configuration: understanding the admin module
DESCRIPTION
The Admin module is where life begin in Autotask. Understanding the configurations available is crucial to keeping Autotask in tune and in line with your business. This session will show you the areas most likely to be impacted as your business changes and how to manage them to support your growth. This session will review the following Autotask features: - Workflow Policies - Resources - Work Types [Presenter: Angela Richer, Autotask]TRANSCRIPT
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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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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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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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