Faster ways to process your mail

SquidWeb mailbox has a number of features designed to help you manage your mailbox quickly and easily. Here are a few of our recommendation to help you work quickly and efficiently:

Keyboard Shortcuts:

Select and email and press the following command to perform the action.

CTRL + A:  Reply;

CTRL + C:  Mark as spam;

CTRL + D:  Mark as done;

CTRL + G:  Refresh grid;

DELETE:  Delete mail

Using keyboard shortcuts:

Move to done

If you have multiple emails that are “Read-only” in that they do not require a response or any further action from you or your colleagues, mark this as done right right away: Hold SHIFT to select multiple emails and press CTRL+D

Mark as Spam

Select multiple emails with SHIFT and press CTRL+X. The email status will change to “Deleted” but they will still be in the mailbox until the page is refreshed, press CTRL+G to refresh the grid and remove the marked spam. The page does not refresh automatically incase you make a mistake and need to change a status back from deleted or add additional mail to the spam list.

Reply quickly

To write a response, select the mail in the mailbox and press CTRL+A to instantly open the reply email dialog, type the body of text and when you are done simply press CTRL+ENTER to send the mail without needing to click.

Default mailbox

If you set a default mailbox, new mail will be sent from that address by default and you can filter the mailbox to display only your default mailbox by selecting the “Default” button in the header.

Choosing a default mailbox is simple:

  • Navigate to your profile settings in the top right corner of the dashboard
  • Select ‘User Settings’
  • Select your chosen mailbox from the ‘mailbox’ dropdown menu
  • Save

Mailbox filter, status indicators and search function

The mailbox filter allows you to manually select which mailbox is displayed whereas selecting the “default” button will show your chosen default mailbox. When opening the filter you will be able to select from all the mailboxes your user account has access to, both public and private mailboxes will be available to select.

You will notice a list of numbers below each available mailbox, these numbers represent the amount of emails in each status in this order:

Received/Ongoing/Assigned/Auto-Assigned/Delivered/Done/Deleted

The amount of mails in the selected mailbox is also displayed in the status filter menu


The mailbox allows full text search which means sender, subject and email body search.

Additional tips

Drafts:
If you accidentally close your tab or the new email dialog, your mail will be automatically saved as a draft that can be accessed at any time. To find a draft email select the “Draft” from the status filter.

Show History:
To view only the email history between the selected mailbox and a specific contact, right click on any email from the contact and select “show history”, this will filter out any other mail from the mailbox that does not include this contact. There is also a container in the SidePanel titled ‘Email history’ that will display the same content.

 

 

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Grabbing data from a form

SquidWeb forms can be used to update contact information automatically.

The contact person completes the personal data sheet on their mobile device, signs it and sends the document back to the office. The document can then be used to update the contact details page automatically, by selected “update from document” and confirming and fields that have been updated.

This is also a crucial part of the recruitment process, as applicants may be required to complete this form when joining the company – thereby automatically adding all of their data to the system as a new contact.

This can be used for updating sensitive information like bank account information, this is why the user is required to sign the personal data sheet before sending it back to the office.

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How to edit your active user ID

All users working in a project will be displayed via their user ID at the bottom of the page. When you open a project you will notice your user ID is present in the footer, if any other users open the project from their device, their user ID will be displayed alongside yours.

You may edit the color of your ID in the user setting menu of your profile, located in the top right of SquidWeb:

Set a color to your ID so you can tell each other apart, to add some color to Squid and to brighten up everyone’s day!

 

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Mark and remove spam emails

An Email can be marked as spam in the Mailbox by selecting it and simply pressing CRTL + X.
The email content field will be automatically updated to “SPAM” and the status will be set to “Deleted” once the mail is marked as SPAM, it will also disappear after the page is refreshed so no further action is needed.

Select the Type cell on the far left of the mail and press CTRL+ x OR right click on it and select “Mark as spam”:

If you want to access an email that has already been marked as SPAM, select the “deleted” status from the status filter to view all deleted emails.

Workflow

  • Select the type cell on the far left of the inbox email row
  • Press CTRL+X OR right click and select “Mark as spam”
  • Email will status will be changed to Deleted
  • Email content field in the “email assignment” container will be updated to Spam
  • Refresh the page and the email will be gone
  • View deleted status email to access an email accidentally marked as spam
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Reject receipt

A receipt can be rejected by changing its status from the receipt details container menu:

Once a receipt’s status has been changed to “Rejected” it will also be marked as released and exported. An activity will also be created and logged to inform other user the Receipt was rejected.

“ReceipEmail” type templates can also be created with preset messages to inform the contact why the receipt has been rejected. Select “New Email” from the “Receipt Email” container menu to trigger a new email and select the required template from the drop down menu.

