Submissions

  • Rep Name is not populating in People 'List View' column

    *You must be FastGem Support in order to access the features necessary 

     

    • Login to back end (Admin FastGem) . Click on 'Form Management' in the control panel. (See below)
    • Select the correct order form from the list provided. (As an example, we are using 'Updated Order Form' in our Demo instance) 
    • Look for the field titled 'rep_id' in the bottom 'Hidden Fields' row. 
    • This field should be published (If not, be sure and publish it). 
    • It should also be displayed (as shown above) in PHP CODE. 

     

    **The following steps are very important to follow precisely. If you do not follow EXACTLY as written, you risk causing even more complications to the code on the order form. 

     

    • In a separate tab, login to the back end of an instance where the Rep name is displaying appropriately on the form and repeat the above steps in that instance. You will be using this as a reference to assist you in the upcoming procedure. 
    • Click on the 'edit' button for the 'rep_id' field. 
    • Click on the 'HTML' tab
    • **PAY ATTENTION!
    • Click the 'Code' tab. Then, click 'Close'. DO NOT CLICK SAVE!  
    • Now, reopen the field. The code should contain NO ampersands. Copy the code you see. There should be no ampersands in the code. 
    • **DO NOT CLICK SAVE. JUST CLICK CLOSE. YOU CAN CLOSE THE CURRENT TAB. 

     

    • Open the other tab with the form you are actually editing. Click on 'edit' in the 'rep_namer' field.  Repeat the same steps above (Edit, Code, Close DO NOT SAVE) Then, reopen. 
    • Erase the code and paste what you copied from the working order form into the box. Be sure you remain in the 'Code' tab and press save. 
    • Go test the form to make sure Rep Name is now visible when accessing order form. 
  • Accessing & Using Order Forms Video

  • Accessing & Utilizing the Action Log

    Accessing Action Logs

     

    • Accessing From Orders>People>Action Log Icon: 

     

    • Accessing from Orders>People>Plus Icon>Log Icon:

     

    • Accessing from Orders>People>Plus Sign>Edit Icon>Action Log:

     

     

    Utilizing Action Logs

     

    • Type in to search or scroll and select the 'Action Log Type' (i.e. Note, Inbound Call, Outbound, etc.):
    • Type in whatever notes you need to regarding the subject matter. Click save. The notes will permanently save in the action log below the 'Notes' field.: 
    • Always be sure and 'Save' or 'Save & Close' your work before exiting the 'Edit' view. 

     

    **You can also view/edit/utilize action logs via Orders>Work Orders and following the same steps as you would in 'People'. 

    ** When/if a customer responds to a text message sent from Action Log, it will appear in the QC log (Quality Control tab) 

    **To configure Texting templates and Note types for Action Log, you must have administrative permissions/user group. Login to back end (ADMIN) FastGem, go to Config>Quality Control to add/remove/edit Note types. Go to Config>Twilio to edit texting templates. 

     

     

     

     

  • Converting a Lead into a Customer

    You can convert Leads in FastGem into Customers by changing the Workflow status (Status of the Lead/Customer) to a 'Passing' status. Statuses can be customized by contacting Support at 504-383-0602. 

    See the screen recording provided below (click the link) to get a visual explanation on doing this one of two ways. 

    Leads can also be converted from the Overlay tools by putting the work flow status to a passing status from the overlay. 

     

    Converting Leads into Customers

  • Editing Submission Data Content

    1. Login to FastGem (Front End) 
    2. Click on the 'Submissions' tab. 
    3. Find the customer name whose data you need to edit. (Jane Doe used as an example)Click on it. 
    4. Find the 'Edit button'. Click it. Change whatever submission information you need to change, and then, click on Save.' 
    5. Click the 'back' button to return to the main Submissions page. 


  • How To Hide Select People/Work Order Status from a Selected User Group

    YOU MUST BE AN INTERNAL USER WITH MANAGE USER PERMISSIONS TO ACCESS THIS FEATURE

     

    THIS FEATURE ALLOWS YOU TO SELECT WHICH STATUSES A USER WITH EDIT PERMISSIONS HAS AS A SELECTIVE OPTION WHEN EDITING SUBMISSIONS/APPOINTMENTS. YOU CAN HIDE CERTAIN STATUSES FROM THEM WHILE EDITING BY COMPLETING THE FOLLOWING STEPS: 

    1. Login to ADMIN FastGem. 
    2. Click on 'Config.' 
    3. Click on 'Content Types.' 
    4. Click on 'Click Here to Edit' next to 'Submission Status' or 'Appointment Status' 
    5. Scroll to the status you want to hide and view the field in the  'HIDE from These Groups' column. Select the User Group in which you want to disable access to during editing. 
    6. Click the blue 'Done' button. Then, Click the green 'Save' button to finish.  
  • How to Setup Form Notifications (ADMIN E-mails)

