Manage job requests

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

Microsoft Dynamics Marketing creates a job containing information provided by the user. A job request in Dynamics Marketing lets users (regular users, web portal users, and 'public' users) fill out an online form, which when submitted, creates a job. The job request displays a 'menu' that lists all the job request templates that are active in Dynamics Marketing.

To work with job requests, you must have Edit/View Job Requests privileges. To edit templates, you require Edit/View Job Request Templates privileges. More information: Work with user accounts and staff contacts.

Go to Projects > Job Management > Job Request Menu.

Dynamics Marketing opens the job request page in a new browser window.

System_CAPS_importantImportant

Be sure that your browser allows Dynamics Marketing to display pop-up windows or you will not be able to view the Job Request Menu.

Job request templates are organized by category on the Job Request Menu page:

  • Categories are listed in alphabetical order if the category's account is blank. If the account is not blank, categories are listed in alphabetical order by account and then by category name.

  • To upload an image for the category, choose the Browse button. More information: Create custom drop-down values and folders

  • On the Job Request menu, choose the request you want to make.

You can set up job requests quickly by using templates. Job request templates help you reuse job requests if they are similar and are used repeatedly. You can create these templates according to your organization’s needs and reuse them quickly when you need them again.

  1. Choose the New button New button.

    Dynamics Marketing displays a blank job request template page.

  2. Enter the information.

    Field

    Description

    Active

    If a template's status is set to inactive, the template is no longer available to requesters.

    Request Type

    Enter the request type or name of the job request template. For example, if the template is to be used for requesting a new brochure, an appropriate request type would be 'New Brochure'. Request types must be unique.

    Job Status

    When a job request is submitted, Dynamics Marketing creates a job. The Job Status pull-down menu lets you specify the initial status of the job that is created.

    Company

    Select a default company/client that the job request is for. (Optional.)

    Estimated Duration (Days)

    Enter the estimated number of days it takes to complete this type of project from submission to completion. The number of days is used to give the requester an estimated completion date. An entry is not required. If the entry is blank (or 0), the system won’t be able to estimate the completion date automatically when the user submits a job request.

    Report Template

    Select a report template if you want a report to be sent in PDF format as an attachment to the job request confirmation email message. (Optional.)

    Report Folder

    Select a report folder if you want the report to be saved as a file in the Dynamics Marketing database and attached to the job. By default the report is saved in the Job Folder. Users can select the file folder or sub-folder instead (see below).

    Description

    Enter a description of the job request template.  (Optional.)

    Category

    You can group job request templates by category. Job requests are displayed on the Job Request menu page, in alphabetical order by request template name within the category. (Optional.) More information: Create custom drop-down values and folders

    Job Template

    Job request templates use job templates to create a job when a user submits a job request. Select the job template that the job request template will use; when a job template is specified, it enables the new job to automatically execute the workflow of that job template.

    User defined fields

    You can specify job templates using conditional ("If/then") logic. For example, when Print on Demand  is þ and Date Extension is þ  then use Template XYZ. The following User Defined Fields are supported:

    • User Defined Field 23 (check box): if the check box is checked on the job request the template will be used.

    • User Defined Field 10 (Category): if the category value specified by the user on the job request matches the category value specified by the user on the job request template then the specified job template will be used.

    • User Defined Field 38 (check box): if the check box is checked on the job request the template will be used.

    • User Defined Field 40 (Category): if the category value specified by the user on the job request matches the category value specified by the user on the job request template then the specified job template will be used.

    • User Defined Field 41 (Category Multi-select): if one of the category values specified by the user on the job request matches one of the category values specified on the job request template then the specified job template will be used. For example, if the user specifies Dogs and Elephants for this new multi-select category field on the job request and the job request template has Dogs and Cats, then the job template will be used because the job request specifies Dogs, which is one of the two categories specified on the job request template.

