Quidity End User Processes -cheatsheet

LOGGING IN 

Log in with username = your email and password assigned to you.  

TASKS 

Inbox, Sent Tasks, Completed Tasks and All Tasks have similar functions 

 

Inbox	Sent Tasks	Completed Tasks	All Tasks
Tasks>Inbox>Search	Tasks>Sent Tasks>Search	Tasks>Completed>Search	Tasks>All>Search
Tasks> Inbox>Details	Tasks>Sent Tasks>Details	Tasks>Completed>Details	Tasks>All>Details
Tasks> Inbox>View Image	Tasks>Sent Tasks>View Image	Tasks>Completed>View Image	Tasks>All>View Image
Tasks> Inbox>Reassign	Tasks>Sent Tasks>Reassign
Tasks> Inbox >Create report	Tasks>Sent Items>Create report	Tasks>Completed>Create Report	Tasks>All>Create Report

 

SEARCH: - Input selection criteria - any combination of Record ID: Subject: Assigned By: Assigned by Surname: From Organization: Activation date: Target date: Record date: Sent Date: Returned Date: 

DETAILS: see (but not edit) the task details and associated record details. 

VIEW IMAGE: See the image or download the document  

COMPLETE: Complete tasks are no longer reported as outstanding (pending) 

RE-ASSIGN: If a task requires someone else’s attention, it can be reassigned to them using the “Reassign” Button. 

DIARISE: Diarise offers a way for a user to ‘park’ a task until a given future date.  

COMMENT: Add additional comment to the record using the Comment button. 

CREATE REPORT: Create reports of completed or pending tasks for a department, a user, a time period as required to monitor tasks. Use Search prior to Create Report to choose the tasks you want to see. 

RECORDS 

Records are captured electronically, allocated to a Record Class (Document, Resolution etc) assigned a File Reference and made available centrally for you to  search and retrieve, distribute electronically to staff as Tasks, etc. 

Documents Management 

Records>Documents 

Resolutions Management  

Resolutions are held as a separate class of records, and are generally UPLOADED using the Batch process. They can be edited viewed and managed on this grid. 

Records>Resolutions 

Complaints Management 

Records>Complaints 

Contracts Management 

Records>Contracts> 

FILES 

FILE PLAN 

Files>Pile Plan 

FILE VOLUME 

Files>File Volumes 

 

UTILITIES 

MY DETAILS To change your Password or personal details. If you have forgotten your password, contact Records department to reset your password. 

Utilities>My Details 

USER GROUPS Creating groups simplifies the assignment process –  

maintain groups of users to whom you regularly re-assign tasks. 

Utilities>User Groups 

 

REPORTS  

Create reports of completed or pending tasks for a department, a user, or a time period as required to monitor tasks. Use Search before you Create Report, to choose the tasks you want in the report. 

Reports>Tasks per User (Complete) 

Reports>Tasks per User (Pending) 

Records>Tasks per User()>Search 

A Search can be done on any combination of Record ID: Assigned To: Department Code: Activation Date: Target Date: Completion Date 

 

ADMINISTRATION 

Tables and Dropdown Boxes 

Throughout The Administrator some fields are presented with a grey box to the right of the field containing a down-arrow. Clicking on this “dropdown box” will display the permissible options for that field from which you need to choose. This both simplifies the input process and ensures data consistency. These input alternatives are maintained here by Records Dept. You can view the following:  

Administration>Job Titles 

Administration>Users