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Quick Actions

The quick actions in the digital case file enable smooth processing of cases. You will find the quick actions in the bottom bar of the digital case file.

The image shows the digital file view in OmbuDesk, with the quick action bar at the bottom outlined in color.

Which quick actions are available to you in the digital case file?​

The image shows the quick action bar in the digital case view.

You can use the following quick actions in the digital case file (from left to right):

  1. Set deadline: Set a deadline for a specific date.
  2. Add note: Add a note to a case.
  3. Upload document: Add a new document to a case.
  4. Write message: Send a message to your parties.
  5. Change status: Change the status of a case.
  6. AI functions: Use the AI functions of OmbuDesk.
  7. Similarity search: Find a similar cases in your database.
  8. Save: Save all changes to a case.

How do you increase your efficiency in case processing with quick actions?​

The individual quick actions are either linked to other functionalities or make your work easier as a standalone function.

You will find the detailed description of each quick action below:

Set deadline​

You can set a new deadline with this quick action and assign a name as well as select the due date.

The image shows the dialog window for setting a deadline as a quick action. Name and due date can be assigned.

All deadlines appear in the history of the digital case file, in the Deadlines tab, and if the deadline expired, also in the Expired Deadlines tab.

This connectivity allows you to keep an overview of all your deadlines – pending, expired, single, multiple – simply all of them.

Add note​

You can add notes to all cases. All notes are only visible to employees of your dispute resolution office. If you select the quick action a free text field opens where you can enter information.

The image shows the dialog window when the quick action "Add note" has been clicked. You see a free text field and the selection of the category from "Phone call" or "Simple note".

The new note can then also be viewed in the History or Note tab of the individual digital case file.

This way, you can easily share information with your colleagues. Time and creator also get tracked.

Upload document​

You can use this quick action to easily add documents to digital case files. You can simply drag documents in or search your files for the correct document.

The image shows the dialog window after "Upload document" has been clicked as a quick action.

All documents uploaded this way can be found both in the Documents tab and for quick selection when writing messages.

Write message​

When you write a message, you can use all predefined email templates and text blocks, the editing of which is described in more detail in the settings.

Additionally, the dialog window for writing messages resembles common email programs that you are already used to:

The image shows the email editor in OmbuDesk, which opens via the compose message quick action. Text templates and the design of the email editor, which resembles common editors, are marked.

Which functionalities are available to you when writing messages?​

Writing messages is the central communication tool in OmbuDesk. This function is also linked to other functionalities in many places.

In addition to email templates, text blocks, and placeholders, there are a number of other functions that support you in your communication:

  1. Automated pre-selection of recipients and documents

When you want to fill in the recipients of a message, OmbuDesk automatically offers you stored email addresses for the specific case.

Similarly, under "Select documents", you will find all documents that have already been assigned to this digital case file.

The image shows the pre-selection for recipients when composing messages and the pre-selection of documents already belonging to the file under "Select documents".

  1. Drafts and approvals as status changes

When writing a message, you can select the "Status change" action at the bottom right.

The image shows how a message can be changed to the status "Draft" or "Approval" and the corresponding dialog box.

If you save a message as a draft, you will then find the message in the "Messages" tab of the file.

If you set a message to approval, it appears for the authorized persons under approvals and appears in the "Email" tab.

You can find out more about approvals in the dedicated section on Approvals.

The image shows a draft and an approval in the email tab of the digital case file. The symbols for differentiation are described.

  1. Show email draft

If you use text blocks or placeholders in your emails, these are not directly replaced in the email editor for a better overview.

You can see how an email will look like to your recipients by clicking the Preview (eye symbol).

The image shows the email editor where text blocks and placeholders are marked and the marked action "Preview" to view the completed text.

  1. AI functions

When you write a message, you also have access to the AI features of OmbuDesk.

You can either ask the OmbuDesk Chatbot for any details about the case or translate, correct, or simplify text.

If you want to learn more about the AI features, then click here on AI Features.

Status Change​

The image shows the status change and the selection list for all available statuses.

The most important quick action, to reflect the work on a case along your own processes, is the status change.

In the settings area for case status, you will find the explanation of how to adapt the various statuses to your preferences.

When you select the quick action, a dialog window opens that offers a selection list of all available statuses:

The image shows all availabe states which a case can be changed to in OmbuDesk. Highlighted in red is the state change in the quick actions.

You can link each status change to automations regarding email dispatch and deadline setting.

When changing a status, you will then receive a notice of which linked actions OmbuDesk is performing for you in the background:

The image shows the status change and the notice of which linked actions (email dispatch/deadline setting) are performed with it.

The similarity search is also stored as a quick action in every digital case file.

The similarity search supports you in finding similar cases to the one you are currently working on. This way you have access to already proven solutions at any time.

You can find more information on how to use the similarity search in the manual under "Search" or by clicking on the word "Similarity Search" above.