    System_CAPS_noteNote

    There is no validation for overlapping/conflicting criteria so the criteria will be processed in row-order shown from top to bottom and the job template associated with the first criteria (row) that matches the information specified by the user will be used. Also, all the UDFs must be active for the conditional logic to operate.

    File Folder/Sub folder

    Users can configure two file folders for each job request template that can be used to store the files uploaded by requesters:

    • By default, Dynamics Marketing creates a default folder for every Job (for example, if the Job's name is 'Home Page Banner' the file folder's name will be ''Home Page Banner" within the Dynamics Marketing Jobs folder). Shown as a folder path, this folder would look be: Files/Microsoft Dynamics Marketing/Jobs/Home Page Banner. By default Dynamics Marketing will link a copy of the report to the job in the job's default folder.

    In addition users can:

    • Specify a file folder within the job's default file folder (for example, if the job's name is 'Home Page Banner' and you specify 'Artwork' the file folder's name will be '"Artwork" within the 'Home Page Banner" folder). Shown as a folder path, this folder would look be: Files/Microsoft Dynamics Marketing/Jobs/Home Page Banner/Artwork.

    • Specify a sub-folder within the file folder (for example, if the Job's name is 'Home Page Banner' and you specify a file folder of 'Artwork' and a sub-folder of "Digital" the sub-folder's name will be "Digital" within the 'Artwork"  folder). Shown as a folder path, this folder would look be: Files/Microsoft Dynamics Marketing/Jobs/Home Page Banner/Artwork/Digital.

    File Access

    Specify the security privileges you want for the file folder and files uploaded into it. More information: Manage your digital assets

    Created By

    Dynamics Marketing logs the name of the user who created the template.

    Requirements

    Requirements are the questions that must be answered by the requester so that the job can be completed.  You can add an unlimited number of Requirements to each job request template.

    Contact Information

    It is important to know who is submitting the request. Dynamics Marketing uses the contact information to identify the contact who submitted the request. If the contact information matches that of an existing contact, Dynamics Marketing will link the request to the matching contact in its database. If the contact information doesn't match that of an existing contact, Dynamics Marketing will create a new client contact in its database.

    Use Job as Template

    The 'Use Job As Template' requirement is an advanced function that can save time and prevent data entry errors. The 'Use Job as Template' function enables users to specify an existing job and use the job's specifications as the default values for the job request template being specified.

System_CAPS_importantImportant

Once a job request has been submitted, it cannot be recalled, reviewed, edited or resubmitted.

  1. Choose the New button New button.

    Dynamics Marketing displays the New Requirement page.

  2. Enter the information.

    Field

    Description

    Active

    Choose the Active check box to make the requirement active. Uncheck the box to hide the requirement.

    Required

    Choose the Required check box to require users to enter or specify information.

    Group

    Enter the Requirement Group. The Requirement Group enables you to group requirements together to make your job request easier to use. For example, if you have four questions about paper that you want the requester to answer, you could create a group called Paper Requirements and enter Paper Requirements in the Group field on each requirement related to paper. (Optional.)

    Description

    Enter a description of the requirement that helps the requester successfully provide the information you need.

Field type

Dynamics Marketing enables users to select one of the following field types for each requirement:

  • Use Job as Template: lets users use information in an existing job to specify information in a new job request.

  • Product: Users may select a product.

  • Check box: Users can check a box.

  • Currency: Users may enter a monetary amount.

  • Date/Time: Users may select a Date and Time.

  • File (Upload): Users may upload a file and attach it to the job request. If the template includes a file folder, each uploaded file will be added to the folder(s) specified by the user.

  • File (Download): Users may upload files and attach them to the job request template. These files will appear on the Job Request page and can be used to provide forms that the requester can fill out and upload.

  • Multi-line Text: Users may enter a large amount of textual information.

  • Number: Users may enter numeric information.

  • Text: Users may enter 1 line of textual information.

  • Type: Users may select one or more values from a pull-down menu of values you specify). If you select 'Type' you will also be able to specify the following:

  • Multi-select: Choose this check box to enable users to select more than one value from the pull-down menu.

