Follow-up settings
Follow-up settings decide which documents create a follow-up for your team automatically, and when. For example, a reminder three days before an invoice falls due.
Video coming soon: Follow-up settings in 3 minutesWhere to find it
Configuration › Communication › Follow-upsShown to tenant administrators. Settings belong to the business unit in the header.
Quick set-up
- Open Configuration › Communication › Follow-ups.
- Switch on the document type in the Status column. It saves at once.
- Click Add in Actions (shown while the type has no rule).
- Pick the Field Name, the Posting Timing, a Title Template and, if you like, who it is assigned to and what closes it.
- Click Add Configuration.
Done. A message says 'Follow-up configuration updated successfully' and the rule appears under the document type.
Full guide
The table has one row per document type: Bill, Invoice, Sales Order, Purchase Order, Delivery Challan and Goods Receipt Note. Each row shows a Status switch (Disabled by default for a type with no saved setting), how many rules it has and each rule's date field, timing and title. The pencil edits a rule and the bin removes it at once, without asking. Switching a type on or off saves immediately.
Rule form
Fields in this section
| Field | Default | What it changes |
|---|---|---|
| Field Name (required) | None | The document date that triggers the follow-up. Bill and Invoice: Due Date. Sales Order: Delivery Date or Expected Date. Purchase Order: Expected Date or Delivery Date. Delivery Challan: Delivery Date. Goods Receipt Note: Received Date or Expected Date. |
| Posting Timing | On the field date (0 days) | On the date, or 1 to 365 days before or after it. |
| Title Template (required) | Empty | The follow-up's title, up to 200 characters. Variables: document number, customer name, supplier name, total amount, due date. |
| Description Template | Empty | Optional text, up to 500 characters, with the same variables. |
| Assign To | Unassigned | Unassigned or Document creator. |
| Auto-close When | None | Closes the follow-up when a chosen document is created for the parent. Bill: Payments Made or Payments Received. Invoice: Payments Received or Payments Made. Sales Order: Delivery Challan or Invoice. Purchase Order: Goods Receipt Note or Bill. Delivery Challan: Invoice. Goods Receipt Note: Bill. |
What changes for your team
When a document of an enabled type is created, Bizconnekt creates one follow-up for each rule, dated from the document's field plus the offset, with the title and assignee you set. People see it in Follow-ups. Auto-close ends it when the chosen document is created. A rule whose date has already passed creates nothing. Documents dated before your go-live date create none either. If the document already has an open follow-up, none is added.
When changes take effect
Only documents created after the change. Existing follow-ups are not rewritten.
What is not on this screen
No search, export or import, and no choice of a named person to assign to. After a type has one rule the Add button disappears, so the screen cannot hold a second rule for the same type; edit or delete the rule instead.
On mobile
No settings screen on the phone. Set rules in the admin portal in a web browser. Follow-ups the rules create appear in the phone's follow-ups. The Android app is on Google Play. The iPhone app is coming soon to the App Store. Same on iPhone and Android.
Problems and fixes
"Please select a field" or "Title is required"
Choose a Field Name and enter a Title Template.
"Settings not loaded. Please refresh the page or log out and log back in."
The business unit's settings did not load. Refresh and try again.
I switched a type on but no follow-ups appear
The type needs at least one rule. Also check that the date on the document is still in the future.