When creating a task as part of a job, you can choose from a number of different task types. Each type has a unique function which add the efficiency of Senta in your practice:
|Manual task||A simple reminder task, click to complete|
|Send email||Send an email to a client|
|Send text message||Send an SMS message to a client|
|Send notification||Notify a user or client|
|Checklist||A to-do list of items to be completed|
|Fill in a form||Presents a form for a user or client to fill in|
|Yes/no||A yes/no radio|
|Upload documents||Securely upload a document|
|Approval||Sign off tasks|
|Kick off another job||Once completed, this will start another job|
|Generate a Word document||Create a Word document|
|Set a field value||Set the value of a field|
|Call a web url||Send or receive data from an external site using an API|
|Electronic signing ||Electronic document signing assigned to clients|
|Cancel Jobs||Cancel one or more active Jobs for a client|
|Add note||Add a pre-written note to a client's record|
This is probably the type of task you'll use most often, and will simply add a task, with the task title and details, to a users' task list. Think of it as a reminder for someone to do something.
When creating a task, all you need to do is choose who the task is assigned to.
When completing the task, you just need to click "Mark as completed".
This task type allows you to create a pre-filled email ready to be sent, complete with any attachments you might want to send. You can use placeholders to auto-fill any information that is held in a field elsewhere in Senta.
You can assign the email to be sent by one of your practice users, or if you want it to be sent automatically, by Senta.
If you have set it to be sent by one of your practice users, clicking 'Send the email'...
...will take them through to a screen where they can edit the contents of the email before sending it to the practice outbox.
If you are happy with an email template, assigning the task to Senta means that as soon as that task is ready, the email will be populated and queued in the practice outbox.
Send text message
With this task type you can send SMS messages to clients who have a mobile phone number saved in Senta. This task can be assigned to users, or assigned to Senta for automatic messaging. To learn more about enabling SMS messaging in Senta, please see this article.
After clicking 'Send the text message', you will have the option to make changes to the message before sending.
This task type will send an automatic notification to someone and they will receive a note in their notification tray (the globe icon on the Navigation bar). This task can be assigned to a Senta user, or can be automatically sent by Senta. The recipient can be the primary contact of the client, or a Senta user.
To complete the task, click on 'Send the notification'.
The subject and recipient of the reminder can be edited before being sent.
This is how the notification will appear when sent to a user:
This task type allows you to create a checklist of items to be completed.
During setup you can select whether each checklist item is mandatory in order to complete the task.
When the task is running, any mandatory items will have an * symbol marked at the end.
Once done, you can either mark as completed, or finish later.
Fill in a form
This task type presents the user with a form to fill in. You can select from any of the forms you have stored in Senta. For more information on creating forms, please see this article.
Fill in a form tasks can be assigned to a user in the practice, or to a client. If the form has been assigned to a client, they will receive a notification email where they will be asked to sign in to the portal to complete the form.
To complete the task, click 'Fill in form'.
This will take you through to a form to fill in e.g. the Services / Payment form:
Once this form has been saved, the details will be added to a tab on the client page with the same name as the form.
This task type allows you to answer a yes/no question as part of a job.
When setting up this task as part of a job template, you scan store the response using an answer reference. This means that you can then use the answer to the question in templates.
You can then have subsequent tasks in the job which are filtered according to the answer to the question.
When you kick off this job for a client, the filtered task will not become part of the job until you have completed the yes/no task:
This task type prompts either your practice user or a client to securely upload documents. The task will be marked as complete as soon as they are uploaded.
This task type allows tasks to be signed off by someone in your practice, meaning they cannot be completed until checked by the assigned user. This can be useful for managing workloads within your practice, or if you have new members of staff who require some overseeing of their work.
When creating the approval task, you can select one or more tasks to approve. Tasks to approve must be in the same job as the approval task.
When you are working on a job, the approval task will remain blocked until you have completed the task that needs to be approved.
Once the dependent task has been completed, you can choose to approve or reject it.
If you reject the task, you will be able to enter a reason for rejection.
Rejecting a task will uncomplete it, and a note will be added to the task saying that it has been rejected. The reason for rejection will be listed on the approval Task.
If you approve the task, it will complete, and the next task will kick off.
Kick off another job
This is a really useful task which starts another job. This can be assigned to a user, a client, or can be automated by assigning to Senta.
Some examples of how to use this task:
- Kick off a new job at the end of your current job
- Use a filter, so that a VAT return job starts for VAT registered clients once they have filled in a form
- Have clients only kick off a job when they are ready
If this task has been assigned to you, just click 'Kick off now'.
Generate a Word document
This task type allows you to create a Word document from a template. You can use placeholders to pull data in from your clients' page, just like when sending an email through Senta. When you select a sender or recipient, this will allow Senta to pull details such as first name, last name etc. using placeholders. You can choose whether this document will be available to a Senta user, or a client.
To complete the task, click 'Generate Word document'
This will open a screen where you can edit the contents of the document before it is created. Once you are done, click to download.
Set a field value
This task type allows you to quickly change a pre-determined value on a client record. For example, you could use this task type to set a company's State field from 'Prospect' to 'Client' once they confirm they will be going ahead with you.
When viewing the task, click 'Set field to value' and the field will be automatically changed.
Call a web URL
This task type is used to send and receive data to and from external sites, using an API. Choose between GET and POST methods, and enter the API URL for the site you wish to access. Write the API in the 'body' box.
When viewing the task, to complete it click 'Do it...'.
If it is successful, you will see a 'Completed' message at the top right of the screen.
The signing task allows you to send documents to clients to be signed. For more information about electronic document signing, please check out our full guide here. Select the assignee, sender and signer, and enter instructions to the client. You can attach a document as part of the template, or attach it when you are completing the task.
When viewing the task, click 'Send signing request'.
This will take you to a page where you can edit the instructions to the client, and add documents to sign if you have not done so already.
Click 'Request signature' to send the request to your client's portal.
The cancel jobs task allows you to cancel one or more active or scheduled Jobs for a client. This can be useful as a time saving step, for example if you were to create a 'Leaving client' Job, you could set the first task to be 'Cancel all scheduled Jobs'.
When setting up the task, you have the option to choose which Jobs to cancel for the client. You can select as many or as few as you want:
When completing the task, all you need to do is click 'Cancel jobs' and all of those Jobs will be cancelled at the same time.
You can use the add note task to quickly add a pre-written note to the client.
When setting up this task type, you have the option to write the text of the note, and choose if it will be pinned and what colour it will be:
When completing the task, you just need to click 'Add note'...
... and the pre-written note will be automatically added to the client's record, and pinned if you set it to do so.