Overview of the Main Sections of HowNow

To navigate between the main sections of HowNow, click the tab buttons near the top of the screen.

The Home, Organisation, Knowledge, Records, Contacts, Jobs and Tasks tabs are simply different ways of accessing the data stored in HowNow. Use whichever is appropriate - these will vary depending on the modules installed.



  • The Home tab provides users with a personal view of HowNow via a web browser. It displays user’s contact details, birthdays and anniversaries, news items, new and updated documents, recently used documents and favourites. It can be modified to display the firm’s intranet or any other details accessible via a web browser. In this new version of HowNow5.2 the Home page has not been updated. This tab will be restructured in the near future.
     
  • The Organisation tab is an “employee-centric” way of finding position descriptions and procedures relating to particular positions (i.e. jobs or roles); and it is also a convenient way of accessing contact information for team members;

  • The Knowledge tab allows you to find any document or template in HowNow, based on keywords, Procedural Area, Document Type or Topic.

  • The Records tab allows you to find any “record” in HowNow, such as letters sent to clients, completed checklists, completed workpapers, etc.
     
  • The Contacts tab displays contact details extracted from external databases (usually the firm’s client management system) and allows these contacts to be searched or edited. New contacts can also be added to HowNow, but the external database will not be updated.

  • The Jobs and Tasks tabs allows you to record and monitor the progress of jobs in your firm.

  

Organisation Tab

This section displays the organisation area, showing all of the positions and employees in your organisation, who they report to, what their contact details are, what they look like (optional only!), as well as their primary and secondary procedures (i.e. procedures relating to each employee's main responsibilities). To display an employee's details, click on a employee's name in the organisation area.

The organisation pane has four different views, Organisation, Positions, Employees and Team. Organisation displays the organisation chart, Position displays team members grouped by their position, Employees displays team members by name and Team displays team members grouped by their team or teams. These views can be changed by right-clicking the organisation pane and choosing the required view from the drop-down menu.

An In-Out Board is available for use in tracking employee's movements.

You can also search for documents in the Organisation area, based on keywords, by typing into the search bar. You do not need to press Enter. HowNow will automatically search after you stop typing.

The number of documents found is displayed in the Status Bar at the bottom of the screen (e.g. “61 item(s) found”). You can scroll through the search results list using your mouse, the scroll bar on the right of the screen, or by using the up and down keys.

To open a document, press Enter when its row is highlighted, or double-click the row.

To clear a search results list, press the X to clear the text.

By default, the items displayed in the search list are sorted in alphabetical order by the title. To sort by any other column, click the column title.


Knowledge Tab

This section contains all “documents” that are stored in HowNow. It is useful to see Knowledge as your firm's 'Knowledge Base'. Note: The Knowledge area does not contain “records” such as actual letters that have been sent to clients. These records can be found in the Records area of HowNow, which is the tab to the right of the Documents tab.

You can search for documents in the Knowledge area, based on keywords, by typing into the search field. This is the field where the cursor is flashing. You do not need to press Enter. HowNow will automatically search after you stop typing.

In addition to keywords, you can search by clicking on Procedural Area, Document Type and/or Topic filters in the left pane. To select multiple filters, hold down Ctrl as you click on the filters. These filters allow you to quickly narrow your search to relevant documents.

The number of documents found is displayed in the Status Bar at the bottom of the screen (e.g. “61 item(s) found”). You can scroll through the search results list using your mouse, the scroll bar on the right of the screen, or by using the up and down keys.


If the preview option is turned on, clicking on a document will display the preview in the right-hand pane. Most files types can be previewed.

To open a document, press Enter when its row is highlighted, or double-click the row.

To clear a search results list, either press the Esc key or click the “x” button next to the search field. To clear any filters and have them return to default click the "Clear Current Filters" icon.

By default, the items displayed in the search list are sorted in alphabetical order by the title. To sort by any other column, click the column title.


Standard Filter Areas in HowNow Knowledge

HowNow is supplied with the following standard procedural areas and document types (as displayed in the left pane of the Knowledge screen): 


  • Procedural Areas

  • Administration
  • Clients (relates to dealing with existing clients/customers)
  • Finance (relates to your organisation’s finances)
  • Team (relates to HR and OHS content)
  • Leadership (relates to senior management issues such as planning and strategy)
  • Marketing (relates to acquiring new clients/customers)
  • Production (relates to the income-producing activities of the organisation)
  • Unprofiled (a temporary area used when cataloguing new documents) 


The Standard Document Types in HowNow 

  • Procedures (which link to the required documents, below …)
  • Checklists
  • Letters
  • Forms
  • Scripts
  • Examples
  • Organisation
  • Other
  • FAQ
  • Reference
  • Web Pages
  • Templates
    HowNow Templates
    Master Style
  • Unprofiled (a temporary area used when cataloguing new documents) 

For more information, see Knowledge Management.


