Update v4.342 [Webinar]

This webinar shows you how to use the big new features added to Clik Service in update v4.2.342.

It includes how to get started with using the SharePoint integration, how to link multiple module documents using email templates and how to create contracts from a quote.

 

Clik Service Update 342 Q&A

SharePoint

Q. Can we use SharePoint and not use our server?

A. Yes, you can use SharePoint for Clik Service document storage.

 

Q. Does the shared account need to be the owner of the SharePoint site?

A. No, it just needs read-and-write access.

 

Q. We don’t have any shared email addresses. Are we able to each sign in with Microsoft individually?

A. You will need a shared Microsoft account to connect to SharePoint.

 

Q. When you say shared email, do you mean a normal email that is added to Clik that is set as a shared email?

A. Shared email refers to the email associated with a shared Microsoft 365 account.

 

Q. Shared email account – do all users have to have access to that?

A. If it’s signed in via Clik Service, they will have access. You may want to have different shared accounts for different users. However, we will soon be changing this so you can sign in with individual Microsoft 365 accounts and still use SharePoint without a shared account.

 

Q. Where does the document go when it is just dropped in the document area?

A. Once dragging a dropping a document into the documents tab in Clik Service, it will automatically be added to the job, invoice etc folder structure in your SharePoint site.

 

Q. Are there any plans to change the docs so that you can drag and drop out?

A. Currently, you cannot drop out, but this is something we will look into in the future.

 

Q. Is SharePoint only available with Clik Remote? Are there plans to have access to SharePoint via the Clik Jobs app?

A. On Clik Jobs, engineers can add photos from the app, which will then be added to SharePoint. However, users using Clik Jobs will not be able to see documents added to the job sheet from the office. It’s possible they have access to SharePoint and could see the documents associated with the job sheet but not through Clik Jobs.

 

Q. Can existing documents be accessed by Clik Remote?

A. Yes, if stored directly to the database.

 

Q. Can SharePoint documents be accessed from Clik Jobs?

A. Unfortunately, this is not currently possible. But you can access them in Clik Remote.

 

Q. Is there any proposed updates for Clik Jobs to give more functionality, similar to Clik Remote?

A. We don’t currently plan to update SharePoint with Clik Jobs, but we will review this again from the feedback on this webinar.

 

Q. Can we send forms to Clik Jobs users?

A. Not currently.

 

Q. Will legacy documents be taken over automatically to SharePoint or will these still be on the server?

A. We are currently in the process of creating a tool that will help with this. We currently aim for this to be available next year.

In the meantime, you will have to discuss this with your IT to see how you can get your legacy documents from Clik Service into SharePoint.

 

Q. Can the legacy docs still be opened from within Clik?

A. Yes, you can still use the existing system as well.

 

Q. Does it work the same way for the documents in the site rather than documents in the jobs?

A. Yes, it will. If you wanted to, you can add documents to a site in Clik Service and they will be stored in SharePoint.

 

Q. Can existing folders under documents be transferred to SharePoint?

A. If you already have those existing links, you will need to speak to your IT to see how you can transfer them.

 

Q. Can engineers remove files from SharePoint? Can we remove this permission?

A. You can currently set privileges for users to access documents. We will be looking into the option to include permissions for deleting documents.

 

Q. When engineers go on to the SharePoint site, would they be able to open documents in other folders that are not relating to the job they are assigned to?

A. Yes, this would be possible.

 

Q. If someone adds a document via Windows Explorer, will the document automatically appear in Clik Service and Clik Remote?

A. No, this is not possible; the documents need to be added to Clik. For example, if you added the document to the job.

 

Q. If a document is dropped in the correct SharePoint folder, will it automatically list within Clik Service?

A. No, this will not happen.

 

Q. Can I drop a doc into the SharePoint folder, so that it goes onto the job sheet on Clik Service or Remote?

A. No, this will not happen.

 

Q. On the SharePoint integration, in SharePoint itself, it says ‘Modified by’ and the shared mailbox each time, so how can we audit who has done what?

