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List Manager

Overview

Create Lists to track Customers and send them requests

Feature

 

The List Manager is used for grouping people who may be recipients of one or more requests.  The List Manager is particularly useful for:

  • Groups of people who are not otherwise held in your AR System Server
  • Groups who are surveyed repeatedly
  • Groups of people who will test your request
  • Groups you would like to create based on request results for future requests

Clicking List Manager from the Service Catalog Console displays the List Manager Console screen.

New Lists

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You can create lists in three ways:

  • A new list as a subset on another list
  • A new list from request results
  • A new simple list whose members are added manually

Creating a New List

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1.         Select Manage by: ”List” if it isn’t already selected.

2.         Click on New List

3.         A dialog will open asking what type of list to create. 

File:User:bpeterson/Kinetic_Request_User_Manual/image121.jpg

Figure: New List dialog

The following sub-sections will detail each list type.

Simple List

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1.         Clicking on Simple List from the New List dialog will bring you to the List Name dialog.

File:User:bpeterson/Kinetic_Request_User_Manual/image122.png

Figure: List Name dialog

2.         Type in a new List Name.

3.         Select a Category if applicable.  Categories are not mandatory.  Categories in the menu correspond to categories created for requests.

4.         Select a Status if needed.  By default, the Status is Active.

5.         Select an Assignee Group.  By selecting an assignee group, only those people (Request Managers) who belong to that group will be able to see your list. 

6.         Save the list.  

This list will now appear in your “Lists” menu, and you can add members to this list.  See Error! Reference source not found..

List from Submission Results

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You can view results from a request and generate a new list from those results.  Example:  You have a list that asks demographic information such as job role.  From that request, you may make new lists of people for each job role such as technicians, managers, executives, etc.

1.         Clicking on List From Submission Results from the New List dialog will bring you to the Dynamic List Creation dialog.

File:User:bpeterson/Kinetic_Request_User_Manual/image123.jpg

Figure: List Name dialog

2.         Select an item to Create List From:

·         All Members: This will select all request respondents that match the qualification you build

·         Existing List:  This will select only respondents that match the qualification you build AND are a part of an existing list that you specify via the List Name field and menu.

3.         Select a Template to pull results from from the menu.

4.         Create a Qualification.  You can select Answer Values or Request Base values (attributes of the respondent).  The qualification is a Remedy External qualification and needs to be formatted as such.

5.         Click Search.  All respondents matching the qualification (and list if specified) will be displayed. 

Note:  Only request respondents with a value in the Contact Info Value field will be shown.  This is typically an email or phone number and is used for the identifier for the contact.

6.         Select one or more respondents that match your qualificiation from the Respondents table that you want to include in your new list.

7.         Click Use Item(s).  The New List dialog appears (see Error! Reference source not found.). 

8.         Fill in the appropriate fields for your new list, and click Save.

9.         Your new list is created with the respondents you selected attached to this list.

List from Other Lists

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You can create lists as a subset of another existing list.  You may have a list that is all of your contacts, and then subset other lists by department or other information.

1.     Clicking on List From Other Lists from the New List dialog will bring you to the Create New List dialog.

File:User:bpeterson/Kinetic_Request_User_Manual/image124.jpg

Figure: New List from an Existing List

2.     Select an existing list from the List Name menu.  The members of the list appear in the table.

3.     Select one or more members from the existing list to add to your new list by highlighting them in the members table.

4.     Click Use Item(s).  The New List dialog appears (see Error! Reference source not found.). 

5.     Fill in the appropriate fields for your new list, and click Save.

6.     Your new list is created with the respondents you selected attached to this list.

Modifying/Deleting Lists

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Use the Modify List and Delete List buttons below the List Name field to modify or delete a selected list. 

Send Request to an Entire List

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You can easily send a request to an entire list. 

1.         Select Manage By: “List” at the top of the List Manager Console if it isn’t already selected.

2.         Select a list to send a request to from the List Name menu.

3.         Click on the Send button below the List Name field.

Note:  The Send Template to Member button below the members list table sends a survey to ONLY those members selected

File:User:bpeterson/Kinetic_Request_User_Manual/image125.jpg

Figure: Send Survey

4.         A dialog will appear.  Search for the template you want to send to the list by selecting a Category, Type and/or Status. 

5.         Highlight the message desired, and click Use Template.

Note:  At this point, request records will be created for your list for the specified service item. 

Before sending a survey from the List Manager, Kinetic Survey checks the number of surveys that will be created from this action.   If that number exceeds the configuration value “Max Batch Surveys”, a warning will be displayed to the user.


