Managing your Next Steps will help you stay organized and on top of your tasks. We have different Next Steps types to help you with all your tasks, from calls, to emails, reminders and even meetings. With all this options available to you, it will be easier to manage your work load and allow with the notifications you will always one step ahead. There are a couple of different ways in which you can create Next Steps. You can create Next Steps for a Contact, an Account, a Deal, or for any record within your Apps. You can even create Next Steps for other members of your team.
In this tutorial we will review the following topics:
- Create Next Steps
- Navigate to the Next Steps
- Edit Next Steps
- Delete Next Steps
- Manage Next Steps from the List View
- Complete Next Steps
- Special Considerations
Create Next Steps
Go to the desired app, and select the record for which you want to create the next step. Under the Related list section, click the 3 dots under Next Steps to display the available options. These would vary depending on the app you are creating the Next Steps for.
Under the Contacts app you will see: Add Reminder, Add Call, Add Email and Add Meeting. Under the Accounts and Opportunities app there are two types: Add Reminder and Add Meeting. For those custom apps, the only option available is Add Reminder.
This option is available in all apps.
To create a Reminder, just add in general information about it (1), such as description (which is a required field), due date and the team member you want to assign the Next Step to. On the left side of the creation window (2), you have the option to add a note or select Calendar, to review your availability before creating your Reminder. Once you are done, click the 'Save' button.
This Next step type is only available in the 'out-of-the-box' Contacts app and it is the second option in the Next Steps list.
To create a Call Next Step, just add in general information about it (1), such as description (which is a required field), due date and the team member you want to assign the Next Step to. On the left side of the creation window (2), you have the option to add a note or select Calendar, to schedule your reminder when you have some availability. Once you are done, click the 'Save' button.
Email Next step is only available in the 'out-of-the-box' Contacts app and it is the third option available.
To create an Email Next Step, just add in general information about it (1), such as description (which is a required field), due date and the team member you want to assign the Next Step to. On the left side of the creation window (2), you have the option to add a note or select Calendar, to schedule your reminder when you have some availability. Once you are done, click the 'Save' button.
In order to send an email automatically, you will need to select one of your existing 'email templates' and choose to send it automatically, by clicking on the 'Send automatically' checkbox. You will also need to select the 'Send from' and the 'Email to'.
This Next Step type is the last option available and it will allow you to schedule meetings.
To create a Meeting Next Step, you will be required to enter a description (since it is a required field), add in the guest as well as any teammates that you want to include into the meeting. Then you have the option to provide a location for the meeting which can be a physical address or the meeting link. Then just select the date/time and duration of your meeting, as well as the frequency in case you want to create a recurring meeting. On the left side of the creation window (2), you have the option to add a note or select Calendar, to schedule your reminder when you have some availability. Once you are done, click the 'Save' button.
Your Next Step will be visible on the selected app under the Next Step Related list, or in the Next Steps app.
Navigate to the Next Steps
Open the menu, you can use the search function and start typing 'Next Steps' or you can click under 'Activities' to display the available options and there click 'Next Steps'. In this view, you have a list of all the Next steps created for you and your team members,
Edit Next Step
Edit next step
In the Edit Next Step window, you will be able to change the description, due date, assigned to, and notes of the Next Step. Other options could be available according to the Next Step type. Please note that it will not be possible to change the Next Step's type.
Once you have finished with the edits, click the 'Save' button to update your Next Step.
Delete Next Steps
From the Rolodex view, click on the 'pencil icon'.
From the List view, click the description of the Next Step.
From the Calendar view, click on the Next Step and then click on the 'pencil icon'.
Click the 'Delete' button to remove the Next Step.
Manage Next Steps from the List View
Next Steps will show their status (1). The status can be 'Not Done', 'Done' and 'Overdue'. The Overdue status will be assigned to a Next Step automatically by FreeAgent CRM in case the Due date has expired (2). Once the Next Step is marked as 'Done' it will include the 'Completed Date' (3) on its details.
The color of the status, as well as that of the Next Steps icon, will change according to the status value. Those Next Steps that are 'Overdue' will show up in light crimson color for both the Next Steps icon and the due date.
If the Next Step is On time, then the Next Step icon will show up in light green, while the Next Step's due date on the Next Steps segment will be gray.
Complete or Mark as Done
Each Next Step can be marked as Done in different locations, within the tab you created it from, on the Next Steps tab or from the Calendar.
From your Apps
Go to the desired App, then click on the element with the Next Step you have completed. On the Next Steps segment, there are three vertical dots on the right side of the Next Step. Click on them to reveal the available options. Then click 'Done'.
In the following window, you will be able to add notes to the Next Step you are about to complete if necessary. Once you are done adding them, click the 'Done' button.
From the Next Steps App
Go to the Next Steps App, then click on the description of the Next Step you have completed.
This will take you to the 'Edit Next Step' window, where you will find the 'Mark Next Step as Done' (1) button. Click on it once you are done with the Next Step. This will add two additional fields to the Next Step: Completed Date and Time Completed (2), they will autofill with the information of the current day/time, but you can always change them as needed. You can also add a note on the right side. Once you are ready to complete the Next Step click the 'Save' button.
Completed Next Steps
This status change can be visible under the Next Steps App. Here you can also see the date when the Next Step was completed.
This action cannot be undone. Once a Next Step is marked as 'Done' if you click on its description you can see its notes.
Please note that if you create the Next Step for team members with 'Individual' access level they will not be able to see the Next Step if they are not the owner of the Contact, Account or Deal.