In this Issue:
What is one simple thing you can do today to harness
more power of Junxure tomorrow?
Answer:
Fill out the "action classifier" fields consistently and accurately: Action Type,
Process, & Action Keyword.
Why? Today’s completed action is tomorrow’s living history for each client. As your relationship grows, so will the history, and browsing for those past details won’t be as easy.
Junxure is built to assist you! By noting the key “action classifiers” each time you add a new action, you make it possible for Junxure to immediately search, report on or drill down into this critical history for you whenever necessary.
Action Classifiers
Action Type
Type is the broadest way for you to identify the kind of action. What
happened to initiate the action? Was it a phone call, a letter sent, an email
received, a meeting held, a note recorded, etc.?
Process
Process is a way for for you to identify what an action is about
by using a topic or category. Think about the different services you provide, or
areas of your business. Examples include: estate planning, insurance, financial
planning, portfolio analysis, trading, seminars, administrative, education,
paperwork, meeting prep, etc.
Action Keywords
Action Keywords allow you to enter additional details regarding the action, beyond a general category or topic. With type and process you can only choose one per action. With action keywords you can choose as many as you’d like to classify and note details as they pertain to an action.
How to Determine your List of Classifiers
Type, Process, and Action Keywords give you the
ability to sort and filter through all actions
pertaining to a specific topic or detail in order to
quickly pull together actions instead of having to
scroll through a long list of historical actions.
This search functionality is available both in an
individual contact record and also globally across
the database using the Actions Rules Builder.
To help your firm determine what you should include in these customizable drop down lists,
and to make actions easier to find in the future, use these following questions to help guide you through the decision making process.
-
"What information do I want to know from
Junxure?"
-
“What
information do I need to look up in a quick
pinch when a client calls in looking for
information about a task we’ve done for them?”
(trades, address changes, beneficiary changes,
account applications, letters, etc.)
-
"What events, revolving around my clients,
do I want to make
sure will not fall through the cracks, and what
events do I need to be proactive about in order
to avoid future issues? (Prepare cost basis reports for certain clients and mail them early enough to avoid last minute calls.)
-
"In what way do I want to view or use this
information?" (Run a report, review notes before
meetings, etc.)
Once you sit down, ask yourself these questions,
brainstorm with your staff, and write down
everything, you will then be able to have a clearer
idea of how to develop your list of action types,
processes, & action keywords and determine what
actions fall under each classifier. You might want to do some tests
to verify that the classifiers (action type, process,
action keywords) give you what you need.
If you need further assistance, then you may consider our Practice Management Consulting services which provide you with Junxure’s PowerTools, which are pre-built areas of the program. For more information see: http://www.junxure.com/main/consulting/index.asp
Tools to Harness the Power
What if everybody doesn't remember to fill in these areas of the
action detail window before closing out of an action?
Junxure provides features to make this an unfailing process.
Highlighted below are
two tools that will assist you in making sure
that action classifiers
are filled out
consistently, and
properly.
Action Templates
First, use Action Templates to help ensure these fields are filled out consistently and properly for different types of actions your office may create on a regular basis.
Action templates allow you to create a (standardized) template for different actions which automatically fills out information within the action detail window when the action is initiated. This could include information such as Note, Action Description, the
Assigned To field, as well as Type, Process, and Action Keywords. Here is a sample Action Template that could be used when creating an action for a call made to someone who was referred to your office.
Having this information pre-filled certainly doesn’t
prevent anyone from adding additional information
into the action detail window. However, you will know
that at a minimum this information will be
recorded and not forgotten, along with the Action Type,
Process, and Action Keyword being entered.
•
Action Templates Video
•
Action Templates Online Documentation
Force or Prompt Users to Complete Fields
Second, there is global setting available that will either “force” or “prompt” users to enter in a Process or Action Keyword before closing out of an action.
As mentioned, entering Action Type, Process, and Action Keywords into an action can be very valuable,
but even adopting this as a “best practice”, people can sometimes forget to classify actions using these fields. To help ensure all employees are entering this valuable information, Junxure does provide a setting enabling firms to either prompt, or force, staff members to complete these fields before exiting an action.
This feature can also be used as a temporary
reminder measure to help staff get used to filling out
the action classifier fields.
To turn these features on or off, go to Main
Menu->System Options->Select Global Options Tab. You will find the
"Force
or Prompt User" feature listed under the category of
"Actions" as shown below.
When someone is either forced or prompted to complete the noted fields, they will receive one of the following pop-up boxes.
Searching for Actions
Now that we have learned
about some tools to help
make sure that action
classifiers are
consistently filled,
lets review one of the
ways that you can
quickly find actions by
using the Actions Sub
Tabs by "Process",
"Action Type", and "Action
Keyword" as shown
circled in blue below.
Let's say for example,
that you would like to
print out a list of
meeting notes. If
you reserve the action
type of "meeting" to use
anytime you record
meeting notes, then you
can quickly search for
all meeting notes by selecting
the Actions Sub tab of
"Type", then select the
type of "Meeting".
You will now see all actions with an action type of "meeting" in the grid to the right, making it much easier than scrolling through a long historical list of actions on the Actions
sub tab.
Next select the "Print"
icon, then select the
"Print Grid" print
option, then select the
print button as
highlighted in yellow
below. This will
print out all of your
meeting notes for the
selected contact as
shown in the report
below.
If you would like to see
the meeting notes
within a specific date range, then
select the "All Actions
Between" and record your
date range as
highlighted in green
below.
Wanted: ByAllAccounts Users
Help us test a new Junxure interface!
The Junxure Development team is working with ByAllAccounts to build a new Junxure interface. If you are a user of ByAllAccounts and would like to help us test and complete the interface for Junxure, please let us know with an email message to admin@junxure.com. Thank you!
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