    1. Login to ADMIN FastGem. Click on 'FORM MANAGEMENT'. 
    2. Click on the form that you are wanting to receive e-mail notifications for. (As an example- we will use the 'Service Order Form') 
    3. Click on 'Form Properties'. 
    4. Click on 'ADMIN EMAILS' in the left hand margin.
    5. Scroll to the 'TO' field under 'Recipient' Type in the user e-mail that you are wanting to receive the notifications at. 
    6. Click on the green 'Save' button at the top left of the screen.
    7. You can submit a test submission of the form you've edited to make sure everything is working properly. All done. 
  • Inserting Order form in emails, texts, messages, in ads, website, etc.

    1. Login to FastGem (Front-end). 

    2. Hover over 'Forms.' Click 'Service Order Form' 

    3. Copy & Paste Link to customer. 


    3. Copy & Paste Link in the address bar to customer, in an e-mail, text, etc. Anywhere this link is inserted or applied, it will lead whoever clicks on it directly to your customized order form! 


  • Manually adding Lead to frontend FastGem

    1. From your FastGem Home Screen menu, go to: Orders>Leads
    2. Click on the 'Add Item' button at the top of the screen. 
    3. Once you've entered in the information necessary to process this lead, click on 'Save' (If you need to remain within the record's 'Edit' view to add notes, etc. Click 'Save and Close' to Save the lead information and Close the record for now. 

     

    Manually Adding Lead to FastGem <---- CLICK TO SEE A QUICK VIDEO EXPLAINER!

  • MENU EDITING: TROUBLESHOOT: Form isn't Displaying as an Option on FastGem Menu

    YOU MUST BE AN INTERNAL USER WITH ADMIN PERMISSIONS TO ACCESS THIS FEATURE!

    1. Login to ADMIN. 
    2. At the top of the screen, click on 'Menus' Then, click on 'All Menu Items'. 
    3. Scroll through the different options until you see 'FORMS' and then, underneath, should be the name of the specific form you are missing. (As an example, we are using the 'Service Order Form'. 
    4. Click into the checkbox to the left of 'Service Order Form' or whichever form you are needing to put into front end. 
    5. Click the 'PUBLISH' icon at the top of the screen. All done!
  • MENUS: How to Rearrange Menu Columns

    IN THIS ARTICLE- YOU WILL SEE EXAMPLES SHOWING YOU HOW TO REARRANGE THE COLUMN ITEMS IN ANY GIVEN TAB ON YOUR FRONT END FASTGEM'S MAIN MENU SELECTION.

    **Video included as well as Step by Step instructions. 

     

     

     STEP BY STEP : 

     

     

     (IN THIS ARTICLE, WE CHOSE TO USE 'SUBMISSIONS' TAB COLUMNS AS AN EXAMPLE.) 

     

    <------- CHANGING THE ARRANGEMENT OF THESE OPTIONS

     

     

    FOLLOW THE STEPS GIVEN BELOW: 

    1. Click on 'Menu' at top of page, Click on 'All Menu Items'. 
    2. (In this training article, we are using the 'Submissions' tab menu option as an example in utilizing this information.) Click on 'SUBMISSIONS'
    3. CLICK ON THE 'OPTIONS' TAB. 
    4. SELECT THE FIELD COLUMN YOU WANT TO MOVE/REARRANGE BY CLICKING THE BLUE COMPASS ICON AND DRAGGING THE COLUMN FIELD WHERE YOU WANT IT TO APPEAR ON THE FRONT END MENU (i.e. IF YOU WANT 'FULL NAME' TO BE LOCATED TO THE LEFT OF THE 'STATE' COLUMN IN THE FRONT SUBMISSIONS TAB, YOU WOULD DRAG IT TO THE SPACE ABOVE THE STATE FIELD IN BACK END)    CLICK 'SAVE' or 'SAVE AND CLOSE' TO FINISH. 
    5. CHECK FRONT END FOR CONSISTENCY. 

     

  • Problem: After form submission, data doesn't show up in FastGem.

    Problem: After form submission, data doesn't show up in FastGem.

    Resolution: 

    1. Login into FastGem Admin. 

    2. Click on the FastGem Diamond in the upper, left hand corner of the screen. 


    3. Click on 'Form Management.'


    4. Scroll to the correct order form title and Click on it. 


    .5. Scroll to the very bottom of the following page and take note of the AUTH key. DO NOT MAKE ANY CHANGES! You will need this information to compare on the following steps.