  • New Choice: Enter each value you want to enable users to choose and select the New button + .

  • Delete Choice: To delete a choice, select it in the Choices pull-down menu and choose Delete. You can view all of the pull-down menu choices by selecting the Choices list.

If you are using any Job User Defined Fields, when you create a new job request, Dynamics Marketing will display them on the Template page in a separate section beneath the Contact fields. To modify any of the User Defined Fields:

  1. Choose the Field.

    Dynamics Marketing displays the New Requirement page.

  2. Update any of the information.

  3. Choose Submit.

    System_CAPS_importantImportant

    If additional UDFs are activated after the job request template has been saved, they cannot be added to the job request. A new job request will have to be made.

When a user submits a job request:

  • Dynamics Marketing validates that all required information has been provided. Users cannot submit job requests until all required fields have been completed.

  • If the email address specified by the user matches an email address of a contact, Dynamics Marketing creates a job using the job template specified in the job request template and sets the ‘Requested’ by to the contact record for the user.

  • If the email address doesn’t match a contact, Dynamics Marketing creates a new client contact using the information provided by the user and creates a Job using the job template specified in the job request template and sets the ‘Requested by’ to the contact record for the user.

  • If the email address matches the email address of a contact but the other contact information doesn’t match, the other information is displayed in the job specifications of the job that is created.

  • The job's start date is set to the date that the job request was submitted and the due date and task dates are shifted accordingly.

  • All of the responses to the requirements are copied into the job specifications beneath any information already in the job specifications that were in the job template.

  • All files attached to the job request are attached to the job. Their security is set to View All Users/Edit All Users.

  • The requester is sent an email confirmation.

The confirmation email that is sent when a user submits a job request can be customized. The confirmation email is sent from the site's default email account, the same one used for alerts and other system-generated email alerts and warnings.

Subject

  1. Select the Subject Line format you would like to use:

    • Standard: The standard job request confirmation email subject line is ‘Job Request Confirmed - <Request Name> - Job Code: <Job Code>'

    • Text: This option lets users specify a text-only email subject line.

  2. Type in the information you want to be sent to the user. A complete listing of the information specified by the user will also be included in the body of the email beneath the information you enter into the Confirmation Email field.  if you do not enter information into the Confirmation Email field, Dynamics Marketing will send a 'standard' email confirmation.

    System_CAPS_noteNote

    Email subject lines cannot be more than 250 characters; the subject line will be truncated to fit permissible lengths.

Body

The body of the job request confirmation email contains a table that lists all the requirements and all the information specified by the user. It provides a confirmation that the job request was submitted and provides a snapshot of the information provided by the user.

The Report Template option lets users specify that a report is attached the job request confirmation email. To attach a file to the job request confirmation email, select the file from the drop-down menu. Dynamics Marketing doesn't provide a 'standard' job request confirmation report so the drop down menu won’t contain any options if a custom job request confirmation report hasn't been created.

The report template option lets users specify that the job request confirmation report is attached to the job that is created when the job request is submitted. The report is converted into PDF format. The report can be attached in one of three folders:

  • By default, Dynamics Marketing attaches a copy of the report to the job in the Job's default folder.

  • The job's default file folder (for example, if the job's name is 'Home Page Banner' and you specify 'Artwork', the file folder's name will be '"Artwork" within the 'Home Page Banner" folder). Shown as a folder path, this folder would be: Files/Microsoft Dynamics Marketing/Jobs/Home Page Banner/Artwork.

  • The sub-folder within the file folder (for example, if the job's name is 'Home Page Banner' and you specify a file folder of 'Artwork' and a sub-folder of "Digital" the sub-folder's name will be "Digital" within the 'Artwork"  folder). Shown as a folder path, this folder would be: Files/Microsoft Dynamics Marketing/Jobs/Home Page Banner/Artwork/Digital.

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