Client

Client Intake Documentation

Accessing The System

Note: This is a demo appllication locked behind a password to avoid spam and trolling efforts. If you are a client who wants to test the application, please contact the Developer.

Open a web browser and navigate to the Client Intake Application URL.

Client URL: https://client-intake-mb0l.onrender.com/

Completing The Form

Enter the Demo password (Demo only)
Click Unlock form (Demo only)
Complete the intake fields:

Your name: Your first and last name
Work email: Your professional email address
Business name: The name of your company or business
Job site address: Street address and zip code
Send staff notifications to: The business-side email address to receive job notification (Demo only)
Type of work: Select the type of work that you need
Approximate size: Select the size of the job site
When do you want to start?: Select the approximate start date range
Project budget: Select the approximate budget range
Tell us about the space: Add any details that are important to the project that have not already been included

Submitting The Form

Click the Request a site visit button

If successful, you will be forwarded to the Request received page
If you do not see the Request received page, check your inbox for the confirmation email
If no confirmation email was received, please resubmit the form or reach out to the Developer.

Receiving Updates

Request Received page

Potential clients are forwarded to the Request received page upon successful form submission.

Project status: A status page created for each project that clients can bookmark and follow for status updates
Copy link: Automatically copies the link for the Project status page

Project Status page

The Project status page displays the data submitted in the intake form and the current status of the project. This page is updated by the administrator as the project progresses.

Administrator

Accessing The Admin Page

Open a web browser and navigate to the Admin Page URL.
Enter the Password (Demo only)

Note: The admin page has only a password for demonstration purposes. A finished application will require a username and password for each administrator.

Admin Page URL: https://client-intake-mb0l.onrender.com/admin.html

Finding Jobs

The default display settings for the admin page lists the 5 most recently added jobs in desccending order acccording to the creation date. There are multiple ways to search and sort existing jobs.

Search jobs

Search returns only the jobs that match the search criteria. Only 3 fields are searchable:

Business: The name of the business
Contact: The name of the business contact
Email: The email address of the business contact

Type in your search criteria and click the Search button to search, or click the List All button to list all jobs. If more than 10 jobs are present, only the first 10 jobs will be displayed per page. Use the Next and Previous buttons to navigate through the pages.

Sort

The Sort option allows admins to sort jobs according to the selected criteria.

Newist first: Most recently created jobs in descending order
Oldest first: Created jobs in ascending order
Company A-Z: Alphabetical order by business name
Company Z-A: Reverse alphabetical order by business name

Status

The Status filter allows admins to filter jobs according to the current status of the project.

Any status (Default): Displays all jobs regardless of status
Received: Displays only jobs with a status of Received
Scheduling site visit: Displays only jobs with a status of Scheduling site visit
Estimate sent: Displays only jobs with a status of Estimate sent
Scheduled: Displays only jobs with a status of Scheduled
Declined: Displays only jobs with a status of Declined
In construction: Displays only jobs with a status of In construction
Completed: Displays only jobs with a status of Completed

Managing Jobs

The primary purpose of the admin page is to track and manage jobs.

Status: Select the status from the drop down to move the project to the selected status

Received: A newly received job that has not been updated
Scheduling site visit: A job for which a site visit is being scheduled
Estimate sent: A job for which an estimate has been sent
Scheduled: A job that has been scheduled
Declined: A job that has been declined
In construction: A job that is currently in progress
Completed: A job that has been completed

Remove: Deletes the job from the form.

IMPORTANT: This action is permanent and cannot be undone.

Client Status page: Routes to the status page where clients view the project status

Backup and Restore

Backup and restore functionality is available for administrators to backup the database and restore it if necessary. Backup files are CSV files that can be opened in Excel or other spreadsheet applications. The backup file contains all the data for the jobs in the database.

Backup

Clicking the Backup button will open a prompt, allowing you to select a location to save your backup file. The file will save in a .csv format.

Restore

IMPORTANT: Restoring a backup file will overwrite the current database with the data from the backup file. This action is permanent and cannot be undone.

