Managing your Next Steps helps you stay organized and on top of your daily/weekly/monthly tasks. FreeAgent provides different types of Next Steps to help you with all your tasks. From calls to emails, reminders, and even meetings, we got you covered! With all of these options available to you, it will be easier to manage your workload and stay one step ahead. 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.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: No special permissions are required to use this feature.
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
To create a Next Step, 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. Next Step options vary depending on the App you are creating the Next Step for.
The below table shows the availability of each Next Step type in each App.
|NEXT STEP TYPE||APP AVAILABILITY|
|Reminder||All Apps including custom ones.|
|Call||Contacts App (out-of-the-box).|
|Contacts App (out-of-the-box).|
|Meeting||All Apps except custom ones.|
To create a Reminder, add in general information, such as a description (which is a required field), due date, and the team member you want to assign the Next Step to. On the right side of the creation window, you have the option to add a note or select Calendar, to review your availability before creating the Reminder. Once you are done, click the "Save" button.
To create a Call Next Step, add in general information, such as description (which is a required field), due date, and the team member you want to assign the Next Step to. On the right side of the creation window, 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.
To create an Email Next Step, add in general information, such as description (which is a required field), due date, and the team member you want to assign the Next Step to. On the right side of the creation window, 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.
To send an email automatically, select one of your existing 'Email Templates', enable the "Send automatically" checkbox, and select the recipient of the email.
Meeting Next Steps are the last option available in the Next Steps dropdown.
To create a Meeting Next Step, add in the guest as well as any teammates that you want to include in the meeting. You can provide a location for the meeting, either a physical address or a meeting link. Then just select the date/time and duration of your meeting, as well as the frequency if you are creating a recurring meeting. On the right side of the creation window, you have the option to add a note or open your Calendar. Once you are done, click the "Save" button.
Your Next Step will be visible on the selected Record under the Next Step Related List, or in the Next Steps App.
Navigate to the Next Steps
Open the menu, and using the search function, start typing 'Next Steps' or click Next Steps located under 'Activities'. In this view, you can reference all Next Steps created by you and your team members.
Edit Next Step
In the Edit Next Step window, you can change the description, due date, assigned to, and notes of the Next Step. Other options could be available according to the Next Step type.
Note: It is not possible to change the Next Step's type after its creation.
Once you have finished with the edits, click the "Save" button to update your Next Step.
Delete Next Steps
To delete a Next Step, click on the pencil to get to its details. There just click the "Delete" button to remove it.
Manage Next Steps from the List View
When you're in the Next Steps App, you can view the status of your Next Step. 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 before you've taken action. Once the Next Step is marked as 'Done' it will include the 'Completed Date' on its' details page.
The color of the status, as well as that of the Next Steps icon, will change according to the status value.
Complete or Mark as Done
Each Next Step can be marked as Done in different locations: within the app, you created it from, on the Next Steps app, or from the Calendar View.
Go to the desired App, then click on the record with the Next Step you have completed. Expand the Next Steps related list and click on the 'check' icon. In the following window, you can add a note if desired, and the next step will be completed once you click on "Done".
Completed Next Steps
The 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 a Next Step for a team member 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 Opportunity.