configuration: understanding the admin module

Keeping Your Admin Module Up-to-date

Angela Richer

Manager, Documentation and Localization

Angela RicherManager, Documentation and Localization

Autotask Headquarters in Albany, NY

Worked in the Software Industry for 24 years

With Autotask for over 9 years Training Implementation Documentation Localization

Session Goal

The goal of this session is to show you how to update your Autotask settings as your business changes or certain events occur, so you continue to get the most out of Autotask - even after your initial implementation is long past

Agenda

In this session, we will show you how to keep your Autotask site optimally configured when the following events occur: A new year begins Someone leaves the company You hire or promote someone You offer new products and services You move or open additional offices Autotask releases the new version

When a New Year Begins

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Click icon to add picture

When a New Year Begins

Update Holiday Set(s) Review Time Off Policies Review prices for Products and Services Review Favorites and Templates Review Payment Terms

When Someone Leaves the Company…or is fired

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Click icon to add picture

When Someone leaves the Company

Change the user’s email address to your own On the Autotask login page, enter the username of the

departing staff member and click I forgot my Password. Then change the user’s password.

Login with the new password Submit the user’s timesheets Log out and log back in as Administrator Reassign the user’s incomplete work to other staff

members (Forward/Modify Ticket, Reassign Tasks) THEN, you can inactivate the user

When You Hire or Promote Someone

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When You Hire or Promote Someone

Review your Security Levels Will you need a new security level?

Enter or update the Internal Burdened Rate for the user Review your Departments and Queues and associate

the user with the right ones, in the right Roles Check Workflow Rules to make sure the new team

member is integrated into your workflow When hiring a salesperson, assign them to a Territory,

and possibly transfer accounts to them

New Product Offering

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New Product Offerings

Create the necessary Material Codes and Configuration Item Types

Use the new Import Tool to import a Product list Use Contact Group bulk emailing to promote the new

product

New Service Offerings

Create the necessary Work Types, Recurring Contract Service Codes, and Contract first

Update your Services and Service Bundles lists Enter a customized Service description which will appear on

the Invoice

Use Contact Group bulk emailing to promote the new service

When You Move or Open Additional Offices

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When You Move or Open Additional Offices

Update the address of your Internal Account in Autotask (the 0 Account) The Internal Account Address is displayed on your invoices

If you are opening additional offices, determine whether you will need to set up a new Location Necessary if the new location is in a different country or time

zone, or needs a different Holiday Set

When Autotask Releases the New Version

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Click icon to add picture

When Autotask Releases the New Version

Read the Release Notes – check whether something you have been asking for or waiting for has been released

Sign up for New Feature Webinars, watch training videos and consult Online Help to learn how to integrate the new features into your workflow

When Autotask Releases the New Version

Review the Countries your customer accounts are associated with Autotask converted Country into an ISO compliant dropdown Review all accounts where the country is Other, and update Make sure all Countries you are doing business in are

activated on the Country list, so they appear on the dropdown

Configure Address Formats and associate them with the Countries

When Autotask Releases the New Version

Set up your customized Tax Grid Create the Tax Categories your business will require, and

associate them with your billing codes Create a Tax Region for each country you do business in Select a Default Tax Region

Create or edit customized Invoice Templates Set up Additional Invoice Fields Assign invoice templates to customer accounts

When Autotask Releases the New Version

Review Name Prefixes and Suffixes Configure your Mailbox(es) to set up Incoming Email

Processing Edit Notification Templates for use by your company

Review the new Import and Update Tools for Accounts and Contacts Configuration Items Inventory Items Products Project Phases and Tasks

When Autotask Releases the New Version

Review your Workflow Rules Consolidate Service Desk Workflow Polices using the In List / Not

in List operators Review substantially enhanced Projects and Task workflow

rules Service Desk

Review ITIL Incident and Problem Management Inventory

Review Procurement Workflow Projects

Check out the completely overhauled Project schedule with Drag and Drop and many other new features

Angela RicherManager, Documentation and Localization