Login to back end (Admin FastGem) . Click on 'Form Management' in the control panel. (See below)
    • Select the correct order form from the list provided. (As an example, we are using 'Updated Order Form' in our Demo instance) 
    • Look for the field titled 'rep_id' in the bottom 'Hidden Fields' row. 
    • This field should be published (If not, be sure and publish it). 
    • It should also be displayed (as shown above) in PHP CODE. 

     

    **The following steps are very important to follow precisely. If you do not follow EXACTLY as written, you risk causing even more complications to the code on the order form. 

     

    • In a separate tab, login to the back end of an instance where the Rep name is displaying appropriately on the form and repeat the above steps in that instance. You will be using this as a reference to assist you in the upcoming procedure. 
    • Click on the 'edit' button for the 'rep_id' field. 
    • Click on the 'HTML' tab
    • **PAY ATTENTION!
    • Click the 'Code' tab. Then, click 'Close'. DO NOT CLICK SAVE!  
    • Now, reopen the field. The code should contain NO ampersands. Copy the code you see. There should be no ampersands in the code. 
    • **DO NOT CLICK SAVE. JUST CLICK CLOSE. YOU CAN CLOSE THE CURRENT TAB. 

     

    • Open the other tab with the form you are actually editing. Click on 'edit' in the 'rep_namer' field.  Repeat the same steps above (Edit, Code, Close DO NOT SAVE) Then, reopen. 
    • Erase the code and paste what you copied from the working order form into the box. Be sure you remain in the 'Code' tab and press save. 
    • Go test the form to make sure Rep Name is now visible when accessing order form. 
  • Accessing & Using Order Forms Video

  • Accessing & Utilizing the Action Log

    Accessing Action Logs

     

    • Accessing From Orders>People>Action Log Icon: 

     

    • Accessing from Orders>People>Plus Icon>Log Icon:

     

    • Accessing from Orders>People>Plus Sign>Edit Icon>Action Log:

     

     

    Utilizing Action Logs

     

    • Type in to search or scroll and select the 'Action Log Type' (i.e. Note, Inbound Call, Outbound, etc.):
    • Type in whatever notes you need to regarding the subject matter. Click save. The notes will permanently save in the action log below the 'Notes' field.: 
    • Always be sure and 'Save' or 'Save & Close' your work before exiting the 'Edit' view. 

     

    **You can also view/edit/utilize action logs via Orders>Work Orders and following the same steps as you would in 'People'. 

    ** When/if a customer responds to a text message sent from Action Log, it will appear in the QC log (Quality Control tab) 

    **To configure Texting templates and Note types for Action Log, you must have administrative permissions/user group. Login to back end (ADMIN) FastGem, go to Config>Quality Control to add/remove/edit Note types. Go to Config>Twilio to edit texting templates. 

     

     

     

     

  • Converting a Lead into a Submission/Person Record

    *As an example, we have upload a mock lead under the name 'Jane Doe.'

    1. Login to FastGem front end. Click on the 'Leads' tab. 
    2. Either search for the name of the lead you are looking for in the 'Search' field, or scroll the page to find the lead name you wish to convert and click on the name. 
    3. Click on the 'Edit Item' button 
    4. Complete the fields necessary with information needed to process the order(You can include the package in action logs/notes or by selecting package information in the provided space at the bottom of the page).
    5. Chang the lead status from 'Not Started' to 'Converted.' Then, click the 'Save' Button to save these changes. 
    6. Click the 'back' button on the following page to confirm changes. 
    7. Click the 'Submissions' tab. 
    8. Your lead now shows up in the active submissions in the 'Converted Lead' workflow status & is ready to be processed. 
  • Editing Submission Data Content

    1. Login to FastGem (Front End) 
    2. Click on the 'Submissions' tab. 
    3. Find the customer name whose data you need to edit. (Jane Doe used as an example)Click on it. 
    4. Find the 'Edit button'. Click it. Change whatever submission information you need to change, and then, click on Save.' 
    5. Click the 'back' button to return to the main Submissions page. 


  • How To Hide Select People/Work Order Status from a Selected User Group

    YOU MUST BE AN INTERNAL USER WITH MANAGE USER PERMISSIONS TO ACCESS THIS FEATURE

     

    THIS FEATURE ALLOWS YOU TO SELECT WHICH STATUSES A USER WITH EDIT PERMISSIONS HAS AS A SELECTIVE OPTION WHEN EDITING SUBMISSIONS/APPOINTMENTS. YOU CAN HIDE CERTAIN STATUSES FROM THEM WHILE EDITING BY COMPLETING THE FOLLOWING STEPS: 

    1. Login to ADMIN FastGem. 
    2. Click on 'Config.' 
    3. Click on 'Content Types.' 
    4. Click on 'Click Here to Edit' next to 'Submission Status' or 'Appointment Status' 
    5. Scroll to the status you want to hide and view the field in the  'HIDE from These Groups' column. Select the User Group in which you want to disable access to during editing. 
    6. Click the blue 'Done' button. Then, Click the green 'Save' button to finish.  
  • How to Setup Form Notifications (ADMIN E-mails)

    1. Login to ADMIN FastGem. Click on 'FORM MANAGEMENT'. 
    2. Click on the form that you are wanting to receive e-mail notifications for. (As an example- we will use the 'Service Order Form') 
    3. Click on 'Form Properties'. 
    4. Click on 'ADMIN EMAILS' in the left hand margin.