CaFE Memo Feature: Comprehensive Guide for Advisers

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Table of Contents

 

Overview of Dashboard Memo

The Memo feature in CaFE is a powerful, multifaceted tool designed specifically for Advisers users, typically accountants and bookkeepers. This feature serves as a centralised platform for internal client information sharing, task management, and team communication. By fostering collaboration and streamlining workflow, the Memo feature enhances productivity and ensures seamless information flow within your organisation.

 

To access this invaluable tool, simply select 'Memo' from the header menu in your CaFE interface. Additionally, the Dashboard provides a convenient overview of upcoming To-Dos as reminders, each linked to its corresponding detailed Memo information. This dual-access approach ensures that important tasks and information are always at your fingertips.

 

One of the key strengths of the Memo feature is its ability to facilitate team communication. All memos are visible to team members, making it an excellent tool for sharing client insights, delegating tasks, and maintaining a cohesive team approach to client management. This shared visibility promotes transparency and helps prevent information silos within your organisation.

 

Memo list screen explanation

The Memo list screen is your central hub for managing all client-related notes and tasks. Understanding its layout and functionality is crucial for efficient use of the CaFE Memo feature.

 

Understanding the Memo list columns

The Memo list provides a comprehensive overview of all memos, with each column offering specific information:

  • Client: Displays the associated client name
  • Summary: Provides a brief description of the memo content
  • Due Date: Shows the deadline for To-Dos (appears in red if overdue)
  • Memo Type: Indicates whether the memo is a 'To-Do' or a 'Note'
  • Tag: Shows any tags used for grouping and easier searching
  • Last Updated: Displays the date and time of the most recent modification
  • Updated By: Identifies the user who last modified the memo

This detailed view allows for quick assessment of pending tasks, client information, and team activity at a glance.

 

Tips for efficient Memo list management

To make the most of the Memo list, familiarise yourself with these management tools:

  • Sorting: Click on any column header to sort the list based on that column's information.
  • Filtering: Utilise the 'Client' dropdown or 'Free text search' to quickly find specific memos.
  • Exporting: Click the export icon to download the list for offline use or reporting.
  • Paging: Navigate through multiple pages of memos using the controls at the bottom of the list.

Mastering these functions will significantly enhance your efficiency in managing client information and tasks.

 

 

Managing Memos

Effective use of the Memo feature involves creating, updating, and occasionally deleting memos. Here's a detailed guide on how to perform these actions:

How to create a new Memo

  1. Ensure the input form is clear of any previous entries.
  2. Select the relevant client from the dropdown menu.
  3. Choose the appropriate Memo Type (To-Dos for tasks, Notes for information).
  4. If it's a To-Do, set a Due Date (this is required for To-Dos).
  5. Enter a concise Summary and detailed Memo text.
  6. Add Tags if needed for easier future reference.
  7. Click 'Add' to save the new memo.

Remember, creating clear and informative memos helps your team stay aligned on client matters.

 

Process for updating an existing Memo

  1. Select the memo you wish to update from the list.
  2. The memo's details will populate the input form. Make your necessary changes.
  3. Click 'Update' to save your modifications.

Regularly updating memos ensures that your team always has access to the most current information.

 

How to delete a Memo

  1. Select the memo you want to delete from the list.
  2. With the memo's details in the input form, click 'Delete'.

Exercise caution when deleting memos, as this action is irreversible.

 

 

Use Cases: When and how to use the Memo feature effectively

The CaFE Memo feature is a versatile tool that can significantly enhance your team's efficiency and client management. Here are some detailed use cases to help you leverage this feature to its full potential:

Use Case 1: Task Tracking and Delegation

Create To-Dos for upcoming client deadlines or required actions. For instance, set a To-Do for "Prepare Q2 Financial Report for ABC Corp" with a due date. This allows team members to see pending tasks and take action accordingly.

 

Use Case 2: Team Communication and Knowledge Sharing

Use Notes to share important client details or insights with colleagues. For example, after a client meeting, create a Note detailing key discussion points, decisions made, or changes in client circumstances. This ensures all team members are up-to-date with client information.

 

Use Case 3: Deadline Management

Utilise the Dashboard's Next To-Do feature for timely task completion. By consistently creating To-Dos for all deadline-sensitive tasks, you create a reliable system for tracking and meeting client obligations.

 

Use Case 4: Client Interaction Log

Record important conversations or decisions in Notes. This creates a searchable history of client interactions, which is invaluable for maintaining continuity in client relationships, especially when different team members interact with the client.

 

Use Case 5: Tax Planning and Compliance

Set reminders for key tax dates and preparations. Create To-Dos for tasks like "Initiate tax return process for XYZ Ltd" or "Review tax law changes affecting client portfolio". This proactive approach helps ensure timely compliance and minimises last-minute rushes.

 

 

Frequently Asked Questions about the CaFE Memo feature

To help you make the most of the CaFE Memo feature, here are answers to some frequently asked questions:

What's the difference between To-Dos and Notes in CaFE?

To-Dos are task-oriented entries with required due dates. They are designed for actionable items and appear on the Dashboard, serving as reminders. Notes, on the other hand, are for general information sharing. They don't have due dates and don't appear on the Dashboard. Use To-Dos for tasks that need to be completed by a certain date, and Notes for information that needs to be shared or referenced.

 

How can I organise and find related Memos?

The Tag feature is your best tool for organising related memos. You can add one or multiple tags to each memo. For example, you might use tags like "Tax2024", "ClientMeeting", or "ProjectX". When you need to find related memos, you can filter using these tags. This system allows for flexible and powerful organisation of your memos.

 

How do I handle overdue To-Dos in CaFE?

Overdue To-Dos are visually distinctive with red due dates in the list. When you encounter an overdue To-Do, you have several options:

  1. Update it with a new due date if the task is still relevant but the deadline has shifted.
  2. Change it to a Note if the task is no longer actionable but the information is still useful.
  3. Delete it if it's no longer relevant or necessary.

Regular review of overdue To-Dos helps maintain an accurate and current task list.

 

Can I remove a To-Do from the Dashboard display?

Yes, you can remove a To-Do from the Dashboard in two ways:

  1. Delete the To-Do if it's no longer needed at all.
  2. Change its type to Notes if you want to keep the information but remove it from the Dashboard.

Remember, once changed to a Note, it won't appear on the Dashboard even if you set a due date later.

 

Is there a limit on the number of Memos in CaFE?

While there's no set limit on the number of memos you can create, it's good practice to manage your memos for optimal system performance. Regularly review your memos and:

  1. Archive completed To-Dos or outdated Notes.
  2. Delete memos that are no longer relevant.
  3. Consolidate multiple memos on the same topic when possible.

This not only helps maintain system performance but also keeps your memo list manageable and relevant.

 

By understanding these aspects of the CaFE Memo feature, you can use it more effectively to enhance your team's productivity and client management capabilities.

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