Features by Screen: Admin: Fulfillment Manager

Fulfillment Manager

Fulfillment lists are actually another kind of task, but they are meant to manage offline steps in groups.  So, say you use an outsourced pick-n-ship shop to fulfill orders or sales collateral and you’d like to automate that process. You’d like OfficeAutopilot to directly email your printers when they need to send out a package and you can use tasks to do that, but you may not want to send that printer 15 different emails a day – and they may not want to get them. So, fulfillment lists make this process easier on everyone.

What you’ll do is change the body of the task to say, ‘Hey Mr. Printer, please send package X to the attached spreadsheet of contacts’.

You’ll use fulfillment lists for this. Put the recipient of the email in the fulfillment lists section. Below that, you’ll find all the fields from your contact database. The fields that are checked will end up as columns in the CSV spreadsheet that’s emailed.. so, make sure 'name and address' is checked, and any other info that the recipient needs. 

1.Schedule Step

Schedule the step as you would any other step type. Here you'll set when this fulfillment list goes out in the sequence. You'll schedule the recurrence of the step in just a moment.

2. Details

When is it due? That is, by when should the person receiving the fulfillment list have completely finished whatever they've been tasked with?

Owner: Who, in your organization is responsible for managing the task to its completion. Note that in many cases this will be someone different than the person who is actually doing the fulfillment step since in some cases the task is being done by a 3rd party (as in the example with the 3rd party pick-n-ship shop).

Send cell phone alert to Owner: Pretty self-explanatory.

Notify owner when overdue: If the person DOING the fulfillment step fails to mark it complete by when it's due, the owner gets an alert so they can follow up.

Notify owner's manager when x days overdue: This just creates another level of accountability so that if the task owner wasn't able to whip the person doing the fulfillment task into shape such that they've marked the task complete within x days after its due date, the task owner's manager gets notified so they can step in and put the proverbial "smack-down" on whoever's lagging.

3. Schedule

Frequency and time Setting:

If daily, all contacts who hit this step in the sequence after the previous day's fulfillment step goes out, will get put onto the following current day's fulfillment step.

If weekly, all contacts who hit this step in the sequence after the previous fulfillment step goes out, will get put onto the following current week's fulfillment step.

If monthly, all contacts who hit this step in the sequence after the previous fulfillment step goes out, will get put onto the following current month's fulfillment step.

4. Recipients

You can set multiple people to get the fulfillment list email.

Enter their email address, subject, and a note, with any special instructions you might have per each recipient. It's good to set yourself as a recipient so that you get a copy of the fulfillment task that others are getting.

5. Fields

Next you’ll find all the fields from your contact database. The fields that are checked will end up as columns in the CSV spreadsheet that’s emailed to the recipient, so make sure name and address is checked along with any other info that the recipient needs. Then, each day, week, or month (depending on how you've set it up), the system will aggregate all the contacts who are on that step for that period and put together the file and send it off in an email.

FAQs

Some questions we've heard...

"When should I use fulfilment lists in sequences vs. not in sequences?"

"When I hit enter on the editor, it creates a double space. What gives?"

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