Notes and Tasks are common to all Fleetworks modules. They always work in the same way and are very similar but with an important difference.
A Note is an internal record that can have a timed Reminder associated with it. By default the timed reminder will generate an email to the Fleetworks user at the set date and time. We can change that as we will see later.
A Task can create an internal or external Reminder to a user, client or insurance company. All timed Reminders will be visible in the Tasks tab.
A Note is an internal comment on the claim, PCN, Chargeback etc. On its own it can simply be used to record any comments that you might want to refer to in the future such as a message left, a conversation, a promise of payment etc. To create a new Note go to the tab and click on New Note, enter the text and press save.
Additionally, you can create a specific reminder relating to a note. To do this tick the Set Reminder box and set the date and time when you want the reminder to be actioned.
You can view your Notes in the display. If you set a reminder then the reminder date will show as well.
Notes can be edited and deleted in the normal way.
The Tasks tab is split into two sections. The top of the screen will display all Upcoming (future) tasks. When Fleetworks has carried out the reminder, it will then be displayed on the lower half of the screen as a Completed Task. You can edit and delete reminders from here as well.
Would you like reminding once, daily, weekly or monthly?
The Tasks tab provides some additional functionality for your reminders. When you set the reminder in Notes you get one option for the date and time for that reminder. By viewing the reminder in the Tasks tab you can adjust the reminder and turn it in to a once only, daily, weekly or monthly reminder. These reminders will be sent to the Fleetworks user.
Tasks also allows you to set up repeats of previously sent system emails to your client or insurance company. For example, if you are viewing a PCN and the client has agreed to pay on a certain day then you can set a reminder for that date. Create a New Task and select the email from the list to send to the client, select the frequency, date and time and then save. Remember, the Reminders will only go internally to the user. Liability chasers, payment chasers and PCN chasers will go to the appropriate insurer or client.
For more details on using Reminders please see our Knowledge Base article.