Actions Overview
The Actions feature provides users with a range of tools, including Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, and All Day Notifications. It can be viewed as the equivalent of CRM functionality for every major table within SapphireOne Accounting Software.
Accessing Actions
There are two primary methods for accessing Actions in SapphireOne, as outlined below. When a list of items is on screen or a complete list of action from an Actions Inquiry
- Within a Transaction or Record – Once the transactor or record is open, users can access the Actions function from the bottom of the Page menu. The actions listed in the page menu are automatically be linked to the current transaction or record that is open on the screen.
- Linking an Action- SapphireOne will automatically enter the linking details for any actions created from a transaction or record. For instance, if a Client inquiry is open on the screen with ARCRES open, SapphireOne will enter the linking details as ARCRES & Clients.
- Entering Actions – Once the Actions page is displayed, users can add or delete an action using the designated
buttons. Double-clicking on an action will open it for viewing or modification.
- Action Inquiries- SapphireOne offers currently three locations where users can access an Action Inquiry that displays a complete list of actions across the entire data file. This allows them to easily view, modify, or add to the list as needed. It’s worth noting that this list encompasses all actions performed within the software, regardless of their origin or location within the system. This feature can be highly valuable for tasks such as auditing, tracking changes, and troubleshooting, as it provides a centralised and comprehensive overview of all actions taken within the system.
- Accessing Action Inquiries – Users can access Action Inquiries in SapphireOne through Workbook mode, the Palette, or the Options menu, providing them with various options to view and modify the comprehensive list of actions.
- Linking Actions – If actions are created from the items mentioned above, they will not automatically include linking details. As a result, it is crucial for users to ensure that they manually input any necessary linking details to ensure accuracy and completeness of the data.
- Modifying a List of Actions – To add, modify, view, or delete an action from the comprehensive list, users can conveniently use the buttons located on the main toolbar within SapphireOne. This streamlined approach makes it simple for users to make updates and manage the list of actions, further enhancing the usability and efficiency of the software.
Accessing Actions from the Options menu
The method for accessing Actions is the same for both Windows and Mac OS. However, users will notice that the menu locations on screen do differ slightly. This because the screen layouts on the two platforms do differ slightly.
For both platforms go to: the Options menu on the main tool bar.
Then select the Actions option from the drop down list as seen to the right
By selecting Modify or double-clicking on any item in the list of Actions, users can easily open the relevant Action for viewing or modification. This simple and intuitive approach streamlines the process of making changes and enables users to quickly access the information they need.
Action Page
Action Page Overview
The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.
The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.
Diary Area
The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.
- Sequence – SapphireOne automatically generates a unique sequence number for each action.
- Title – Enter a title for the action.
- Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
- Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
- User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
- Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
- Status – The user has three options: Open, Hold, and Completed.
- Open – Action is open and active.
- Hold – Action is active, but no alarms will be active.
- Completed – Action is now Inactive and won’t be displayed in any list of actions.
- Tag – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
- Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.
Check List Area
SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.
Dates and Times Area
- Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
- Completed – Entering a completion date for an action deactivates it, and it will no longer appear in action lists.
Alarm Area
Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.
Recurring Area
If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.
Notes Area
Click the green clock button to add time and date stamps to your notes. You can also customise the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.
Invite Attendees Area
In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.
You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.