FAQ

Explaining `Originators`In the platform, we see a primary relationship between the actual work entered on the system, the System Administrator(s) and the Originator . The Originator is the body responsible for supplying work and is therefore given extra functionality to ensure the work entered completes successfully. In this respect, an Originator can be a person, company, organisation or a department. They can be external or internal to the System Administrators. There is a special relationship between an Originator and a Sub Originator i.e. a network where an Originator can have more people operating under their management to supply work. In your Contacts list, you could have people with a role of Originator but a Member of a Originator role-based organisation without the Team Leader tag and hence deemed to operate independently but under the management of their parent (member of) organisation. Therefore, an Originator can see work supplied by themselves and also their team of sub-Originator
What is a Role ? Stage on the Pipeline and then delegate the specific person or organisation for each work item. The principle Role is 'Administrator' and persons representing this role have full access to all functions. The second level is 'Manager' who have all 'Administrator' functions apart from 'Admin' capability. 'Sales' and 'Originator' roles are quite similar as both allow the uploading of work items. 'Originators' have further reports to monitor their work as they are are seen as owners of the work. 'HostAgents' are a simple role that allow for editing of data only at a very basic level. Think of clerical staff. 'Client' role is specific to clients and gives them a simplified version with minimal functions to administer their tasks. These are the 'inbuilt' roles but of course you can add as many as you wish. Your roles (associate users) have the ability to move the pipeline along, add notes (descriptions), upload documents etc.
What is a Delegate ? A delegate is the actual allocation of a specific party to fulfil a Role.
Products - what is `Active Stage` ? This is the Stage that your work item becomes reality. It could be the very first stage, but it could be that after an 'enquiry', an agreement then is made and we go to a stage that then becomes a reality.
Products - what is `Stage Completed` ? This is the Stage that you consider to be the end of any financial implication and the end of the active side of the work. You may have residual tasks to do after this, but in terms of a work item that has concluded - this is the stage.
Products - what is `Client Completion Stage` ? This is the Stage that the Client's side of the work flow ends. For example, this could be a property move and after all fees have been paid and the account settled, that is possibly the Client's interest in the work finished. However, you may have some further internal processes to do yourselves, internally, after this.
Products - what is 'Nearing Completion Stage' ? This is simply a stage you elect to become a benchmark for your network to understand that the Cases at this stage are nearing completion. You could use this to escalate priority to push them over the finishing line.
Products - what is `Fees Paid Stage` ? This is the stage where you might choose for all fees and earnings to be distributed and end the financial side of the work. You might have some internal processes to complete after this stage, but fundamentally all financial aspects are over by the time this Stage moves on.
Bind Contacts - what does that mean ? Every role-based organisation should have a contact to represent them. This is called 'binding'. You may find that when you delegate a specific organisation to a case to fulfill a role you get a message when there is no contact representing them in the system. the platform will prevent you thus completing the delegation until you have a Contact in place. Complete the Registration process for a new contact, and then 'bind' them to their member organisation.
What is a Team Leader ?Every organisation that fulfils a role on the platform should have at least one contact and one with a status of `Team Leader`. Team Leaders have extensive notification from the platform as work progresses through the pipeline process they are responsible for.
What is 'Member of' ?Somebody (or an organisation) that belongs to a 'role'...they would be entered on the system and be 'members of' their parent organisation.
What is a Push Process (PP) ?This is a special notification from the platform that contains a link to move the process onto when your recipient clicks it. Hence, your recipient need not be an active user on the system, but peripheral and integral to the pipeline process. You can also set a minimum level of response before the process moves forward, in the box `Min Reqd To Move Process`. The default is 1. An example might be needing 5 staff to fulfil a weekend slot. With this technology, you could set `Min Reqd To Move Process` to 5 and email 50 or so recipients from a bank of applicable staff. Once 5 unique responses have been received, the process moves forward to your designated stage.
Entering Work - Sub IntroducerA Sub Introducer is entirely optional when entering work. It is included in the form to enable a Sub Introducer who is responsible for the work to have that relationship enabled, and allows the Introducer to further manage it on the sub introducer's behalf.
