RB User Guide > Calendar > Send Future Calendar

Sending clients their job calendars

RB9 only

A valuable service you can provide to clients with virtually no effort on your part: Sending clients their future job calendars by email so they can keep track of upcoming jobs.

1. View future calendar

   1. Calendar > Send Future Calendar
   2. Click in the Search By pane to see all upcoming jobs in your calendar for the next 30 days, or use the Search By filters to restrict the results before clicking :

      • Send To

        Default is Firm. Will display upcoming jobs by firm in descending order of number of jobs scheduled.

        Select Contact to view jobs by contact.

      • Firm

        Limit results to a single firm by selecting the firm (see Searching in RB).

      • Contact

        Default is ALL. To limit results to single contact at a firm, select the firm first, then select the contact from that firm in the drop-down.

      • *Job Date From/*Job Date To

        Required. Job date default is from tomorrow to 30 days in the future. Change date range, if desired (see Date Navigator).

      • Job Status

        Stage the job is in, e.g., New or Cancelled. Default is ALL. Click to restrict the results (see Lookup panel). Job status options are set in Lists > Jobs.

      • Case

        Click to look up and select a case (see Looking up cases).

      • Business Units

        Profit centers or parts of your business you track separately. Default is ALL. Click to restrict search to jobs tied to specific BUs (see Lookup panel). BUs are set in Business Units.

2. Prepare results

   In the results pane, check the box(es) of the firm(s)/contact(s) you wish to send future calendars to.

   • If you want to preview a client’s job calendar, click the hyperlinked number in the Total Jobs column.
   • If a result does not have a checkbox, the firm/contact is missing an email address in their profile. Click the hyperlinked name to add their email address to their profile.

3. Send email

   1. Click Send.

      In the Options popup, click Show mail composer to select Yes if you want to preview and/or edit the message accompanying the job calendar. You can also add/delete files to the email. See Emailing from RB.

   2. Select a different email address in the From drop-down if you don’t want to send the email from default address shown. Email addresses and the default are set in System Preferences > General > Email.
   3. Click OK. RB9 sends the email with the job calendar as a PDF attachment and logs the email in the Email Log. Then click OK again in the popup that appears when the email is sent.

Reference

• Date Navigator
• Lists
• Business Units
• General > Email preferences
• Email Log

Step-by-step instructions

• Searching in RB
• Customizing lists
• Emailing from RB