Shortcuts
Professional Business
Shortcuts are customisable action buttons, allowing you to set up tedious or frequent operations and activate them with a single click. Shortcuts can be made by any user to improve their Gruntify experience, but with the Manage Shortcuts permission (included with the default Owner role) users can establish a library of useful shortcuts to share with all other users in their workspace. Shortcuts are accessible on through the Shortcut dashboard or in their own page on the mobile apps.
Shortcut Types
Shortcuts support three operation types:
Navigation: Once activated, the user is automatically moved to a preset management page (either Requests, Jobs or Assets) and can optionally set a Saved Filter and View Mode to load the page with. This allows administrators and supervisors to quickly jump through the app and view works filtered as they see fit. See more information about Saved Filters here: https://gruntify.atlassian.net/wiki/spaces/GRUNTIFY/pages/9830463
Export: Define a series of export options, and then once activated this Shortcut will automatically trigger an export using these options and email the results straight to you, or up to 5 email addresses of your choice. This shortcut avoids the tedium of resetting filters and following the standard export steps for your common weekly reports. See more information about Exports here: https://gruntify.atlassian.net/wiki/spaces/GRUNTIFY/pages/317947919
Workflow: Activate a new instance of a manual trigger workflow, whether it be sending emails or scheduling jobs. See more information about Workflows here: https://gruntify.atlassian.net/wiki/spaces/GRUNTIFY/pages/828473345
Activating Shortcuts
Shortcuts can be activated through the Shortcut dashboard tile, where all of a user’s personal and workspace-wide shortcuts will be visible.
The Shortcut tile is included in the default System dashboard, but can also be included in custom dashboards as with any other tile. See this article for more information: https://gruntify.atlassian.net/wiki/spaces/GRUNTIFY/pages/332398625.
To activate a shortcut, simply click on it and the relevant operation will trigger. Any shortcuts that are shared across the workspace will have a sharing icon included in the bottom-right of the card.
If you attempt to activate a Shortcut for an operation that you do not have permissions for (e.g. exporting when you do not have export permissions) an error notification will appear and the action will not occur
On mobile applications, Shortcuts have their own page. The Shortcuts page will work the same as the dashboard, simply tap on a Shortcut to activate it. A user can see all personal and workspace-wide shortcuts here as well.
Managing Shortcuts
Shortcuts can be created, edited and deleted in two locations:
Personal shortcuts are managed in the User Profile & Preferences page.
Workspace shortcuts are managed in the Workspace Settings page.
When creating or editing a shortcut the editor popup will appear. Here you can define the shortcut’s appearance and action. A list of default icons has already been provided by us, but you are able to upload your own icon if you wish to customise further.
Custom shortcut icons must be at most 512 KB in size, with dimensions between 16x16 and 512x512 pixels.
Selecting an action type will add additional fields relevant to that action, ensure that all fields with an asterisk are filled out as these are required.
Export Shortcut Example
First we will fill out the Title, select an Icon and choose the action. These steps are required for every Shortcut.
New fields will now appear specifically for Export shortcuts. These will define the export that is performed when the shortcut is activated.
After selecting an Export Type (in this case Jobs), a list of all Export Templates and Saved Queries which support that type will be loaded. We can now select the template, based on the output format, which we would like to use.
Next, we must select a Saved Query to filter our workspace data with, in this case we would like to export all completed jobs from the Sweeping Job template.
When creating an Export shortcut, the chosen Saved Query must filter for a single Form or Job Template. Exports do not support exporting multiple forms/templates at the same time. If selecting a “Single Form” Export Template, ensure the Saved Query filters for the matching form.
Finally, we can select an Email Mode, either emailing ourselves or up to 5 recipients of our choice. Users in the workspace will autofill, but you are able to enter any email address.