Default For Role Automatic AllocationYou can tell the platform which company is the default for a Role so that when work is entered onto the system, it automatically places the delegate into the pipeline process. Please ensure you only have one organisation responsible for a specific role. This functionality shows that preparing yourself for the platform is key to ensuring ease of use down the line. Once you have your Pipeline Processes established with the correct Roles, then having automatic delegation makes entry and manage of work very simple.
Alert Client on Pipeline ProcessesSometimes you need to tell the Client when the pipeline has arrived at a certain Stage. Although there are functions within the platform to inform the Client when pipeline stages, this adds another dimension. Your Client has their Portal Viewpoint, which tells them where their case is along the pipeline process. You can also tell the platform when their process ends under the 'Products' maintenance screen (look for Client Completion Stage). If your configuration is set up to allow for Client Notification, then ticking 'Alert Client' will ensure they also get the email when the pipeline arrives at this stage to raise awareness.
Push Process - why can't I see a Pipeline Stage to move the work onto ?Ensure you have at least one Pipeline process in place for the currently selected Product. If that is in place, it is important to understand that System Administrators see all the Pipelines, but Role-based Users see only the Pipelines that are allocated to them, and also for the next Stage onwards. So if you are a Role-based User and you have three processes allocated to your Role, you will Process Stages 2 and 3 available to you.
PayPalThis system comes equipped with full PayPal Classic functionality. You need to tell us your PayPal business email for us to configure it for you. You can access PayPal functions via the Details screen of your work items. At the bottom of the page click on the 'Send Fee' links for either Admin or Service to send links on that allow PayPal payments. The 'Admin' fee is a fixed fee that you will have in your configuration file. The 'Service' fee link is a manual entry link where your recipient can enter the amount you both agree on.
Why is an 'Originator' special ?An Originator is somebody who presents work onto the system. They could be integral to an organisation and just part of the main office staff, or they could be a separate body who feeds work in for payment. Either way, in understanding how the platform sees an Originator, alters the way you use this Role. the platform understands an Originator will want to see how all their work is progressing they have placed onto the system. Hence, you might delegate a department manager as an Originator for the work under his/her supervision. Think of an Originator as the second layer of importance in the User hierarchy, with System Administrator being the top. You can still delegate responsibility in your pipeline processes to an Originator.
I want a Dynamic Action (DA) to send an email with an attachment, how do I do this ?Dynamic Actions are amongst the most powerful facilities on the platform. With this technology, you can achieve total automation by having the system alert users of problems with process stages that are taking too long for example, or escalate work drift to other personnel other than those delegated for the stage role. There is one more facet to DAs though, and that is their ability to respond to a Push Process notification. For example, you can set up a DA to email out a contract by attaching it to an email. Click the box `Feed email addresses from Push Process claims` and the DA is then aware. You can now attach a document from your Referral Library and have it will then send an email as soon as the designated pipeline stage is activated.
Is it really that easy to use?The whole ethos of Adaworx is to make it as esy to use as possible. If you are at the "coalface" time is always of the essence but you cannot afford to make mistakes. Adaworx has your back! every eventuality is covered at the press of a button! It really is that simple!
Case AllocationsCase Allocations denote the specific delegation of a person or organisation to a role. For example, you might have a role 'Solicitor' in your application pipeline. When you enter work, you delegate the specific solicitor, which is saved in Case Allocations. Normally, you collect all the roles that are used in your business, and allocate Companies / Individuals to represent each role.
Quick Invoice creationThe platform has dynamic calculation capability which means she can trigger an action on a process stage and we can save the results to a holding value, case value etc. A Holding Value is the consequences of a calculation and we can store them against a case. We can also use them to rapidly build an Invoice. Click on a Case ('Show Details') and then on the Case Menu (top left) click 'Invoices/Fees'. Then click 'Create New Reference Holding Value'. It should now tell you that you are creating a Holding Value for the Case. You can now give it an applicable reference and the Feed In Value becomes the Invoice total. You can also enter detail for the invoice in the 'Content' box. If you hover over the toolbar, you can see many options, including the capability to enter a table if you want to itemise. Click on Create to submit the information. You are returned to the table of Invoices/Fees and you can now click on Invoice to download the Invoice.