Create Lead Item Types and Specifications

Set up item types and item specifications to fill out your pre-designed specs lists with a client, so that you have all the required information for their quote or job in one place.

In this article:

• Creating an Item Type
• Creating Item Specification Forms
• Editing Groups in an Item Specification Form
• Delete/Restore Groups or Questions in an Item Specification Form
• Using Item Types and Specification Forms in Leads
• Copying Item Specifications to a Job

Creating an Item Type

An item type is something that you need to collect specifications for. An item type could be a room/area (e.g. "Kitchen" or "Bathroom"), or a category of product that you manufacture. Each item type will then have different specifications - for example, one kitchen will have different features from another.

To add a new item type, complete the following:

1. Go to Settings > Items > Types.

2. Click Create.
3. Name your type, then click Create again.

You can click into an item type at any time to edit or delete it.

Creating Item Specification Forms

Item specifications are set up as forms which you can fill in.

For example, your item type might be "Kitchen" and your item specification form might be a checklist of every possible feature that a kitchen could have. When you have a lead who wants a kitchen, you can then go through the form with them and check off all the specific features that they want for this particular kitchen.

To set up an item specification form, complete the following:

1. Go to Settings > Items > Specifications.

   

2. You can now create groups, then questions.

Create a Group:

1. Click Add New > Group.
2. Name your group (e.g. "Room").
3. Under Item Type, choose All or Selected. If you choose Selected, a drop-down menu will appear and you can select all item types that this group applies to.
4. If applicable, tick Required to be completed and/or Can be repeated.

Create a Question:

1. Either click the + logo at the bottom of your group, or Add New > Question.
2. Name your question.

3. Choose your question type from the drop-down:

   Text: Allows you to type in a few words or a short sentence.

   Paragraph Text: Provides the option to list several sentences of text.

   Email Address: apply an email address.

   URL: Apply a web browser link, handy for a question regarding appliance types/models.

   Number: Where the question type answer needs to be number/value-based.

   Drop-down: The ability to have several options to select from, using a dropdown menu tab to expand these options when required.

   Checkbox: A filter/tick box.

   Material: The option to select a specific material item from your Catalogue Items, this is great if the question is relating to a colour choice for a material item.

   Service: The option to choose a required Service (trade item) from your Catalogue Service Items.

4. If you select drop-down, you will need to enter the menu options for that drop-down.
5. Assign the question to a group.
6. Under Item Type, choose All or Selected. If you choose Selected, a drop-down menu will appear and you can select all item types that this question applies to.
7. Click Create.

Here's an example of a group and questions:

Editing Groups in an Item Specification Form

You can edit your groups by double-clicking on the group name inside the specification form.

You can then change the group name, change the item types it applies to, and change whether it is required and/or can be repeated.

Delete/Restore Groups or Questions in an Item Specification Form

You can delete an individual question from a group, or multiple if required. To delete multiple questions, select them using the checkboxes on the left, then click With selected > Delete.

You cannot delete a group unless you first delete the questions inside it. Once you have deleted the questions, click on the group name using the checkbox, then click Delete.

To restore deleted questions or groups, you will need to change the filter from Active to Include Deleted, as shown below:

Deleted groups/questions will show with a line crossed through them. Select those you wish to restore using the checkboxes on the left, then click With selected > Restore.

Using Item Types and Specification Forms in Leads

When creating a lead, you can select one or more item types.

This will give you the ability to create any item specification forms associated with that item type/s inside your lead, under Leads > [Lead #] > Resources > Items.

When viewing the items inside your lead, you can also click on one to rename it, if you have multiple of the same item type in the same lead.

To fill in the item specification form and apply specifications to your lead items:

1. Go to Resources > Items.

2. Click into one of the items listed and click Update;

   OR click Create to enter a new item, name it, and fill in the specification forms assigned to its item type/s.

3. Select the item type/s. Any item specification forms associated with those types will now be visible.
4. Enter the quantity of specs you require, or leave as 1.
5. Fill out the specification form/s.
6. Click Create.

A summary of your item specifications will now appear, which you can update or print to PDF.

Copying Item Specifications to a Job

Once you've created a lead with item specifications, you can copy these when you create a job by following these steps:

1. Create a quote from your lead, making sure to tick the relevant lead items.

   

2. Update the quote status to Quote Accepted
3. Update the lead status to Job Won.
4. From inside the lead, click Add New > Job.
5. Choose your job type/s, enter a description, and select your quote from the drop-down menu.

A new job will be created with the item specifications entered in your lead!