Action Sequences are a set of actions that are dependent on or related to one another. For example, if a new client needed accounts setup and assets transferred, there may be several tasks to be done by different people at different times (Mary creates paperwork and mails it to the client, John will setup the accounts, Mary will then initiate transfers, Nicholas will do reallocation when the assets are received). These will all be triggered by a single action being added manually. Action Sequences also save you time by giving you a tool to add several actions at once instead of adding each one individually.To create action sequences, follow the steps below.
See ABCs of Action Sequences for more information about action sequences and how to use them.
See Adding a Single Action for more information about adding and using Actions.
Step 1: From the Main Menu, go to System Setup / Action Sequence Setup. Click the menu option to open.
Step 2: In the Action Sequences window, click the Add New Sequence button at the top of the window.
Step 3: In the Build New Action Sequence window, select a category. Categories organize the sequences for quick retrieval using descriptions such as administrative, prospect, financial planning, and etc. Category names are created through List Data Maintenance. Name the Action Sequence with a brief description in the area highlighted yellow above.
Step 4: Click the Add New Action button circled in green above. The Edit Sequence Item window below will open.
Step 6: Enter the action details, such as type, file in, note, action required, days till action due, action assigned to, priority and action description, and then click the Save & Exit button to save the action.
The Days Till Action Due <![CDATA[ ]]>is based on the number of days from the date the action is added. See Action Detail for more information about each field in the action detail.
By assigning any action to the <CSR> <Advisor1> or <Advisor2>, Junxure will look to the Profile Tab to find the Advisor or CSR that is attached to this contact. This is particularly effective if your office has multiple principals and/or has individual clients assigned to separate service reps.
Step 7: The action appears in the list, as shown below. Click the Add New Action Item button to add the next action, and repeat until you have all the steps in the sequence you need.
Step 8: When all of the individual actions have been added to the list, they will also appear in the Sequence Window to the right. This enables you to instruct Junxure to create new tasks triggered on the completion of existing tasks.
CRM Software has sample Action Sequences for an RIA and Financial Planning firm available. Please contact support at support@gowithcrm.com if you would like this information.
Changing Sequential Order
To place the individual actions into a sequential order, click on an item to be moved, then holding the mouse button down, drag the item to the appropriate place on the list. Junxure will use a broad I shaped bar to indicate where the item will be placed as shown below.
Creating Dependent Steps
When the tasks are in a logical order, you can indicate which steps are dependent on the completion of other steps. In the example below, you cannot followup on the status of transfer forms until those forms have been completed and submitted. Place your cursor on the "follow up" item, holding down the mouse button and dragging upwards until the mouse is directly over the "complete transfer forms" text. Release the mouse button.
The example below shows a sequence with dependencies. Any action that has dependents will show a "+" symbol next to the line (circled in red below). To open the line and see the dependents, click on the + and the dependents will be displayed. a "-" symbol indicates dependents are displayed.
In the case below, when the sequence is initiated, two actions will be added- "prepare/send new client welcome letter..." and "Build client computer files...". When the new client welcome letter is marked complete, Junxure will add two more actions- "check applications for complete data..." and "copy all client documents...". These actions will not be generated by Junxure until the first one is marked complete.
Step 9: When the action items and sequential order has been completed, Junxure will save changes when you leave the tool. These will now be available to add to clients. See Adding an Action Sequence for more information.
See Existing Action Sequences Report to review all existing Action Sequences currently pending in Junxure.
Duplicating Action Sequences
Sometimes there are sets of actions that are very similar but may need minor changes. For example, a Platinum client account setup may require some more advanced asset allocation, or cost basis setup than a small IRA account. Or, you may setup accounts through a brokerage platform for some clients, but direct with a mutual fund for others. Junxure provides a quick and easy means to create similar sequences without doing all of the data entry twice.
At the top of the Action Sequences Add/Edit window, click the Duplicate this Sequence button, circled in red below. Junxure will request a new name, but duplicate all of the existing actions in the selected sequence. Add or edit the existing actions as necessary.
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