What is a frequency?
Opt in to Frequencies to prevent any records from being overlooked.
The Frequency Interval is how frequently you’d like to see the record in days. The Frequency Status uses the Frequency Interval to confirm if you've carried out those actions within the specified number of days.
The status keeps you on track so you know exactly when your frequency is overdue, upcoming, or up to date. We’ll highlight the status of each record and provide clear guidance on how to get a record back on track.
It is possible to have multiple frequencies on a record if that record is a part of multiple groups with frequencies and has a frequency on the individual level. However, only one frequency can be set on the record level.
Frequencies on individual records
To add a frequency to an individual record:
- Open the desired record
- Look for the section that says “Set a Frequency” just under your quick actions. If not already open, click the arrow on the right side to open it
- Click on an interval based on how frequently you’d like to see the record in days
- If you can't find the option you want in the list, click "custom" on the right side to add a new interval
- Please note, the record will not have a status until the first activity is logged on the record
Note that each record can only have one frequency interval. To add more frequencies, they must be inherited from a group. Learn more about group frequencies below
To show the frequency columns on record list views:
- Click on the columns icon in the top right corner
- Select “Frequency Status” and/or the “Frequency Interval" columns
To view frequency status on the map:
- You can easily see the frequency status of your records in a variety of ways
- Tap the white “Edit Pin” icon in the gray toolbar on the left side of the map to color and shape your pins by frequency status. Alternatively, click “Manage” in the top right corner of the Map Toolbar.
- You can also toggle on Alert Badges via the switch in the top right corner of the Alert Badges section on the Map Toolbar
To view frequency criteria on an activity form:
- When scheduling an activity for a record that has a frequency, you will see a banner at the top of the form. This banner will let you know if the planned activity meets the frequency criteria.
- Hover over “Review Criteria” to see the criteria an activity must have to fulfill the frequency
To view recommended action items to fulfill a frequency:
- Open the desired record
- Click on “Manage Frequencies” in the quick actions or frequency section
- View the recommended to-dos, upcoming activities, and suggested activities on the left side of the “Manage Frequencies” screen pop-up
- From the to-do’s, you can schedule an activity, add the record to a route, and view the record’s activity history using the blue button with a down arrow
To modify a frequency on a record:
- Open the desired record
- Click on “Manage Frequencies” in the quick actions or frequency section
- Adjust the interval and activity types as needed
- You can also reference all frequencies that are currently applied to the record here, including ones inside groups
To remove a frequency on a record:
- Open the desired record
- Click on “Manage Frequencies” in the quick actions or frequency section
- Click “Remove this Frequency” to remove that frequency.
- Please note that if a record has multiple frequencies, this only removes the selected frequency, not all frequencies on that record. Any frequencies inherited from Groups will remain
Frequencies on Groups
You can set frequencies for large segments of your book of business using Groups. Learn how to create a group.
To add a frequency to a group:
- Open the desired group
- Look for the section that says “Set a Frequency” just under your quick actions. If not already open, click the arrow on the right side to open it
- Click on an interval based on how frequently you’d like to see the record in days
- If you can't find the option you want in the list, click "custom" on the right side to add a new interval
- All records in that group will take on the Frequency you select for that group
To modify a frequency on a group:
- Open the desired group
- Click “Manage Frequency”
- Adjust the interval and activity types as needed
To remove a frequency on a group:
- Open the desired group
- Click “Manage Frequency” in the Frequency section
- Click the red “Remove” button in the bottom left corner of the Manage Frequency popup
- All records in this group won't have the Frequency assigned by this group anymore. If a record has frequencies set at other group or record levels, those will still be in effect.
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