Rebecca Berg September 28th, 2018

Update: Private Forms


We have added the ability to password protect forms.  All forms on Dubsado are secure, but anyone with the link to that form can access it.  If you wanted to add a layer of protection to the form this feature will be great for you!

****If you do not have this feature yet, it will be rolling out over the next few days to you, but we have released to the first round of accounts.*****

How to enable the form privacy setting?

By default, this all forms are "public" which means anyone with the LINK to the form can view it.  To activate the password for forms, it can be done on a TEMPLATE level or per client.  Head into EDIT that form and click SETTINGS.  At the bottom of settings, you can adjust the privacy.  Doing at a template level will make all clients enter in a password for the forms.  By changing to private on a client level, it will just be for that client and not change the template. 



How to set a password for the forms?

The password protected form feature uses the password and login info from the client portal.  To use the form password feature you must have client portals active.  If client portals are not active and your forms are set to private, your client will not be able to view their form.  


How does this change existing forms?

Nothing changes on existing forms and templates.  It will just function as you are used to.  If you would like to use this feature that is where you enable the form's privacy settings. 


FAQ

Q: Can my client create their own password for the portal / forms?
A: No, not at this time.  Passwords are only set by you.

Q: Does my client have to login to their password protected for even if it is within a client portal they already logged into?
A: No, the form does not need to be unlocked again if the client has already logged into the portal.  

Q: Which forms can be private?
A: All forms have the ability to be private...Even lead capture forms.  Lead capture forms when private are STILL viewable when embedded but when completed, if set as private, a password would be needed to view.

Rebecca Berg September 25th, 2018

Update: Updated Send Contract Actions in Workflow

We have updated the SEND CONTRACT action in workflow.  You now have the option to APPLY TO PORTAL and APPLY TO PROJECT ONLY.


Here is a breakdown of all 3 options now when using the "SEND CONTRACT" action in workflow:

SEND EMAIL AND APPLY TO PORTAL - This is the regular action you are used to.  This adds it to the project and sends it, also adding it to the portal.
APPLY TO PORTAL
- New action.  This adds it only to the project and "marks sent" so it applies to the portal.  It does not send an email.
APPLY TO PROJECT ONLY
- New action.  This only adds it to the project. It does not send it or add it to the portal.  Great for adding a contract that you want to do updates on and don't to automatically send.

Rebecca Berg September 19th, 2018

Update: Created Date

You can now sort / see when your project is created.  This is great for keeping track of multiple jobs you have with a client and sorting by the dates created on them.  


Another great use for this is with leads.  With the created date, you can view and sort by when the lead came in.  That created date will be the date that your lead was received via lead capture or inputted manually.


You can, of course, turn this off by clicking the CUSTOMIZE button on your project page and uncheck the created date box.
Rebecca Berg September 11th, 2018

Update: New Smart Fields for Invoices and Packages

We have added a few more useful smart fields for you to use! 

New Package Smart Fields

There are new package smart fields under the PACKAGE smart field when you are editing / adding a package within a proposal. (example with package total of $100 with a 20% tax)

  1. Total with Tax - This is the package total smart field that you were used to before.  This is the total of the package with the taxes you have added into that package included 
  2. Total No Tax - This is a the package total sans tax.  So if you have been wanting the package to show the package total without the tax on it.  This is smart field will be great!
  3. Tax Total - This is only the tax total of that package.  It is great if you would like to use the Total No Tax + Tax Total = Total with Tax to show a breakdown in the cost of that package. 

Note: Any past smart fields you have on your packages will still continue to work as they have usually functioned.

New Invoice Smart Fields

We have also added a new smart field under the INVOICE smart field section when you are in any kind of text box.  

  1. Tax Total - This smart field is perfect for generating the tax total on quote like proposals, breakdown of invoice on contracts, etc..  Here is an example of that on a contract:

     
Rebecca Berg August 13th, 2018

Update: New User Interface

We are extremely excited to launch our new UI.  This is something our team has been hard at work on for a bit now.  The most exciting thing about this new User Interface change is that it was the last LARGE step we needed to take before we make some great headway on our scheduler.

Now lots has changed on the interface, but it is still the same Dubsado feel you are used to, just with more functionality and a better layout.  Be sure to read all the way through to be completely informed about everything new! 

Here is what changed with video and text formats below:

Dashboard

Financial Goal Planner - This is to set an annual or monthly financial goal for yourself that you can achieve.  A green bar below the star will appear when progress is made!  This can be changed at anytime with a new goal and it will adjust. Financial Goals with the Recent section can be hidden from view if you don't wish to see that.  You can do so in SETTINGS.  If you have any basic or accounting users set up with any level of login access to your account, they will NOT see this entire top section (Financial Goals, Projected Income, Revenue Indicator, and Recent).  Only the OWNER/ADMIN of the account can see these stats at the top.

Projected Income - This is similar to before on the dashboard but it is ALL outstanding invoices you have for that current year.  