Topics

These are an optional area to enhance searching in HowNow.


Records Tab

The Records tab contains all “records” that are stored in HowNow. It allows you to easily retrieve records, such as letters, emails or documents sent to clients, or scanned documents received from clients or other organisations.

Note: The Records area does not contain “documents” such as template standard letters, template checklists, forms, procedures, etc. These documents can be found in the Knowledge area of HowNow, which is the tab to the left of the Records tab.


You can search for records in the Records tab, based on keywords, by typing into the search field. This is the field where the cursor is flashing. Do not press Enter. HowNow will automatically search after you stop typing.

In addition to keywords, you can search by clicking on filters in the left pane.

If you are searching for a record relating to a client, you can either:

  • type part of the client's name and part of the document name in the search field, or 
  • click on the bold Contacts filter in the left pane. By default, HowNow displays records for all contacts. Select the option ‘Contact’ from the top Filter By drop-down list. Then select the appropriate contact from the Contact drop-down list. To find the appropriate contact in the drop-down list, click the down arrow to display the drop-down list, type the first 3 or 4 letters of the contact’s name so that their name becomes visible in the drop-down list—then click on the contact’s name. You can also click on more specific filters under Contacts, such as the location or sub-location relevant to the record.


The lower left Filter drop-down list allows records to be searched for by the employee's role such as Signatory, Preparer, Manager, Partner, Reviewer or Inactive Employees Only - once selected, you can use the centre drop-down to select the employee's name. 

The right filter drop-down allows records to be filtered by status such as All, Not Final, Draft, Review, Approved or Final.
Note: this list, except for the first two, is dependent on the statuses which were set-up by your firm.

The Date-Range drop-down filter allows records to be filtered by Modified, Created, Added and Finalised date ranges.

If you are searching for a record relating to a team member, click on the bold Team filter in the left pane and select ‘Contact’ from the top Filters drop-down list. Then select the appropriate employee from the drop-down list. You can also click on more specific filters under team, such as the location or sub-location relevant to the record.

If you do a keyword search without selecting a filter, all areas of HowNow Records are searched.

The number of records found is optionally displayed in the Status Bar at the bottom of the screen (e.g. “61 record(s) found”). You can scroll through the search results list using your mouse and the scroll bar on the right of the screen, or by using the up and down keys.

If the preview option is turned on, clicking on a record will display the preview in the right-hand pane. Most files types can be previewed.

To open a record, press Enter when its row is highlighted, or double-click the row.

To clear a search results list, either press the Esc key or click the “x” button next to the search field. Click on the Clear Current Search icon to return your filters to their default.

By default, the items displayed in the search list are sorted in alphabetical order by the title. To sort by any other column, click the column title.

For more information see Records Management.


Contacts Tab

The Contacts section displays contact details extracted from the firm’s client management system and allows these contacts to be searched. New contacts can also be added but they will not be updated in the external database.

You can search for contacts in the Contacts area, based on keywords, by typing into the search field. This is the field where the cursor is flashing. You do not need to press Enter. HowNow will automatically search after you stop typing. Note that HowNow searches all the standard contact fields, not just the ones showing in the list.

The Active Only drop-down list allows contacts to be filtered by whether they are active or not. For example, select Inactive Only if you only want to see contacts who are no longer current.

The Advanced button allows advanced filtering to be performed. For example, use Advanced if you want to restrict the contact display to only individuals.

For more information see Contacts Management.


Jobs Tab 

The Jobs tab manages all of the 'Jobs' processed by the firm and allows these jobs to be searched, monitored and maintained.

Note: the word 'Job' can be changed wherever it appears in HowNow to correspond to the terminology used by your firm.

New jobs can be created quickly and easily, on-the-fly, with a minimum of input.

The status of jobs can be easily monitored by anyone in the firm. Jobs can be displayed by employee role, contact, date range and status.

For more information see Workflow Management.


Tasks Tab 

The Tasks tab manages all of the 'Tasks' processed by the firm and allows these tasks to be searched, monitored and maintained.

New tasks can be created quickly and easily, on-the-fly, with a minimum of input. Tasks can be assigned to a job or can be standalone. 

The status of tasks can be easily monitored by anyone in the firm. Tasks can be displayed by employee role, contact, job, date range and status.

For more information see Workflow Management.

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