What's New June 2022

Customers Screen

Accounting Settings / Security

Documents

CallTrak

Projects

Jobs

Tickets

Customers Screen

Customers Screen Search Optimisation

Although not a 'visible' update, the Customers Screen has been enhanced to optimise the speed of searches.

For example, broad searches that may previously have taken several tens of seconds to produce results, are now typically instant (less than a second or so):

The search in the above image will result in a list of all Customers where the word king is found anywhere in the Company Name, e.g:

  • Masters Trucking
  • Furniture King
  • Kingston Services

When tested on a database of approximately 100,000 customers, the results are typically produced in less than one second (although speed will vary depending on additional criteria).

Some complex search results may take a little longer to produce but, typically, results will be returned in 'single-digit' seconds.

Search Tips

Leading and trailing spaces are not stripped from the search criteria. This is intentional, as it improves search options. For example:

In the above search, the search word 'king' includes a preceding space (which is not clearly visible in the screenshot).

The results would include:

  • Maria King Associates
  • Mountain King

Each of the two above results contains the word ' king', preceded by a space.

...but the same search would exclude:

  • King George Supplies
  • The Trucking Company

...there is no space prior to the word ' king', so there is no match.

For further information pertaining to the Customer Screen and filtering searches, please refer to Support Centre article, Customers (List).

Accounting Settings / Security

Accounting Settings (New Settings Section)

In preparation for the impending MYOB and Xero integration, an Accounting Settings section has been added to the CommTrak Settings:

Accounting Software Integration Settings

If the Accounts Software Integration has been enabled in your CommTrak, the Accounting Software Integration settings will be available.

Account Statuses Settings Relocation

The Account Statuses settings have been relocated from the Customer Settings into the new Accounting Settings section.

Please also refer to the following section, Account Status Change Permission...

Account Status Change Permission

A new permission has been added to allow or prevent users from changing the Account Status field on the Customer Screen:

To maintain the status quo, the default permission is that all roles (with the exception of Contractor roles), can edit the Account Status field.

When a user has permission to change the Account Status, the field is presented as a dropdown list:

When a user does not have permission to change the Account Status, the field is presented as a read-only field:

If you wish to prevent users from editing the Account Status field, please create custom roles and assign those roles to users as appropriate.

Reminder: Permissions in the default staff roles cannot be modified; if you wish to enable or disable permissions, you must create and edit a Custom Role, as described in Support Centre article, FAQ - Change User Permissions.

For additional information pertaining to the Account Status field, please refer to the article, Customer Screen (Account Status section).

Documents

Document Forwarding to Projects & Workflows

The Incoming Documents feature now supports forwarding of documents to the Projects and Workflow modules.

Reminder: the unique Incoming Documents email address for your organisation can be found by hovering the mouse pointer over the information (i) icon displayed in the header of the Incoming Documents summary panel, which is located in the Summary Panel section, below the CommTrak Search Dashboard.

Documents must be forwarded to the Incoming Documents email address; they cannot be emailed directly or cc'd.

For comprehensive information about this feature, please refer to the Incoming Documents article.

CallTrak

Job Title Column Added

A Job Title column has been added to the CallTrak Staff List:

The Job Title is derived from the user settings, which can be updated by a Supervisor (Settings User Settings Users) or by each user via My Details.

Job Title is referenced in various locations throughout CommTrak (e.g. email signatures, email notification templates).

Please refer to the CallTrak category in the Support Centre, for additional information about CallTrak features.

Projects

Renamed Main Info Tab to Project Info

To maintain consistency throughout various modules, the Main Info tab on on the Project screen has been renamed to Project Info:

The functionality of the tab remains unchanged.

Enhanced Search includes Company Name

The search field on the Projects screen, now searches for Company Name, in addition to the existing functionality of searching for the Project Name:

If you are unfamiliar with the CommTrak Projects module, please refer to the Projects Module Introduction Video.

The Project module is not enabled by default. If you wish to utilise this module, please contact CommTrak Support.

Jobs

Multi-Day Job Enhancements

Previously, when a Job was booked over multiple days (i.e. one or more staff members is booked to a Job across multiple days), the Job would appear in various Job lists multiple times.

For example, in the following image of the Active Jobs list, JB104 is displayed three times:

In this example, if the work for all of the three scheduled days had not yet been completed, the above listing of the outstanding work would be correct.

However, if, for example, the first day's work had been completed, it would still appear as a row in the Active Jobs List, because previously it was not possible to designate that day's work as being completed.

To avoid this potential anomaly in the display of multi-day Jobs, it is now possible to designate a day's work as being completed:

Multi-day Jobs will display a Completed checkbox adjacent to each day of the Job (visible in the previous image). However, the last day of the multi-day Job (Time/Date 3, in the previous image) will not have a Completed checkbox because, once the final day has been completed, the Job should be closed by updating Job Status and Date Closed fields.

When ticked (and saved), the Completed day's work will no-longer be displayed in the Active Jobs list. Continuing with the previous example, now that the first day of three days of work has been designated as Completed, it is no-longer listed:

Completed days will not be carried-forward in the Schedule, when the Show past unfinished jobs option is selected:

In the following image, which shows the Day View of the Job Schedule, there are three past unfinished jobs (designated by the red Job ID). If any day had been designated as Completed within the Job screen, it would not appear as a past unfinished job.

Schedule Options Standardisation

The display of options in the Job Schedule has been updated to be consistent with other modules within CommTrak.

Previously, the display options were shown as buttons above the schedule; they have now been moved into the Job Schedule section header, as highlighted in the following image:

The Settings link (rightmost in the previous image) now displays the Schedule Settings in a pop-up window (rather than on a separate screen):

Functionality of these features remains unchanged.

Jobs Report Multi-Day

In line with the multi-day Job completion enhancement, the Jobs Report has been updated to allow the inclusion or exclusion of completed days:

To ensure that existing favourite and emailed reports continue to function as expected, the default is Yes (Show Completed days).

Tickets

Tickets Report - Description as Additional Field

The Ticket Description field is now available as an additional field when producing a Tickets Report:

Please be aware that the Ticket Description may contain a large amount of text (e.g. it may have been generated from the body of an incoming Ticket From Email).