Default Comments

Admin Dashboard > CMS > Default Comments > Order Comments

The Default Comments feature in the Any.Rentals Admin Dashboard is a powerful tool designed to streamline communication with customers and internal team members by standardizing frequently used comments in the order management process. This section allows administrators to manage and configure pre-written comments for orders, ensuring efficiency, consistency, and clarity in communications.

Purpose of the Default Comments Feature

The Default Comments feature is used to:

• Save Time: By providing pre-written comments, this feature reduces the time required for repetitive order-related communication.
• Ensure Consistency: Standard comments ensure that all communication adheres to company guidelines and maintains professionalism.
• Simplify Workflow: Administrators and team members can quickly select and apply pre-written comments without needing to draft responses manually.

Use Cases

1. Customer Communication: Providing updates, clarifications, or apologies in a consistent and professional manner.
2. Internal Notes: Documenting critical internal details about an order for team members.
3. Automation: Integrating with automated workflows to apply default comments under specific order conditions.

Functions and Values in Default Comments

Main Features

1. Add New Default Comments

• Purpose: Create new pre-written comments for future use.
• Steps:
  1. Navigate to Admin Dashboard > CMS > Default Comments > Order Comments.
  2. Click on the Add New Comment button.
  3. Fill in the following fields:
     • Type: Choose from available types: Order, Invoice, Dispatch, Credit Memo, or Service.
     • Name: A short and descriptive name for the comment (e.g., "Shipping Delay Notice").
     • Comment: The full text of the comment. This is the message that will be displayed and used.
     • Sort Order: Define the order in which this comment appears in lists.
     • Status: Set the status to Active or Inactive.
  4. Save the comment.

2. Edit Existing Comments

• Purpose: Update or modify existing comments to ensure relevance and accuracy.
• Steps:
  1. Locate the comment in the list under Default Comments > Order Comments.
  2. Click the Edit button next to the desired comment.
  3. Modify any field as necessary.
  4. Save changes.

3. Delete Comments

• Purpose: Remove outdated or irrelevant comments from the list.
• Steps:
  1. Find the comment in the list.
  2. Click the Delete button.
  3. Confirm the deletion in the popup.

4. Organize Comments

• Purpose: Maintain an easily navigable list of comments by sorting or categorizing them.
• Steps:
  1. Use the Sort or Filter tools in the comment list view to arrange comments by type, name, or status.
  2. Apply tags to group related comments for easier retrieval.

5. Bulk Actions

• Purpose: Manage multiple comments simultaneously for efficiency.
• Steps:
  1. Select multiple comments using the checkboxes.
  2. Choose an action from the Bulk Actions dropdown (e.g., Delete, Change Status).
  3. Execute the action.

Values and Fields Explained

Type

• Definition: The category of the comment.
• Options: Order, Invoice, Dispatch, Credit Memo, Service.

Name

• Definition: A brief label for the comment.
• Example: "Backorder Notification."

Comment

• Definition: The main body of the comment text. This is the actual message used in communications.
• Example: "We apologize for the delay. Your item is currently backordered and will ship on [DATE]."

Sort Order

• Definition: The numerical value that determines the comment's display order in lists.
• Example: Comments with lower numbers appear higher in the list.

Status

• Definition: Indicates whether the comment is Active or Inactive.
• Example: Active comments are available for use, while Inactive ones are hidden.

How to Use Default Comments in Orders

Adding a Comment to an Order

1. Open the order in the Orders section.
2. Navigate to the Comments tab.
3. Click Add Comment.
4. Select a pre-written comment from the dropdown list.
5. (Optional) Add additional details or modify the comment.
6. Save the comment.

Viewing Comments on an Order

• Comments are displayed in the order details based on their type and status.

Searching for Specific Comments

• Use the search bar or filters in the Default Comments section to find specific comments by keyword, type, or status.

Best Practices

1. Keep Comments Clear and Concise: Ensure customers and team members can quickly understand the content.
2. Regularly Review Comments: Update or remove outdated comments to maintain relevance.
3. Use Sort Order: Arrange comments for logical and easy navigation.
4. Test Comments: Verify the visibility and formatting of comments in both customer and admin views before deploying.