Release 1.5.2 (22-5-2017) - Tasks on requests, publish messages, timeline filter, customize request created email

New features in this release:

Track work needed on a request using tasks

Overview: You can now add tasks to track individual actions that need to be taken on a request. This feature can be used by individual users who want to track actions they need to take, or by a Point of Contact who wants to plan out all steps that need to be taken on a request. We recommend checking with your process owner about how they would like tasks to be used before adding them to requests.

How to use this feature: Below the Staff section of each request you’ll now see a new Tasks section. Click the Add Task (Screen_Shot_2017-05-18_at_3.38.19_PM.png) button next to Tasks to create a new task. Each task includes a description, an assignee, and a due date. Once a task is marked as complete it will be crossed out and moved to the bottom of the task list. In addition, there is a new Task page that lists all Tasks on all requests that you have access to. You can access it by clicking on the new Tasks link at the top of the page.

Things to be aware of:

  • Tasks are only visible internally. They are not visible to the requester or the public.
  • Any staff user with access to a request can add, assign, and complete a task. Any changes made to a task are included in the timeline.
  • Tasks can only be assigned to users who are already on the request either as Point of Contact or Support Staff.
  • Support Staff on a request will receive overdue/due soon notifications for tasks that are assigned to them. The Point of Contact for a request will receive overdue/due soon notifications for all tasks on that request.
  • The due soon range for tasks is the same as for requests. So if your portal has a 3 day due-soon period for requests, then a task will be marked due soon 3 days before it is due

Publish external messages and update the visibility of any message

Overview: You can now change the visibility of a message once it has been posted to a request. In addition to being able to switch a message between internal and external, you can now make a message completely public so that anybody who can view the request can view the message.

How to use this feature: After a message (internal or external) has been posted, look for the message in the timeline. Click the new Update Visibility icon (eyeball_on_white_background.png) on the right hand side of the message entry. Select your preferred visibility (Public, Requester + Staff, or Staff Only) and click SAVE.

How to continue what you were doing before: The process for posting a message has not changed. You still choose whether to create a message as internal (staff only) or external (requester+staff only).

Things to be aware of:

  • If you post a message as internal and then change the visibility to either Requester + Staff or Public the requester will receive an email notification
  • Messages that were posted by the Requester will be identified as 'by the requester' and will not show the requester's name.

Filter the timeline

Overview: NextRequest tracks every action taken on a request in the request timeline. While this timeline is a key audit trail for the request, the thoroughness of the record can make it hard to locate a particular piece of information. To help you focus in just on the information that is important at that moment, we've added the ability to filter the timeline by type of action.

How to use this feature: At the top of timeline you'll see a new Filter option:
Click the box and select the filter that you want to apply from the drop-down menu. You can apply as many filters you want. To remove the filters click the x in each tag or select 'All' from the filter drop-down menu.

Things to be aware of:

  • The filters will persist across multiple requests during a session. So if you apply filters and then navigate to a different request, the filters will stay applied.

Customize the request created notification email (Admins only)

Overview: NextRequest automatically sends an email to a requester after they submit a request. This email notifies them that their request was created and provides information about how to access their NextRequest account and update the request. You can now add your own customized text to the email to inform the requester about when they can expect their documents, possible fees, or any other information you think is important

How to use this feature: When you go to the Templates tab in the Admin section, you will see a new column "Initial Contact". Click the radio button next to the template you want to use. The text from the template will be included in the request created notification email. When you select the template you will have the option of sending an copy of the email to yourself to see how it looks. You can also click on a template name on the list at any point to pull up the template detail page where you can generate a preview email.

How to continue doing what you were doing before: If you don't want to include any custom text in the request created notification email, don't select any template in the Initial Contact column. If no template is selected then the regular request created email will be sent.