settings

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Admin Guide

Activating Languages in the System

Managing the Language Versions It is possible to use the CRM system in several different languages. You can set languages active or inactive in the Module Manager: Settings → Module Manager. By default, the tab Modules is first shown in the Module Manager, but you can manage the translations by selecting the Languages tab (see picture below). […]

Admin Guide

Approval Queue

Approval Queue With approval queues you can manage entities by having them approved by certain user(s) before it can be used. Approval queues are always created as custom work, but an admin can then manage the user permissions of the queues. For a new approval queue you’ll need to determine the information that needs to be locked and approved, […]

Admin Guide

Automatic Emails

Automatic Emails From the CRM In CRM it is possible send automatic emails based on email templates to predetermined target groups. The emails can also have online surveys (Q&As) linked to them to gather important information regarding e.g. a campaign or event. There are two ways to send and automate emails: The email is sent based […]

Admin Guide

Completing Contact Information When Creating an Activity

Completing contact information when creating an activity With this functionality the user can update missing information while booking a meeting or making any other activity in the CRM. An admin is able to determine which fields of a contact card need to be completed if an activity is created for the contact. When an user is […]

Admin Guide

Consolidated Invoicing Module Tool

Consolidated Invoicing Module Tool With Consolidated Invoicing module tool, you can combine sales orders or quotes of the same account into one invoice from the account card.  It is also possible to use parameters to determine default values for the new invoice (e.g. subject). The tool, like all the module tools, can be created in Settings […]

Admin Guide

Contact Portal: Settings and Actions

Campaign Settings and Actions in Contact Portal In addition to the regular modules, an admin user in Contact Portal can see the Admin module, where it is possible to manage campaign settings. These include i.a. assigning the agents to campaigns, activating survey and email templates and determining tools and other settings for the campaign. The […]

Admin Guide

Convert Lead

Convert Lead Module Tool A lead in CRM system can be easily converted to a contact, account, potential or all of these. For this you’ll need to create a module tool and map out, which information in the lead’s fields will be copied for the contact/account/potential. The tool, like all the module tools, can be created […]

Admin Guide

Currencies

Configuring Currencies You can create, edit and delete currencies used in offers, sales orders and invoices in Settings → Currencies. The Currencies List shows the currencies added in the system (see picture below). Euro is the default currency of the system and therefore can not be edited or deleted. Other currencies have buttons for editing  and […]

Admin Guide

Custom Row-Level Fields

Custom Row-Level Fields The system has four modules that contain row-level data. These modules are Sales Orders, Purchase Orders, Quotes and Invoice. The row level contains basically only standard column fields of the system, but it is also possible to create new custom fields for the rows depending on the need. Creation and Maintenance Row-level […]

Admin Guide

Email Contact Portal Admin Settings

Admin Settings in Email Contact Portal (ECP) In the admin settings of the Email Contact Portal, you can manage the following settings, among others: ECP users List types Web tracking Site settings Email sender addresses Licences. The admin settings can be found at the right edge of the top menu in the Settings section. Users In the Users’ […]

Admin Guide

Email Templates

Email Templates Several CRM modules and features handle and send emails, including the following: Modules Email, Target Groups, Campaigns and Invitation Events Send email template -module tool Discussion typed fields Portal Settings; emails concerning the support and self service portals Additional Settings; the field Email template for user password The permanent Change Comments template, which […]

Admin Guide

Entity’s Owner

Entity Owner Settings In the CRM-service system there is only one owner or assignee for every entity (Account, Contact, Sales Order, etc.). The owner can either be an individual user or a group. Every entity’s assignee settings can be edited in the module’s settings by clicking the Settings button  in the right module and then selecting the […]

Admin Guide

Information Security – IP Permissions

Managing IP Permissions You can manage IP permissions in Settings → IP Permissions. If there aren’t any permissions (denied or allowed IP addresses) determined, the system will allow signing in from any IP address. By default, the system allows only CRM service provider’s IP addresses whose types are Permanent. Every change in permissions (creating, editing and […]