Click the Restore button and locate a backup file to restore the database. Mandatory fields must have a value.

Fields

Field	Description	Mandatory	Notes
id	The unique identifier for the job	Yes	Auto-generated by the system
name	The name of the business contact	Yes	Entered by the client in the intake form
email	The email address of the business contact	Yes	Entered by the client in the intake form
notify_email	The email address to receive job notifications	Yes	Entered by the client in the intake form
company	The name of the business	Yes	Entered by the client in the intake form
site	The job site address	Yes	Entered by the client in the intake form
project_type	The type of work requested	Yes	Entered by the client in the intake form
square_footage	The approximate size of the job site	Yes	Entered by the client in the intake form
timeline	The approximate start date range	Yes	Entered by the client in the intake form
budget	The approximate budget range	Yes	Entered by the client in the intake form
message	Additional details about the project	Yes	Entered by the client in the intake form
status	The current status of the project	Yes	Entered by the client in the intake form
created_at	The date and time the job was created	Yes	Auto-generated by the system
updated_at	The date and time the job was last updated	Yes	Auto-generated by the system

Note: The above table is inaccurate regarding the demo version regarding required fields. Production versions will require all fields to have values as the business would only use imports to restore previoius backup files.

Support

Common Issues

Search does not return expected results

When searching for a job that is known to exist, the search returns unexpected resutls or no results at all.

Solution

Verify the following:

The record exists in the database (List All or check Backup File)
You are searching by the correct field. (Business name, Contact name, or Email)
You are searching for the correct value. (Check for typos)

If all of the above are true please contact the Developer with a detailed description of the issue.

Previous jobs have been removed after a backup restore

Jobs that were present in the admin page before a restore are missing after the restore.

Solution

This is expected behavior. A restore completely overwrites the current database with whatever is contained in the backup file. If you would like to keep jobs that have yet to have been backed up, please create a backup before restoring the previous file. You can then copy the records from the new backup file to the file that you would like to restore. Please contact the Developer if you need assistance with this process.

Clients receive duplicate status update emails

A client received a status update email more than once for the same status change.

Solution

This is likely to occur if a backup is restored after a status change. If the job is updated after the back up, the restore will revert the job status upon completion. Correcting the status will result in another email notification being sent. If this was not the case, please contact the Developer.

Scope of Support

Support scope widely depends on service contract (ongoing, one-time, etc.) and where the issue occurs.

Developer Responsibility

Issues that occur within the application itself are the responsibility of the developer. This includes issues that occur due to direct changes to the application code, database, or server configuration. The developer is responsible for fixing any issues that arise from these changes at no cost to the client.

Examples

The import fails due to logic in the JavaScript code
Jobs fail to submit due to an issue in Render (database backend) or Make (automation backend)

Business Responsibility

Issues that occur due to actions made by the business are the responsibility of the business to resolve. Involving the developer will require a fee unless the service contract includes support for these types of issues

Examples

A business user inadvertently deletes important data requiring investigation for a potential restore
A business user imports an incorrect file and assistance is required in resolving the issue

Third Party Responsibility

Issues that occur due to third party services are the responsibility are out of the control of both the business and the developer. Developer fees may or may not be required depending on the issue.

Examples

Render (database backend) or Make (automation backend) is down and the application is not functioning properly
Render or Make pushes aconfiguration change that breaks the application

Contact Developer

Contact the developer for any issues related to the application code, database, or server configuration.

Developer Email: kenjsdev@pm.me

Developer Phone: +0 (000) 000-0000

Additional Features

This is a demo application and therefore I have left out features and functionalities that would typically be requested or included in a business application

Examples

Duplicate control: A queue can be added for newly submitted items that compares them against one another to block dupliate entries, spam, and trolling efforts
Unsubscribe from emails: Users can opt out of receiving email notifications
Create and update for import: Users can select Create or Update options during the import process, enabling users to create jobs via import
Automated backups: Regular automated backups can be scheduled to ensure data safety
Notification confirmation: Business users can confirm whether or not to send a notification upon a status update