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ID570 - Note History Reporting Overview & Sample

Reports weekly on ALL designated Note Types recorded in eAuto

Overview | Samples | Variables | Alert Functionality | OnDemand Report Filters | Best Practices & Tips |  Related Alerts | Webinar

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Overview

Overview

This is a report on specific note types that indicate an activity you would like to monitor / trend. This alert is cloneable so you are able to setup different subscriptions for different note types. i.e. you can group AR related note types in one subscription and Service related note types in another cloned subscription. This way you are seeing trends for note types that relate to the same type of activity.

For example:This process is a response to our client's customers looking for relief from contract billing due to COVID-19. This process will allow you to track who has asked for relief & who has been given a break. We plan to roll out a separate process to notify the sales person as they often need to be involved in negotiations, plus show what Key Service (ID789) that customer is using or not. Perhaps instead of giving them all the relief they request, you allow them to transfer some revenue to something like a managed IT Contract they can use now.

 

Run Schedule: Weekly Sundays (8PM MST)

Type of Output: Email and On Demand SSRS Report

 

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Sample

Sample

Will always show graph for last 14 days, Reporting Period Graph is based on your From/Thru Date

Use + button next in Note Type column to expand for details.

Report shows by Note Type:

Note Source = Customer Name / Customer Number and Record the Note is listed on (Equipment, Contract, AR Receipts)

Note Details = Date/Time of Note Entry and the actual not written

Note Source Record Number = corresponding number on Note Source record (i.e. EquipID#, Contract#, AR Receipt#)

UserID = Preferred Full Name on Employee Record associated with UserID

ID570Sample.PNG

 

Sheet2 in Microsoft Excel Workbook (embedded in email) provides Data View so you can sort/filter as needed (i.e. by Customer, UserID): 

ID570Sheet2.PNG

ID570SampleDetail.PNG

 

 

 

 

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Variables

Variables

ID570Variables.PNG

**Alert logic is set to not consider Note Type of Event as this will attempt to list thousands of rows of notes from eAuto. The Event Note Type comes from ALL system generated notes (i.e. tech status of dispatched, arrived, completed).

Variable 1: Enter here the Note Type(s) (separated by commas) that you wish this task to alert you for 

Note Types can be found (and added) via Tools / Lists & Codes / Note Types:

 ID570ListofNoteTypes.PNG

 

 

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Alert Functionality

Alert Functionality

-Alert will report on any Note Type(s) you have listed in Variable1 entered from the previous 14-days.

-Alert logic is set to not consider Note Type of Event as this will attempt to list thousands of rows of notes from eAuto. The Event Note Type is comes from ALL system generated notes (i.e. tech status of dispatched, arrived, completed

-These notes can be added anywhere you see Yellow Sticky Notes in eAuto (i.e. Customer Notes, Contract Notes, Sales Order Notes, Service Call Notes, etc):

ID570YellowNote.PNG

-Alert can be cloned, so you can have multiple versions of the alert set. Perhaps you want specific note type information sent to specified recipients - just use one clone for each scenario. Just click on the + below ID570 on subscription site to create another. Only requirement is the Variable for each clone be different from the other(s):

ID570clone.PNG

 

 

  

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OnDemand Report Filters

OnDemand Report Filters

Select From Date and Thru Date to see by date Note Created

Select Note Type(s) from drop down menu. This drop down contains ALL Note Types in eAuto (Active and Inactive for historical reference)

Will always show graph for last 14 days, Reporting Period Graph is based on your From/Thru Date

ID570ReportFilters.PNG

To run this SSRS Report, user needs eAuto permissions to either ARRpts (AR) OR SCRpts (Contracts)

This report can be exported to excel to allow for filtering/sorting as needed:

ID570ExportExcel.PNG

Excel workbook will contain two worksheets, Sheet2 is in format to use for filtering/sorting (not Sheet1):

ID570Sheet2.PNG

Graphs are dynamic. Y-Axis will change according to number of qualifying Note Types per your Report filter settings:

**Note change in Number of Notes

DynamicY1.PNG

DynamicY2.PNG

  

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Best Practices & Tips

Best Practices & Tips

-Best Practice is NOT to edit any existing notes so you don't lose the historical course(s) of action taken. Just add a New Note to record.

-For handling COVID-19 specific issues and requests, we suggest creating Note Type COVIDReq and COVIDAct. 

COVIDReq =  to indicate the customer has requested relief. 

COVIDAct = to indicate the action taken on the customer request

Here is another example being used by CEOJuice client for managing COVID-19 requests:

COVIDNotes.PNG

Please also see THIS LINK for suggestions on handling customer requests for Deferred Billing / Contract Base and/or Usage Reductions / Credits during COVID-19 crisis.

-To create a new Note Type, go to Tools / Lists & Codes / Note Types, select New:

**Be sure to check 'Allow changes, edit, and deletions of notes of this type, so users can edit the notes.**

ID570NewNote.PNG

-These notes can be added anywhere you see Yellow Sticky Notes in eAuto (i.e. Customer Notes, Contract Notes, Sales Order Notes, Service Call Notes, etc):

ID570YellowNote.PNG

Contract Record Notes:

ID570ContractNotes.PNG

Customer Record Notes:

ID570CustomerNotes.PNG

 

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Related Alerts

Related Alerts

ID558Contract billing trend

ID568 - Daily Transaction Data eView

ID569Meter Trends over Last Rolling Eight Weeks

 

 

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Webinar

Webinar

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