Admin Guide

Invoicing Purchase Orders

Invoicing purchase orders through quotes CRM-service offers the possibility to copy product rows from purchase orders to quotes by selecting the orders under Projects and Additional Information –tab. This enables the user to move multiple product rows from different purchase orders to a quote and make sure that all the information stays the same. Below […]

Admin Guide

List Types in ECP

Managing List Types in ECP Introduction The list types in ECP denote email unsubscription lists. Each of the target group imported into the portal is linked to one list type, depending on the email that will be sent to the group. This enables the contact to unsubscribe from e.g. marketing emails, but at the same time […]

Admin Guide

Mail Scanner

Configuring and Using the Mail Scanner The Mail Scanner function can be used to create trouble tickets to CRM from the received emails of a certain email account. With scanner conditions and actions it is possible to identify the emails that should be scanned and perform the right actions to create the tickets. When the […]

Admin Guide

Maintaining the Menu Structure

The Menu Structure Introduction The main body of the system is built around the top menu. The menu is used to navigate around the system and when it is logical, it supports the daily tasks of every user. The visibility of the menu headers and menu items below them can be managed by profile. Therefore […]

Admin Guide

Managing and Creating Document Templates

Creating Document Templates You can manage RTF, PDF, Excel (XLSX) and ODF/OOXML templates used in the CRM system in the Document Template settings: Settings → Document Templates. In the settings you can see all the created templates, which can be edited deleted and activated/disabled (see the picture below). You can add a new template by clicking the Add […]

Admin Guide

Mobile Settings

Adjusting the Mobile Interface The settings of the mobile version of the CRM system can be examined and edited in Settings → under the Other Settings Mobile settings. The picture below shows the settings of the mobile version that can be edited. When changes are made, remember to click the Save button at the top right […]

Admin Guide

Module Entity Numbering

Module Entity Numbering Introduction The entities in CRM modules are numbered automatically in the order they are created. Each module has their own independent numbering. By default, the number of the entity consists of a prefix and the actual number. The prefix is the same for every entity in the same module, but the number […]

Admin Guide

Module Manager

Module Manager You can select the modules that are visible and active in the system (interface) in Settings → Module Manager. By default the tab Modules is first shown in the Module Manager (see the picture below). On this tab you can set the modules visible and usable by ticking the checkbox active . Most of the modules also […]

Admin Guide

Module Tool Parameters and Settings

Module Tool Parameters and Settings This guide is about defining module tools’ parameters and other possible tool-specific settings. For more information about the module tools in general, see the guide Module Tools. There is also a separate guide for creating and using the Convert Lead tool, Convert Lead. Parameters You can set parameters for the module tool to […]

Admin Guide

Module Tools

Module Tools This guide concerns the module tools in general and the settings for showing and running them. For more information about defining the parameters and possible other settings for the tools, see the guide Module Tool Parameters and Settings. With module tools it is possible to create tools for entity cards (= information view of […]

Admin Guide

Outlook Add-In Setup

Outlook Add-in Setup It is possible to synchronize your calendar and emails in CRM with the calendar and emails in your Outlook account. To do this, you’ll need to download and install the CRM Add-in for Outlook (you can find the download links in the guide Downloading the Outlook Add-in). When the add-in is downloaded and […]

Admin Guide

Percent Steps Based Commission

Percent Steps Based Commission Introduction This guide concentrates on setting up percent steps based provision groups. You can find more information about other provision settings and provision calculation in general in Provision Calculation. In the percent steps based provision model, the provision is determined by realized transactions (= sales orders) during the month. The model […]

Admin Guide

Permissions – Business Intelligence

CRM-Service Analytics (Business Intelligence) Introduction CRM-Service Analytics (Business Intelligence) is a chargeable plugin for the CRM-service system. The BI module contains tools for online analysis of the CRM data in different views. The technology used is based on the best BI-technology on the market, Qlik Sense. BI permissions are always personal (named CRM-service user). These users’ […]