Revenue Indicator - The revenue indicator compares your current month's revenue to the last month.  It will show a percentage of how much more or less you made from the month prior.   This is a great way to gauge and pace to make more money each month in your business. 

Recent - These are items that need your attention.  This will show any invoices that have missed payments (via payment schedules), contracts that are pending your signature, and any Dubsado news "heads up".

Calendar Overview - Display your calendar on the dashboard by just an overview, monthly view or weekly (this view was on the old dashboard).   If you choose the overview tab, it will show the next 10 upcoming items.  To sync your calendar head to CALENDAR on the main menu and sync there.  Synced calendars, upcoming projects, tasks with due dates, appointments, and any upcoming payments you have on client's invoices due via payment schedule (this one is only available in overview and weekly views) will show in this calendar section on the dashboard. 

Financials - This is a deeper look into money you have received and compare it to any date you select.  For example, if I wanted to see what I made on a sale May 5, 2018 - May 10, 2018 VERSUS what I made on that same sale the prior year May 5, 2017 - May 10, 2017, I can compare that here and see any progress.

Tasks - This was on the old dashboard as well, however, we added more detail. Tasks will show here on the dashboard only if there is a due date OR they are assigned to you.  We do this to keep only your most pressing tasks close.  There is not a limit to how many tasks can appear here now.   To view ALL your tasks, you can head to that dedicated section in Dubsado via the main menu >> TASKS.

Search Bar -  This search bar shows on ALL pages throughout your Dubsado account.  So anywhere you are, you can open up a search.  Currently, it searches clients (name and email) and projects (project name). Just start typing and results will appear.  In the future, we will be expanding this search to emails and tasks.

Inbox - There is now an 'archive all' functionality on the inbox.


Settings

We have moved the settings area to the top right corner of Dubsado. 


All brand settings can now be accessed there.  In this brand setting area, we have added and moved some things around.  The new brand settings menu options in the settings tab are on the left hand side.

Branding - This tab has not changed.

Dashboard - Here you can turn off or on your financial indicators & recent tab.  You can also change the color scheme of your Dubsado interface accent colors.  This is only for your view.  Selecting your color here will not change anything for your clients.  For example, if I set my color to ORANGE all throughout Dubsado I will see those accent colors of ORANGE.



Portal
- Nothing new here!

Multi Users
- We have combined the users and teams tabs into one here.  To toggle to the users or tabs section, you can click on the tabs at the top of the section:



International Settings - Nothing new here!

Receive Money
- We have combined the past receive money tab with our template invoices page in this new look.  Again, to toggle between the two, click the tabs at the top of that section.

Calendar - You can now sync your calendar here in the brand settings!

Emails - Nothing new here! 

Integrations - We combined a few things here.  Now in this tab, you can access the Zapier API Keys, CloudSpot Integration, and Quickbooks!

Domain Names
- Nothing new here! 

Custom Mapped Fields
- Nothing new here!

Settings
- Nothing new here! 


Projects

Big, awesome changes here.  Now on the new PROJECTS tab you can view leads and jobs.  This now means that jobs can have a funnel.

We have made it so you can still view them separately so they are not all mixed together.  

1 - You can view your lead funnel here.  By clicking ALL, it will show all leads!
2 - Your job funnel will be here. By clicking ALL, it will show all jobs!
3 - If your funnel curves around like shown above, it means you have more funnel categories that are hidden. Click that grey area to expand, and on expanded view click the white area to collapse. 


4 - This will show all jobs and leads COMBINED.  This tab is great for any mass searching you'd like to do or exporting your job and lead lists.
5 - Archived is now a funnel you can search through and see all your archived jobs or leads.  You can now un-archive them here, as well as in the address book too!

Customize - By clicking the customize button, it will take you to a new screen to customize items within this projects page. 



Project Status - Here you can click ADD STATUS to add a new status to the lead or job funnel.  Click and drag to move the statuses around.

Locking in a Project Status - To LOCK in a project status so each time you view the projects page, it always views that status, click the check box at the top right of that status in customize mode:

Columns - You can adjust what info what you want to see on the projects overview page.  For example, if you don't want to see if the contract has been signed or not, you can remove that column entirely or add another...maybe choose from a job custom field you have set up too!  It is a great way to see the info you want at a glance.  You cannot remove the title of the project, client, or workflow column.  The "actions" column is not counted here. 

Tags -  On this page you can add new tags to assign to projects.  Tags can also be created within a project.

Filter - Along with the mass search at the top of Dubsado, you can filter results here on the projects page.  Click the Filter button to expand.   

Here you can type in a search by project title or client name.  You can also search by tags and by who the job is assigned to.


Inside a job or lead

It is the same view you are used to, just with some minor adjustments.  

Tags - Tags are now added to the left side view on a project.  Click the downward arrow to view tags you have set up already or to create a new one. 


Project Status -
You can see the "status" and funnel the project is in on the left side as well.  Click the dropdown to change the status.  


