Communicating with other users
  • 22 Dec 2021
  • 8 Minutes To Read
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Communicating with other users

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There are two ways to send and share information with colleagues; assigning tasks and using automated notifications where the recipient has been set to a user, such as the credit officer. Both methods are fully tracked in the Mambu system, with all tasks and communications accessible from both the client and user views.

Tasks

Tasks are used to keep track of to-dos in Mambu. They are assigned to system users and can be linked to specific clients or groups. Tasks facilitate workflows and daily activity management across teams since activities that need to be performed can be easily assigned, followed up on and marked as complete. You can create tasks for yourself or assign them to other team members.

Access to other branch's tasks

If you have access to other branches, you can view and create tasks for those branches by selecting that branch in the menu in the top left. If you only have access to one branch, you cannot view tasks from any other branch.

Creating new tasks

Tasks can be created from the dashboard, from a client's profile or from the top bar task indicator.

To create a task from the dashboard:

  1. In the Your Tasks section, select New Task.
  2. Enter all the information in the Creating Task dialog.
  3. Select Save Task.

Create Task from Dashboard

To create a task from the clients' profile:

  1. Go to the client profile page.
  2. Select New Task.
  3. Enter all the information in the Creating Task dialog.
  4. Select Save Task.

Create Task from Clients' profile

Please Note
When a task is created from a client or group's profile, the task will be automatically linked to them. The task is immediately stored in the client's profile.

To create a task from the top bar task indicator:

  1. Select the task option in the top bar.
  2. Select New Task.
  3. Enter all the information in the Creating Task dialog.
  4. Select Save Task.

Create task from task option in top bar.

When creating a task there are different fields.

  • Description: this is a mandatory field and it's basically what the user who the task is assigned to should do. The description should be short, such as "Evaluate client's business", "Follow up on late repayment".
  • Linked To: if the task is related to a client or a group, you can add their name here. Then the user who reads the task will know that the action should be taken on that specific client or group.
  • Assigned To: the user who should complete the task. Can be yourself or another user in the system.
  • Due Date: when the task should be completed.
  • Notes: any details the assignee might need to complete the task can be added here as notes.
  • Apply Template: select a template from the list.

Creating Task form with Summary, Linked To, Assiged To, Due Date and Notes fields.

Task templates

Templates can be created for common tasks to speed up the workflow by automatically filling in information based on placeholders.

Creating task templates

To create a task template:

  1. Go to Administration > Templates > Tasks.
  2. Select Add Template.
  3. In the Creating A New Task Template dialog, enter all the necessary information. For more information on the fields, see Fields for task templates below.
  4. Select Save Changes.

Task templates fields

Field Description Required
Name The name for the task template. Must be unique and have a maximum length of 255 characters.
Target The target for the task, can either be clients or groups. Select the target to view the Placeholder dropdown, which is populated with the relevant placeholders.
Contents The description of the task. Consists of text, links, images, or placeholders.
Placeholder A dropdown to select placeholders to include in the content of the task template. The Placeholder dropdown appears only after selecting the target of the task, as it depends on whether client or group is chosen.

Finding and completing tasks

Finding tasks

Tasks assigned to a user can be found in three places.

  • The Dashboard: In the task panel on the right side. The number of overdue, upcoming and tasks due today can be seen, as well as the tasks corresponding to each category.
  • The task number option in the top bar: The number beside the search box shows the number of tasks due; clicking it will show the task list.
  • All tasks view: Which can be accessed both from the dashboard or the Task option. For details on how to filter tasks please see the Filtering tasks section below.
  • API call: using the GET /api/tasks call. The call returns tasks for the assigned branch or branches on which the user has access.

Completing tasks

To complete a task, open the task, check the box associated to that task.

Completed tasks will be automatically checked out, but stored under the user's activity feed as well as under the client or group it was linked to, if that was the case.

To reopen a completed task, click on the check box beside the completed task.