A. If they have logged in to their own Microsoft 365 account whilst editing a word document, for example, it will show that they modified the document.

 

Q. Is there a timeline on when Clik can be totally cloud-based?

A. Not currently.

 

Email Templates

Q. Can we send info ref jobs directly to the engineer?

A. Yes, you can. There are a few ways you could do this.

You could use SharePoint to send documents to an engineer using Clik Remote. Or you can email your engineer from a job sheet in Clik Service. Go to the ‘Engineers’ tab and select ‘Email’ or go to Tools > Email > Blank Email.

 

Q. Are the users of Clik Remote able to email the office staff and/or client with any questions relating to the job in hand?

A. In Clik Remote, an engineer can go to Actions > Email to send communication to the office or client using an email template.

 

Q. Could the blank email and send template options be swapped around?

A. Unfortunately, this is currently how it is displayed, so there is currently no option to change this.

 

Q. Can these invoices be linked to Sage accounts?

A. Yes, you can post all invoices from Clik Service to Sage. Check out our Sage support articles on our website for more information on how to do this.

 

Q. Can it be linked with Xero accounts?

A. Yes, you can also post invoices from Clik Service to Xero. Check out our Xero support articles for more information on how to set this up.

 

Q. Can the email send uploaded subcontractor documents, or do the PDFs always need to be produced in the template editor?

A. You can include attachments, including PDFs, when emailing in Clik Service. Or you could untick the option to add print templates when creating your email template

 

Q. Can you add an additional attachment that is not in templates?

A. Yes, similarly to the question above, you can select your attachments when sending emails in Clik Service. Do this by going to Tools > Email and then clicking on the folder icon next to attachments to find your additional PDF or document.

 

Q. Do we need to use the new template editor in order to use the advanced emailing features?

A. You will need to be using the new template editor if you wish to attach multiple templates as a single file. Check out our overview video for more information on using the new print template editor.

 

Q. Will the original template editor be supported for a while longer?

A. Yes, we do not currently have plans to decommission the old template editor yet.

 

Q. Are there plans in future to have the attach button from email popup look at the Documents tab, and see PDFs already attached in there?

A. Not currently, but we will raise this with our team to look into.

 

Q. How do you assign your signature to the bottom of the email?

A. Once connecting your Microsoft 365 account, you can add your signature to appear atomically when you create an email. To do this, go to Settings > Settings > Communication > Office 365 then click on ‘New’ next to the signatures section. The full steps can be found in our Setting up Outlook signatures support article.

 

Q. Do the emails show in Office 365 sent folder?

A. Yes. After connecting to your Microsoft 365 account, any emails sent from that address will also show in the Outlook sent folder.

 

Creating Contracts From Quotes

Q. Is there a print template for service contracts?

A. There are some basic default ones in Clik Service, yes. If you do want something more custom created, please get in touch with your account manager.

 

Q. Are you looking into auto-populating the scheduled visits for the contract rather than creating them manually?

A. You can create recurring visit schedules to automatically create the visits based on your selected start and end dates. Take a look at our automated schedule visits article for more information on setting this up.

 

Q. Is there any limit to the number of quotes we can assign to a contract e.g., a full year of repair quotes? Would this pull through all the PO costs from all these quotes, viewable via the contract?

A. The POs can only come from job sheets linked to the contract, not quotes. You can always link the items from quotes to the job sheets created from the contract and raise the PO from a job sheet.

 

Q. Can you bulk send service contracts?

A. No, unfortunately, that is not possible.

 

Q. Can you get reminders 1 month before the contract is due for renewal?

A. Yes, you can set up reminders for contracts in the ‘Reminders’ tab of a contract. See our setting contract reminders article for the full steps on how to do this.

 

If you encounter any issues with these new features, please contact our support team.