This article explains how to leverage your saved contact segments in Karbon to efficiently create work items in bulk. Once you have created your contact segments (see [Link to Contact Segmentation Overview Article Here]), this process allows you to quickly generate tasks for multiple clients within a defined segment, streamlining your workflow and ensuring consistent task management for specific client groups.
Steps:
Access Your Contact Segments:
Go to the Contacts section in the main Karbon menu.
In the left-hand menu, click Segments.
Select Your Segment:
Locate the segment for which you want to create work items.
Click on the name of the segment to view the contacts within that segment.
Select Contacts for Bulk Work:
To select all contacts within the segment, check the box at the top of the contact list.
Alternatively, you can individually select specific contacts within the segment by checking the box next to their name.
Once you have selected the desired contacts (up to 100), click the Add Work button that appears above the contact list.
Set Up Your Work Details:
The "Bulk Create Work" panel will appear.
Select Work Template (Optional): If you want to use a pre-defined template, click the dropdown menu and select the relevant Work Template. If you want to create an ad-hoc work item, skip this step.
Assign the Work:
Click the Assignee dropdown and select the team member responsible for the work.
Click the Start Date field to choose the date the work should begin.
Choose Repeat Settings (Optional): If the work needs to recur:
Click the Repeat dropdown and select the desired frequency (e.g., Daily, Weekly, Monthly).
Configure the Frequency details based on your selection (e.g., every 2 weeks).
Choose the Number of Instances (Indefinite or a Fixed Number) or set an End Date for the recurrence.
Set the Due Date and Avoid Weekends:
The Due Date will be calculated based on any due date offset defined in a selected Work Template or relative to the Start Date. You can adjust this if needed.
Check the Avoid Weekends box if you want the start or due dates to shift to the previous Friday if they fall on a Saturday or Sunday.
Customize Work Details:
The Work Instances section will display a list of the work items that will be created for each selected contact, based on the settings you defined in the previous step.
You can further customize these individual work items:
Dynamic Naming Convention: Click into the Title field of a work item to modify it. You can use dynamic placeholders (if available in your template or manually added) to include information like the month or year in the title.
Assign Open Roles: If your work template includes unassigned roles, click the Assignee dropdown for that role and select a team member.
Further Customizations: Make any other necessary adjustments to the individual work item details as required. You can bulk-select multiple work items by checking the boxes on the left and then edit common fields simultaneously using the options that appear at the top of the list.
Create Work:
Once you have reviewed and customized the work instances, click the Create Work button at the bottom of the panel.
Karbon will then create the specified work items and assign them to the selected team members for the contacts in your chosen segment.
Please keep in mind: The bulk work creation tool has a limit of 100 contacts per batch. If your segment contains more than 100 contacts, you will need to perform the bulk work creation in multiple steps.
Further Reading 📖