User Guide

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User Guide

– CONTENTS –

Contents of User Guides This page presents all the user guides, grouped by their use and purpose and ordered from the very common actions to more system-specific ones. The user guides concern the ways the modules or functions in the system can be used every day. Some of the guides may include side notes for […]

User Guide

Account hierarchy visualization

General Account hierarchy can be used to structure complex organizations and hierarchy visualization will show these parent-child relationships, so it is easy to see how accounts relate to each other. This functionality can be used to show parent company and its subsidiaries, but also as an office map for companies which operate in multiple locations. […]

User Guide

Activities

Managing Activities Introduction The activities are managed and created in the Calendar module.  The default view of the module is shown in the picture below; if your calendar does not look like this, then you are using the legacy version of CRM-service Browsing the Calendar If the activities in the calendar do not fit into […]

User Guide

Adding a mass event calendar link to email

General Adding a calendar file (.ics) link to a mass event email allows the registered participant to easily add the event to their calendar application with a single click. This simplifies the whole process since the attendee does not need to add the event to their calendar manually. Start After the mass event has been […]

User Guide

Business Intelligence (Qlik Sense)

Business Intelligence Reporting Introduction Business Intelligence reporting is a chargeable plugin to CRM, with which you can analyze your CRM data from multiple perspectives even more thoroughly than with the default reporting features. The CRM-service BI reporting is based on the market’s leading BI technology QlikSense. With BI, you can report the following modules and […]

User Guide

Campaigns

Managing Campaigns Campaigns in the CRM can be used for many purposes. At their simplest, the campaigns can be utilized to plan customer listings, but you get more out of them when managing newsletterlistings. Campaigns are also used to define the contacts in the Contact Portal call campaigns. Note! The most efficient way to work […]

User Guide

CC Address Field

General CC addresses are used to send copies of the message to wanted addresses. This is available in the HelpDesk module after the “CC Address” field is activated in the settings by the admin user. Start After the field has been activated on settings, it should be visible in the entity. Users can add emails […]

User Guide

Change Password

General Passwords are used to protect each account, which means that people should use strong passwords. By default, users will get their first password via email when they start using our system. From time to time there rises a need to change the passwords and in this guide, we explain step-by-step how to do it. […]

User Guide

Complete Guide to Filters

General In the CRM, a filter refers to a general list view in a module, which shows the module’s contents – accounts/contacts/quotes/etc. – as a list. The filter determines which fields are shown as columns, the order in which the entities are shown, and if some criteria delimit the entities. There can be several filters […]

User Guide

Create Activities

Creating and Editing Events (Activities) This guide is about events. For information about activities and the Calendar module in general, see the guide Activities. There are different ways to create a new event, depending on your settings and needs. You can choose to create the event in the following ways: In the Calendar module (Always […]

User Guide

Dashboard management

General A dashboard is a place where users can place elements, aka widgets. Users can have multiple dashboard views, and they can also be shared with the reporting group. The dashboard provides users with a quick view of things they like to follow, and it is a place for specialized widgets like a widget used […]

User Guide

Discussion

The Discussion Tool The discussion tool is a way to make the company’s internal information flow about the entities smoother. The comments on the discussion are visible only in the CRM and to those users that have a permission to see the entity in the first place. You can also mention another user in a […]

User Guide

E-Invoicing – Error Conditions

General In practice, sending an e-invoice happens in four stages: The invoice is generated and sent from CRM. The invoice goes from CRM to the operator of the invoicer, who checks the information of the sender of the invoice. The invoice is transferred from the invoicer’s operator to the recipient’s operator, who searches for the […]

User Guide

E-Signing

E-Signing E-Signing is a separately activated feature, which allows the entire signing process from document management to signing and storing of signed documents to be handled within CRM. No separate agreement is required to activate the electronic signature: it is also covered by the current CRM-Service agreement. The e-signing technology is provided by Scrive. The […]

User Guide

Email Templates: Testing Links

General In general, the links placed in the email template work flawlessly, as long as the link address is correct. However, if you want to make sure that every link in the email template works correctly, you can use the following instructions to test the links. There are two different options available, from which the […]

User Guide

Filter Conditions – Complete Guide

General Filter conditions are set after setting up the fields of the wanted filter, and they limit the information shown in the list view. Please note that when using a field in conditions that contain a multi-relation, the system will give you the following notification: Start In the view where filters are created and edited, […]

User Guide

Filters in modules

Oh bummer! It seems that these instructions started their retirement after the filter update was published. However there is no reason to panic, the new complete guide to updated filters can be found here.