Admin Guide

Permissions – Custom Reports

Custom Report Permissions Custom report permissions can be edited in Settings → Custom Report Permissions. Select from dropdown menu the User Sales Group you want to edit. Click the Hae (Search) button and you will get the list of users in the current sales group. If a user has not been attached to any sales group, they […]

Admin Guide

Portal Settings

Managing Portal Settings Introduction The Self-Service Portal is a portal for which you can grant access to your own customers. The modules and fields shown in the portal can mostly be managed in the CRM. Moreover, you can create several portal profiles and show them different amount of information if needed (e.g. only the main […]

Admin Guide

Product Based Commission

Product Based Commission This guide concentrates on setting up volume based commission groups. You can find more information about other provision settings and provision calculation in general in Provision Calculation. Like with all the provision groups, creating and managing the product based commission is done in Settings → Provision Groups. In product based commission, there are no […]

Admin Guide

Product Select Popup Customization

Product Select Popup Customization The categories and fields shown in the product select popup can be determined in the settings. The fixed categories of the products can be used in the popup, and this way you can use both the Search field and the categories to filter the products. The product select popup customization can be […]

Admin Guide

Project Settings

Project Settings It is possible to determine versatile permissions and restrictions to project functions in Profiles’ settings and Additional settings. With these settings, it is easy to either grant access or hide some functions from certain basic users, e.g. based on their job description on the project. An admin has always access to all project […]

Admin Guide

Provision Calculation

Managing Provision Calculations Managing different provision models is based on provision groups. The system enables managing four different parallel provision models for the users. The provision model of the user is determined by the provision group they are linked to. Each user belongs to a maximum of one provision group, which means that a user […]

Admin Guide

Q&A Templates

Q&A Templates  With the survey templates attached to an email it is possible to gather information from the contacts regarding e.g. a campaign or an invitation event. For more information about linking the QA template to an email and sending and automating the emails, see the guide Automatic Emails. Creating and editing the QA templates […]

Admin Guide

Sales Organization Access

Managing Sales Organization Access Sales organization permissions are applied to Custom reports and Business Intelligence reports. Sales organization permissions can be created in Settings → Sales Organization Access. The users are listed in the view by sales groups; you can search for a certain by selecting a sales group and if wanted, a text to search. If […]

Admin Guide

Sales Organization Hierarchy

Sales Organisation hierarchy In the CRM-service system, you must set up a hierarchy of the sales organization structures. The system users are linked to this structure on different organization levels. Users do not have to belong to any sales organization structure. In that case they will not have permissions for example to any Custom reports […]

Admin Guide

Scheduled Tasks

Scheduled Tasks With scheduled tasks it is possible to automatize the use of target groups. You can for example set a target group to update automatically at certain time intervals and/or automatically create activities concerning the target group to your calendar. You can also use a scheduled task to schedule in advance a mass edit for a certain […]

Admin Guide

Security Settings

Security Settings An admin can manage the IP-address restrictions and brute-force settings in Settings → Security. The main view of the security settings is presented in the picture below. In brute-force protection field you can determine, how many failed login attempts will ban the IP address and for how long. The IP addresses that are trusted can […]

Admin Guide

System Access

System Access Management Definitions Entity = One saved record in the system, e.g. one account or quote. Introduction System access can be set for each entity, so that on the strictest (=lowest) access level each user can only see their own entities. Every entity has always only one owner, which can be either an individual user or […]

Admin Guide

User Login History

User Login History Introduction You can see the users’ login history to track the times that each user has started and ended a system session. The history shows also the status of the session, which tells if the session was ended with a logout or if it is still currently active. Examining the Login Histories […]

Admin Guide

Volume-Based Provision

Volume-Based Provision Introduction This guide concentrates on setting up volume-based provision groups. You can find more information about other provision settings and provision calculation in general in Provision Calculation. In the volume-based provision model the sales person gets provision from all the products in a sales order based on one base provision percent. The model […]

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