6.         The Message Template dialog appears.  Select the Message Template to invite participants to the request by selecting the message template in the table. 

Note: The Category of the List is automatically entered in the Search Category field and will only show message templates under that Category, or whose category is unspecified.

7.         Select Use Item to use the message template selected.

Note: If you want to create survey records for the list, but do not want to send invites, select Cancel, and no message template will be included and no invites sent.

8.         The dialog will close and a message confirming the survey(s) have been sent will appear.

Creating a New List Member

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1.         Click Manage by drop-down list and make a selection, either by List or by Member.

2.         To access an existing list, click on the List Name menu.

3.         The Members in List table populate with members (if any) for the selected List.

File:User:bpeterson/Kinetic_Request_User_Manual/image126.jpg

Figure: List Manager Console Screen

4.         Click Create Member. The List Member screen displays.

File:User:bpeterson/Kinetic_Request_User_Manual/image127.jpg

Figure: List Member Screen

5.         Enter data in the appropriate fields listed in the New Member dialog. First NameLast Name and Email/Phone are required.

Table: List Member Fields

Field Name

Description

Last Name

Enter member’s last name

Status

Select a Status from the drop-down list box.  Active is the default.

Contact ID

Enter an ID for this contact.  This could be an account number, employee ID or ID from another system.

First Name

Enter the member’s first name

Email/Phone

Enter an email address or phone number.  This is the key for this record.

Company Name

Enter the member’s company name

Company ID

Enter an ID for this company. This could be an account number or ID from another system.

6.         Click the Save button.

Modify an Existing Member

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1.     Highlight a List Member and click the Modify Member button.

2.     Make any changes to the fields from Error! Reference source not found..

3.     Click the Save button.

Send a Survey to One or More Members

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Using the Send Template to Member button below the members table will send a survey ONLY to the members selected in the table.

1.         Select one or more members from the members table.

2.         Click the Send Template to Member button below the member table. The Send Survey Templates dialog displays.

File:User:bpeterson/Kinetic_Request_User_Manual/image128.jpg

Figure: Search Service Items Templates Screen

3.         Select a Search Category and/or Search Type and/or Search Status from the drop-down list box.

4.         Click the Search button. Your results display in the fields of Error! Reference source not found..

File:User:bpeterson/Kinetic_Request_User_Manual/image129.jpg

Figure: Search Survey Results

5.         Click the Use Survey button to use this survey or the Close button is you want to change your survey parameters.

6.         Click the Clear button to start your search again.

7.         Highlight the template you want and click the Use Survey button. The Messaging Template Manager displays.

File:User:bpeterson/Kinetic_Request_User_Manual/image130.jpg

Figure: Messaging Template Manager Dialog

8.         Select the Message Template to invite participants to the survey by selecting the message template in the table. 

Note: The Category of the List is automatically entered in the Search Category field and will only show message templates under that Category, or whose category is unspecified.

9.         Select Use Item to use the message template selected.

Note: If you want to create survey records for the members selected, but do not want to send invites, select Cancel, and no message template will be included and no invites sent.

10.       The dialog will close and a message confirming the survey(s) have been sent will appear.

Other List Manager Functions

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Searching for Members

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You can search for members by Name, Email and other information.

1.         In the List Manager Console, select Manage by: “Member”

2.         Enter the critieria you want to search for in the six member fields.

3.         Click Search.

File:User:bpeterson/Kinetic_Request_User_Manual/image131.jpg

Figure: List Manager-Searching for a member

4.         The members matching your criteria are shown in the Matching Members table. 

Adding Lists to a Member

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From the List Manager console you can easily add and remove members from one or more lists.

1.         On the List Manager Console, select the member you want to modify.  This can be done through Manage by: “List” or “Member” and selecting a member from the Matching Members table.

2.         Select the Lists tab at the bottom third of the screen, if not already selected.

3.         Use the Add or Remove buttons to add a member to a selected list or remove a member from a list.

File:User:bpeterson/Kinetic_Request_User_Manual/image132.png

Figure: Add or Remove Lists From a Member

Viewing a Member’s Surveys

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View surveys associated to the member you have selected from the List Manager console. 

1.         On the List Manager Console, select the member you want to modify.  This can be done through Manage by: “List” or “Member” and selecting a member from the Matching Members table.

2.         Select the Surveys tab at the bottom third of the screen, if not already selected.  The table shows the surveys that match the email address of the member selected.

3.         Click the View button if interested in viewing the results of the survey.

 

File:User:bpeterson/Kinetic_Request_User_Manual/image133.png

Figure: List Member Surveys