 

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Recruitment – Applications

When an applicant applies to one of your job vacancies, they will be asked to complete an application form and attach all required documents.

This new application will then displayed in the Vacancy applications container on the Vacancies page as well as the in Application page.
You can read the full application, review all documents and respond to the candidate directly from the applications page.

All applicants will be listed in the Application List Container, the rest of the SidePanel will display the information of the candidate you have selected in the Applications List Container. You can right click on a candidate and send them a reject email or an invitation email to an interview. You can contact the candidate by either right clicking on their name or opening the container menu of the application details container.


There are multiple contact templates available to send to a candidate:

  • Send received email – Thank the candidate for applying and tell them you will contact them soon.
  • Rejected email – Reject the candidate.
  • Onhold email – Tell the candidate there are currently no positions available but their profile will be saved for future.
  • Invitation email – Invite the candidate to the office for an interview.

If an applicant is successful, their personal information (entered during their application process) can be used to add them directly to the system as a contact. In order to do this, select “New contact” from the application details container. This will trigger the new contact and person dialog with the applicant’s details already filled, you can save them directly to your system without the need to add anything manually.

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SquidWeb update: 05.05.2020

New features and updates:

  • Employee list: crew profile container added to Employee page.
  • Invoices: Export container values are the same as they are in the invoice list page.
  • Mobile app: vacation request can be made by Crew members via appointments page.
    (https://squidweb.info/how-to-make-a-vacation-request/)

Fixes:

  • Bank transfers: Issue that caused invalid file format is fixed
  • Bank transfer: SEPA file has been fixed for ES users.
  • Template Docs: Issue in which document would not be triggered are login to google has been fixed.
  • Forms: Section ordering fixed.
  • Forms: Formatting improved on PDF previews.
  • Payroll: Payroll status filter option doubles have been removed.
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SquidWeb update: 29.04.2020

New features and updates:

  • Project calculations: Sort by crew option added.
  • Template documents: categories updated
    – Person details to Personal documents.
    – Contact details to Contact documents.
  • Digital Signatories: signature area can be moved.
    (https://squidweb.info/digital-signatories/)
  • Digital Signatories: Invite templates created.
  • Accounting: Periods filter is updated from date selection to financial period.
  • Accounting: Dates filter added.
  • Receipts: minus VAT options added for credit notes.

Fixes:

  • Items: group selection now works.
  • Mailbox: not able to assign receipts bug fixed
  • Receipts: VAT rounding issue fixed.
  • Mobile app: issue that made check in/out not possible has been fixed.
  • Templates: changing the company of templates no longer create error.
  • Templates: HTML editor toolbar options fixed.
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Vacation request for crew members

Crew members can make a vacation request from the appointments page of the SquidWeb mobile app. Once the day is selected in the appointments calendar an option will appear at the bottom of the page to submit a vacation request.
Selecting “Request Vacation” will trigger the request dialog. The user can choose a period and which time of the day they want to request vacation time for. By default, the whole day (00:00-23:59) will be included in the request unless the crew member sets a specific time.

Once the request has been sent, it will be available in the “Vacation Request Container” on the SquidWeb desktop version Today page.
Right clicking on a request in this container will offer response options, selecting one of these options will trigger an email template, that should be set up in your templates page:

  • Reject – MSGVacationRequestReject template will be triggered, refusing the vacation – this template should include a reason.
  • Confirm – MSGVacationRequestConfirm template will be triggered, confirming the vacation has been granted
  • Confirm+PCI – MSGVacationRequestConfirmPCI template will be triggered, again confirming the request and also create a PCI in the vacation project.
  • Show Contact Person – Open the contact details page of the employee requesting the vacation.

Selecting the Confirm+PCI option will trigger an email dialog with additional options at the bottom to select the vacation project and confirm the PCI details.
The PCI section of the email dialog will be auto filled with the date and times requested by the employee but may be edited it needed.
The designated vacation project must be selected from the project field.

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Crew external expense report – desktop SquidWeb

A crew member expense report is sent to an external payroll company when additional pay is required for an expenses such as parking or catering.  The expense report can be uploaded to the project in SquidWeb and then assigned to the related crew member (PCI).

To do this:

  • Upload a new document to the project documents container by selecting the ‘+’ icon or selecting “upload new document” from the container menu.
  • Select the file from your device.
  • Select document type “Crew expense external”, this will trigger the “crew item” and “additional info” fields to be displayed in the upload dialog.
  • Select the crew item (PCI) the expense report is for and add any additional info needed to explain what the expense is for.


Once the report is uploaded it will be available for preview and download in the project documents container.

Crew members may also upload their own expense report from the mobile app, a tutorial for how to do this will be available to send to crew member soon.

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