User Guide

Filters: KPI

General KPI is part of the filter settings and the information it provides will be visible at the top of the filter. KPI can be used to display more accurate data in different styles. A maximum of three KPI points can be created and they will appear at the top of the page. Using KPIs, […]

User Guide

Home Page Charts

Home Page Charts Introduction With the CRM home page’s Chart elements, you can create graphical (or in table format) reports on the user’s home page. The charts have extensive setting options, so that you can determine the perspective for the report very carefully to meet your needs. The charts can be user-specific or you can […]

User Guide

Home Page Charts: Bar and Line Chart

Bar and Line Chart Introduction This guide helps you to create bar and line charts for the user’s home page. To learn more about the home page charts in general and how to share them among the users in a certain sales group, see the guide Home Page Charts. The pictures in this guide represent […]

User Guide

Home Page Charts: Pie

Pie Chart Introduction This guide helps you to create pie charts for the user’s home page. To learn more about the home page charts in general and how to share them among the users in a certain sales group, see the guide Home Page Charts. The pictures in this guide represent an example pie about […]

User Guide

Home Page Charts: Stacked Chart

Stacked Chart Introduction This guide helps you to create stacked charts for the user’s home page. To learn more about the home page charts in general and how to share them among the users in a certain sales group, see the guide Home Page Charts. The pictures in this guide represent an example stacked bar […]

User Guide

Home Page Charts: Stacked Percentage Chart

Stacked Percentage Chart Introduction This guide represents an example case of a stacked percentage chart. A percentage chart is created in a same way as a “normal” stacked chart (for more information about creating stacked charts, see the guide Stacked Chart), but with using the additional setting Show as % (see the picture below). In […]

User Guide

Home Page Widgets

General Widgets can be used to quickly access and view specific elements of the system like the calendar, work week, and the sales funnel. Start Widgets are generally easy to use. Some will require only the specific name user wants the widget to be displayed, while some need other information to be filled in. Quick […]

User Guide

Invoicing Mass Events

General The mass events module enables users to create multiple different types of events, which naturally also means that sometimes those events have invoiceable items, like entrance or lunch fees. It is also possible that the main event is free, but the event has sub-events with separate charges. The mass events module provides users with […]

User Guide

Kanban

Introduction In addition to listing filters, it is possible to create Kanban views in the general views of CRM modules. Kanban is suitable for describing the process and its progress. Its visual presentation also often makes things easier to deal with and follow up. Any information that involves step-by-step progress can be represented as a […]

User Guide

Linking survey to email

General Once you have completed the survey, you can distribute it via an email link. The survey can be attached to the email as a text link or a button. In this guide, we will show an example of both. Start For this guide, we assume you already have an email template for sending this […]

User Guide

Mass editing

Introduction With mass editing, you can edit multiple fields simultaneously. The mass edit option is located in the chosen CRM modules’ top right corner. By default, all the modules in CRM are mass editable. The following field types are editable with mass editing: Checklists Checkboxes Date fields The mass editing tool will only show the […]

User Guide

Mass Event Surveys

Introduction A person registering to a mass event, can be presented with a registration form, that can be used to collect all the needed information from each registrated person right away. The registration form is unique for each mass event, so the questions and types of questions can be alternated when needed. If registrations are […]

User Guide

Mass event triggers

General Mass event triggers can be used to manage event-related automatic email communication to participants and contacts marked as personnel. The most typical triggers are registration confirmations sent to participants and a reminder about the event a few days before the event starts. This instruction describes examples of the above-mentioned cases, but these guidelines can […]

User Guide

Mass Events

…can contain multiple sub-events and sub-events can have their own capacity and price. The capacity of the subevent can’t be more that the capacity of the whole event. The selected…

User Guide

Mass Invoicing

General   These are instructions for using Mass Invoicing after the admin has enabled the settings required for Mass invoicing. To find out how to set up the Mass Invoicing, see the instructions here. Mass invoicing can be used to create similar invoices at once for a selected group of customers (accounts or contacts). In this context, […]