Completing tasks from Dashboard view

If your company requires a log of actions taken, you can easily edit a task before closing it in order to add additional notes, such as steps taken or feedback from the client.

Filtering tasks

Tasks can be filtered in the same way as other Mambu items such as clients and loans. To start filtering tasks, select All Tasks, from either the dashboard or top bar task option.

Creating a task filter

  1. Click on the Filter dropdown
  2. Select Add New Filter if the filter will be stored for later use, or Custom Filter for a one-time filter.
  3. Select the filters to be used and define their conditions.
  4. Save.

Using a previously saved filter

  1. Click on the Filter dropdown.
  2. Select the previously saved filter.

Creating a new column preset

  1. Click on Custom Columns.
  2. Add new column preset.
  3. Select the desired columns and give the preset a name.

Using a previously saved column preset

  1. Click on Custom Columns.
  2. Select the previously saved preset.

Editing columns on-the-fly

  1. Click on Edit Columns.
  2. Select and arrange columns as required.

All tasks button from dashboard and Tasks view


Editing and deleting tasks

A task can be Edited or Deleted by clicking on the Actions button and by selecting the desired option.

Actions button with Edit and Deleted options

Please be Aware
After deleting a task it will not be possible to open it again and, in case it was linked to a client or group, it will disappear from their task history so it could be better to simply mark a task as complete with a note to say why it was not completed in order to maintain full accountability.

Sending notifications to credit officers

When creating automated email and SMS notifications you can select the Credit Officer as the Recipient so that they receive an Email or SMS notification based on the conditions set for the notification and the triggering event. If Opt Out is selected, all Credit Officers will be automatically subscribed to the notification, whereas if Opt In is used, the Credit Officer can choose to subscribe themselves to the notification from their profile.


Users can also send automated notifications (SMS or Email) to other users. This can be useful since some changes in clients' accounts need to be known by other members of staff as well, therefore notifications can be sent not only to the client but also, for example, to the user managing the account.

In order for an SMS or Email to be sent to other users that are not Credit Officers, the user has to be associated with the Client. This can be achieved through Custom Fields with the User Link type.

The same Opt-in and Opt-out behavior will apply as described above for Credit Officers. Any User Link custom field defined at the Client level can be used for notifications.

Example

  1. For our example we will create a new Custom Field Set "Email Notifications" for Clients and add under it a custom field "Subscribed Users". The field set can be optional or required, depending on business needs.

Sending notifications through Custom Fields

Note - the print screen shows a free text field type.

  1. When creating a new notification for users, under Recipient we will notice the newly created custom field "Subscribed Users" available for selection. Continue defining the conditions for the notification template, as for any other notification sent to clients.

Conditions screen where Target, Clients and other conditions can be set when creating the Notification (SMS, Email or Webhook)

  1. When creating/editing a new Client, the new Custom field set we created will be available and will allow selecting the user who will receive the email notification when the conditions defined on the notification template are met.

Create Client - Email Notifications section

Please Note
Only custom fields of type, User Link, defined for a Client can be used for notifications. Any other user link custom fields defined for Accounts, Branches, Users etc will not be available when defining notifications.

Other uses

When using User Link custom fields for sending notifications you can customize the notifications sent to users in multiple ways:

  • You can create several custom fields of User Link type so as to assign a notification to multiple users
  • You can create different custom fields for different types of notifications and users in your organizations; for example you can create a custom field for Supervisor and a custom field for Collections Agent, then, when creating notifications you can define one for the Supervisor on Client Creation event, which will notify them anytime a new client is created and another notification for Collections Agent on Account in Arrears event which will send a notification to the collections agent when the account goes into arrears.
  • You can define a new custom field set for email notifications (like in our example above) or use existing field sets at the Client level and just add a new User Link custom field type under it for subscribing users.
  • You can make the custom field Required, so as to enforce user selection upon Client creation / editing.

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