Spotlight #2 - Part 2: 5 Custom Features you shouldn't miss in Zoho Sprints

Spotlight #2 - Part 2: 5 Custom Features you shouldn't miss in Zoho Sprints



Welcome back,
 
We are happy to write our next part on customization. This part will cover some simple yet interesting custom features that you can try. Using the first five custom features that we discussed in our part one , Helen has created a sturdy business process. Now, let us walk through how Helen uses the next set of custom features in her business. 
 
Quick Overview
 
Helen runs a software sector and is currently working on an e-shopping website. Using the custom features, she has effectively streamlined her workflow. There are a few scenarios where Helen likes to customize her work for quickly tracking the work items. 


 
Custom Tags

Case 
Solution 
Helen has a whole lot of work items in the 'Electronics' category. She along with the other admin panels have decided to launch a discount sale for power banks, mobile covers, and headphones.

The team has to track all the work items and include a fl at 20% in its details page. How can Helen get this work done?  
      


She can create tags specific for each category. In this case:
  • She can filter all the work items in the 'Electronics' category  
  • Create three tags Power Banks, Mobile Covers, and Headphones
  • Create a new sprint called 'Discount Sale'
  • Filter the items based on the tags
  • Associate the items to the sprint and add the flat 20% in the user interface

  Custom views

Case 
Solution 
Helen has a list of work items that need to be shared by specific users in her team. The default view will show the  'Team View'  that lists all the work items in the team and the 'My View' that lists all the items assigned to Helen. With this, she cannot track specific items and create a view for it.  

Helen can choose ' Custom View ' to track down a specific list of work
  • Public: All the users in the team can access this view.
    (Issues - Customer Purchase: Set a criteria for all the bugs related to customer purpose). 
  • Private: Created privately and shared to only specific users in the team. Helen can use this view to save all the items related to invoice, company branding etc. 
    • Confidential - Save all the items related to company branding, invoice, pricing etc. and share it to company's CFO and Marketing Head.
  • Shared: If any other user in the team creates a view and shares it with Helen, it will be visible in the Shared View. 

Customized filter and export 

Case 
Solution 
Helen wants to track a report on the duration of all the work items in the sprint 'F ashion'. Since this sprint is overdue and still active on the board, Helen decides to conduct a sprint review meeting. She wants a report on the items with maximum duration to introspect the delay. How can she export a customized report?
Helen can use the 'Item Process Time' report. She can:
  • Choose the sprint 'Fashion'.
  • Filter to set the criteria as  Status Type: In Progress.  
  • The customized report will display all the items and their duration.    
  • She can now export the report and use it during the introspection meeting. She can also filter and customize all the timesheet reports, and export them while generating invoice for the team members .  

Email Notification
 
Case:  By default, Helen receives email notifications for all the actions related to the work items. Her
inbox is now cluttered with notifications from Zoho Sprints. However, she wants to receive notification only when a comment is added or updated in a work item. How can she customize her email notification for only specific work item actions? 
 
Solution: She can access  Email Notification from Settings and choose only the work items action that require notification. In the above case, she can enable the item comments section in the email notification set up. 
 
Checklists

Case 
Solution 
Helen has got a customer ticket 'Delay in delivery'. Now, this issue is assigned to the delivery team and is marked as a high priority. How can this issue be resolved from the scratch to the end in an organized way?
The team can now create a checklist ( a to-do list) for the issue to make the work simple. 
  • Track customer's order
    • Contact the cart team
    • Track the customer's order ID
    • Check the date when the order was placed 
  • Contact payments team
    • Check whether Order ID has received payment
    • Collect the payment receipt
  • Contact warehouse team
    • Check whether the ordered material is delayed
    • If delayed, check for the possible dates for delivery.
  • Email customer


The team can use this as a checklist for customers who raise such complaints in the future. Checklists can either be shared in public or private. 

Implement these custom features in your business and do share your suggestions and queries as comments below. 
 
Want to be in the community limelight? Feel free to share your suggestions related to customization. The best one will be featured in our next post. 

Happy customizing!




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