User Guide

Outlook Add-in for users

Outlook Add-in user guide Before the Outlook Add-in can be used, it needs to be activated by an admin user (instructions: Outlook Add-In Setup). The Add-in is managed on the Add-ins tab in Outlook. On the Add-ins tab, there are buttons for i.a. logging in and out, manual synchronizing and settings (see the picture below). Appointments […]

User Guide

Portals and Channels for Customer Care Automation

General CRM-service offers several customer self-service portals and tools for e-mail marketing and contact center functions. The customer service operates through portals, sms, e-mails and QA functions. EFFICIENCY FOR MANAGING CUSTOMER ENCOUNTER AND SELF-SERVICE

User Guide

Price Books

General With the price books, you can define customer-specific prices for certain products. This way the prices of the products added to e.g. an invoice are updated automatically according to the price book based on an agreement with the customer. The price books have their own module, Price Books. Start Price lists have their own […]

User Guide

Products

General The products module represents everything billable. These can be products with stock, products with unlimited stock, and even things like work hours. Products are used in multiple functions and there are multiple settings available for each type of product. Products can also be offered at different prices for certain customers by using price books. […]

User Guide

Projects

General Projects can be used to make it easier to manage even large projects. Projects are used, for example,  in connection with expense tracking and work-hour reporting. The participating persons are related to the projects, then record the working hours related to the project. There are different ends available for projects, will have their own […]

User Guide

Recurring Invoicing

Creating Recurring Invoicing for Sales Orders Introduction It is possible to create recurring invoicing for sales orders. With this function, you can bill automatically the same customer for the same products or services e.g. monthly or annually. The invoices in recurring invoicing are formed retroactively, which means that the invoice is always generated at the end […]

User Guide

Report Generator

Viewing and Sharing Reports The report generator can be used to create reports that combine information from different modules. The reports help you get a hold of the CRM data and provide material to base decisions on. The created reports can be viewed directly in a browser (a new tab will be opened) by clicking on a report on the front […]

User Guide

Sales Funnel

General With the sales funnel, for example, offers can be displayed according to their stages in the sales funnel. A sales funnel can be created on the front page and thereby shared with others in the reporting group. Additional instructions on front page. This guide goes through the different settings and definitions of the funnel. […]

User Guide

Sales Orders

In the Sales Orders, you can create new Sales Orders or create invoice templates for Mass Invoicing. Here are the explanations for some of the most common fields used in Sales Orders: Status – The status of the template will also determine the initial status of the invoices. Due date – The due date for […]

User Guide

Search functions

General Search functions are designed to make it as easy as possible to find information. Our CRM system provides users with both a site-wide search engine and search engines for individual parts of the system, to make it as easy as possible for users to find what they want in the system. The site-wide search […]

User Guide

Stock Tracking

Stock Tracking Introduction It is possible to keep track of the quantity of your products by setting them stock tracked. When stock tracking is activated for a product, purchase orders will increase and sales orders decrease the amount of the product in stock. You can also for example have the CRM system notify the vendor […]

User Guide

Surveys – General Settings

General The survey settings are divided into three parts. This article will go through the general settings and the page settings, and there is a separate guide for questions. The survey section guides you through the general settings of the survey. The general settings that are used for all pages and questions are made in […]

User Guide

Surveys – Setting up a new survey

General In the surveys module, it is possible to create different surveys that can be sent to users via email or during mass event registrations. This guide explains all parts of a survey in general terms, from creating a survey to introducing the parts of the editor. Instructions for surveys made specifically for mass events […]

User Guide

Whiteboard

General The Whiteboard planner is a Kanban view that can be added to the homepage. With Whiteboard the user can drag and drop entities added to the Whiteboard from one of the modules to arrange them according to their choice. A whiteboard is added to the homepage in the same way as other widgets on […]

User Guide

Widgets: Work hour reporting

General Users can add widgets to their system’s front page and two of those widgets are linked to the work-hour reporting. These widgets are called Workhours and Project hours. Project hours can be used to track worked hours on different projects. Workhours, on the other hand, give the person a summary of tracked work hours […]

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