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The Key v6.0 How to Use Status Actions

How To Use Status Actions The Key’s ‘Status Actions’ are functions that initiate certain ‘actions’, including emails and task creation, driven from the updating of product statuses or other data changes.

User Permission In order to manage Status Actions, the user must have the relevant User Permission selected in User Details > Restrictions.

Figure 1: User Restrictions

Accessing Status Actions Click on Setup > Workflow in the Key menu, and from this screen select the Status Actions tab.

The Key v6.0 - How to Use Status Actions - February 2020

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Figure 2: Accessing Status Actions

Select the ‘Branch’ (if required). The ‘Action Occurs When’ drop-down will display the options to trigger a status action. Select the appropriate option and click ‘Add’ to create the action.

Figure 3: Status Action Triggers

Creating a Status Action: Tasks An action can be applied that automatically creates a Task. For example, select ‘Next Review Date changed’ in the ‘Action Occurs When’ dropdown and click Add. The ‘Status Action’ window will appear. Page 2 of 6

The Key v6.0 - How to Use Status Actions - February 2020


The Key v6.0 How to Use Status Actions

Figure 4: Status Action Setup

Select Task in the Type drop-down as shown above, and who the Task is for. This will be the Advisor, Admin or Secondary Admin attached to the relevant file. If allocating to an administrator they must be linked to the product to ensure the task is assigned correctly. Add a Description for the Task and in the Due field select how long before the new date the Task needs to be completed. Press OK to save the action.

Figure 5: Updated List of Status Actions

The action will appear for view as shown above. Multiple actions can be added against an occurrence by using the Add button. Each action can be edited or removed using the appropriate button.

Application of Task Status Action Following the example above, a Status Action is now associated when a Next Review Date is changed in Product Details.

The Key v6.0 - How to Use Status Actions - February 2020

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Figure 6: Next Review Date Field

A Task will be automatically created whenever a review date is changed as shown below.

Figure 7: Confirmation of Task Created

Creating a Status Action: Emails A Status Action can also be setup to send an email, as shown in the example below. Select Product Status Changes in the Action Occurs When drop-down to generate the additional fields below.

Figure 8: Status Action Setup

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The Key v6.0 - How to Use Status Actions - February 2020


The Key v6.0 How to Use Status Actions Choose a Product Type and Status from the drop-downs. This will dictate the status change that will initiate the automated email. For instance, select Mortgage and Submitted, then press Add.

Figure 9: Email Status Action

Select Email in the Type drop-down and use the For dropdown to designate the email recipient. The Subject is the title of the email. The Template dropdown is used to select a Letter template in the Key database. This can form the body of the email. Alternatively, the body of email can be typed into the Text box. However, a Letter template would be preferable as merge fields can be utilised (see next section).

Template Status Actions Letter Below is an example Letter you could upload to Setup > Letters for use in the Template dropdown of an email action. Dear <<CLIENT.FIRSTNAME_1>> <<Section1 Client.Title_2,<>,,;>>& <<CLIENT.FIRSTNAME_2>> <<EndSection1>> I am happy to inform you that your Mortgage application has been submitted. If you have any questions please get in touch at xxxxx <<MYDETAILS.FIRSTNAME>> <<MYDETAILS.SURNAME>> <<MYDETAILS.JOB_TITLE>> <<ADVISOR.BRANCH>>

The Key v6.0 - How to Use Status Actions - February 2020

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An example of the resultant email is shown below:

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The Key v6.0 - How to Use Status Actions - February 2020

Profile for Mortgage Brain

The Key v6.0 - How to Use Status Actions  

The Key’s ‘Status Actions’ are functions that initiate certain ‘actions’, including emails and task creation, driven from the updating of pr...

The Key v6.0 - How to Use Status Actions  

The Key’s ‘Status Actions’ are functions that initiate certain ‘actions’, including emails and task creation, driven from the updating of pr...

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