Upgrading a lead to a job - This can be done purely through the funnel statuses now.  For example, if I want to take this lead from "emailed" and upgrade it to a job under "logo design", all I need to do is change the status.


Another great feature is now you are able to upgrade lead statuses to jobs through workflows!


Accounting

Previously known as Bookkeeping, this tab is now Accounting.  The only menu item here that changed is the INVOICES.  Within invoices you can now toggle to invoices and overdue invoices.  Invoices shows all invoices that are paid and unpaid.  Overdue invoices shows (through payment schedules) invoices that are behind or past due on payment. 


Utilities

This is a whole new menu item with all old things inside.  Here you can find the Form List, Address Book, and Time Tracker.  


Templates

We simplified this as well.  The only thing added in here is a preview to where the scheduler will be located. 

We took out INVOICES, TAX ITEMS and CUSTOM MAPPED FIELDS.

The Invoice settings editor can be found in SETTINGS >> RECEIVE MONEY.

Tax items now can be added directly on an invoice.  If they need to be edited, you can do so in ACCOUNTING >> CHART OF ACCOUNTS.

Custom mapped fields can be found in SETTINGS >> CUSTOM MAPPED FIELDS.


Templates >> Forms

On the form overview page, we cleaned it up a bit and took out the duplicate and delete icons from view.  To see those, hover over the form.  


The view when clicking into the form has changed as well.  Now when clicking into a form, it takes you right into EDIT MODE.  

In edit mode of the form, the settings for the form can be found at the top of the page.

To save your progress as you go, the save button is the first option that you see on the form. Click the downward arrow to view more save options.
Save and Close - Saves the form and closes it
Save As - Saves the form but as a copy
Save and Preview - Saves the form and takes you to the preview of it without edit options


Templates >> Workflow

Change Project Status - Since leads and jobs are both now in funnels, you can move project statuses with a workflow action.

Add Tag - Within a certain time you set in a workflow, you can add a tag(s) to the project.


And that is all for now folks!  Any questions, please email or chat us using the chat icon in your Dubsado dashboard!  

Thank you for being part of the Dubsado family!  So happy to have you here!

Rebecca Berg July 13th, 2018

Update: Workflow Speed Up

We have sped up FORCE NOW actions to be pretty much immediate triggering upon clicking force now!  Also, 0 days after workflow is applied is now pretty much instant as well.  Loved being able to speed up these actions for you all and keep you workflows running efficiently. 

Workflows are such a time saver for any business.  If you need help getting your workflows set up, book a free 1:1 call with us https://www.dubsado.com/getting-started


Rebecca Berg July 13th, 2018

New Feature: Date Conflict Checker

For those of you that run business where making sure to not double book is vital for you, this feature is for you.  Say hello to our new Date Conflict Checker

Here's how it works:

Turn ON the Conflict Checker in CURRENT BRAND SETTINGS >> SETTINGS.

Now whenever someone fills our your lead capture that has a mapped JOB DATE field, it will check to see if you have conflicts on any other dates.  So the lead will come in like this: 

Now I click APPROVE and it will show me if anything is conflicting with that date: 

Here I can check the jobs, appointments, and even remote calendars with dates that might conflict with it.  If I need to make any adjustments to the date, I can do so on this screen as well!  All is well, you can just click APPLY on the popup!

Also when you create a job or lead manually with a job date as you are inputting it will show you as you what dates might be conflicting with it. 

This is just a very light and simple alert, but will hopefully help in any future double bookings if you can't be in two places at once ;)


**NOTE: You CAN turn this feature off in the settings tab of current brand settings.

    Rebecca Berg July 12th, 2018

    Update: Customization of "Projects" tab in Portal

    We have had requests to change the lingo for the "projects" tab in the portal.  You all are used to that verbiage within Dubsado, but we want your clients to have the wording they are used to with you.  Now, you can change that!

    Head to CURRENT BRAND SETTINGS >> PORTAL and you will find the "projects label override" function along with lots of other portal customization that we have had.  

    Change the text there and it will change here:

    Hope you enjoy!  Of course, we are always working on additional customizations and added awesomeness as always...back to work we go!

    Rebecca Berg June 1st, 2018

    Update: Update on Saving Forms

    Two updates to saving forms!  

    1.  Now your clients are able to SAVE a form even if all required fields are not filled out. However, they will not be able to submit until all required fields are filled out.  
    2. You will receive alerts that your client saved forms as well.  These will come in as a different "type" of alert so you do know if they have just saved a draft vs. completing it.  This way you will always know when your clients are "active" in your questionnaires. 

      Sally Sandy submitted a draft of your questionnaire: XXXX = drafts
      Sally Sandy completed your questionnaire: XXX = fully complete and then clicking SUBMIT

    Rebecca Berg May 24th, 2018

    Update: Saving Draft on Forms "update"

    You were always able to save drafts on questionnaires, but only if all required fields were filled out.  Now clients can save their progress on questionnaires at anytime even without the required fields filled out.