Universal Search

Universal Search allows you to search for a specific contact across all lists your account.
You can search by:

  • Contact or Lead
    • First and Last name
    • Email Address
  • Organization
    • Name
  • Opportunities
  • Open Activities
    • Closed
      • Documents
          • Tickets

 

One thing to keep in mind, if you use the Universal Search, is that it will search throughout all lists in your account and may take longer than View Search.

view-search-and-universal-search

A CRM Search tool that quickly searches the field values of the loaded <a href=”https://benchmark.atlassian.net/wiki/display/CRMFSD/Views”>View</a> on a record <a href=”https://benchmark.atlassian.net/wiki/display/CRMFSD/Dashboards”>Dashboard</a>.

 

Search this View

View Search is intended to only search for contacts and leads in a given view.
How is Search This View different than Universal Search?
With View Search, you will be able to see specific records.

  • It is specific to the record type of the dashboard
  • Only records in the View currently loaded are searched
  • Only the fields (columns) of the View currently loaded are searched
  • Search is fast and powerful, as the entire process happens within the page (all view data is already loaded to the page)
    • Even partial terms in the middle of the field data can be entered to find matching records

Search This View is located at the top of the records box on every record Dashboard.

search-view

What is Project Life Cycle?

The project manager and project team have one shared goal: to carry out the work of the project for the purpose of meeting the project’s objectives. Every project has a beginning, a middle period during which activities move the project toward completion, and an ending. A standard project typically has the following four major phases (each with its own agenda of tasks and issues).

  1. Initiation Phase
  2. Planning Phase
  3. Execution Phase
  4. Control Phase
  5. Closure

 

 

Taken together, these phases represent the path a project takes from the beginning to its end and are generally referred to as the “Project life cycle.”

Initiation Phase

During the first of these phases, the initiation phase, the project objective is identified; this can be a business problem or opportunity.  A feasibility study is conducted to investigate whether each option addresses the project objective and a final recommended solution is determined. Issues of feasibility (“can we do the project?”) and justification (“should we do the project?”) are addressed.

Once the recommended solution is approved, a project is initiated to deliver the approved solution and a project manager is appointed. The major deliverables and the participating work groups are identified, and the project team begins to take shape. Approval is then sought by the project manager to move onto the detailed planning phase.

Planning Phase

The planning phase is where the project solution is further developed in as much detail as possible and the steps necessary to meet the project’s objective are planned. In this step, the team identifies all of the work to be done. The project’s tasks and resource requirements are identified, along with the strategy for producing them. This is also referred to as “scope management.” A project plan is created outlining the activities, tasks, dependencies, and timeframes.  

Once the project team has accomplished the three fundamental components of the planning process:

  • Identified the work
  • Prepared the schedule
  • Estimated the costs

This is an excellent time to identify and try to deal with anything that might pose a threat to the successful completion of the project. This is called risk management. In risk management, “high-threat” potential problems are identified along with the action that is to be taken on each high-threat potential problem, either to reduce the probability that the problem will occur or to reduce the impact on the project if it does occur.

Finally, you will want to document a quality plan, providing quality targets, assurance, and control measures, along with an acceptance plan, listing the criteria to be met to gain customer acceptance. At this point, the project would have been planned in detail and is ready to be executed.

Execution (Implementation) Phase

The project plan is put into motion and the work of the project is performed. It is important to maintain control and communicate as needed during implementation. Progress is continuously monitored and appropriate adjustments are made and recorded as variances from the original plan. During project implementation, people are carrying out the tasks, and progress information is being reported through regular team meetings. The project manager uses this information to maintain control over the direction of the project by comparing the progress reports with the project plan to measure the performance of the project activities and take corrective action as needed. The plan should be updated and published on a regular basis.

Control Phase

Each project deliverable produced should be reviewed for quality and measured against the acceptance criteria. Project monitoring or Control phase occurs at the same time as the execution phase, this one mostly deals with measuring the project performance and progression in accordance to the project plan. Scope verification and control occur to check and monitor for scope creep, change control to track and manage changes to project requirement. Calculating key performance indicators for cost and time are done to measure the degree of variation, if any, and in which case corrective measures are determined and suggested to keep a project on track. To prevent project failure, consider why projects are likely to fail and the ways to prevent failure. Once all of the deliverables have been produced and the customer has accepted the final solution, the project is ready for closure.

Closing Phase

During the final closure, or completion phase, the emphasis is on releasing the final deliverables to the customer, handing over project documentation to the business, terminating supplier contracts, releasing project resources, and communicating the closure of the project to all stakeholders. The last remaining step is to conduct lessons-learned studies to examine what went well and what didn’t. Through this type of analysis, the wisdom of experience is transferred back to the project organization, which will help future project teams.

Customer Relationship Management

CRM (customer relationship management) includes all aspects of interactions that a company has with its customers, whether it is sales or service-related. While the phrase customer relationship management is most commonly used to describe a business-customer relationship (B2C), CRM is also used to manage business to business (B2B) relationships. Information tracked in a CRM system includes contacts, clients, contract wins and sales leads and more.

source: webopedia

Customer relationship management (CRM) is an approach to managing a company’s interaction with current and future customers. The CRM approach tries to analyze data about customers’ history with a company, in order to better improve business relationships with customers, specifically focusing on retaining customers, in order to drive sales growth. One important aspect of the CRM approach is the systems of CRM that compile information from a range of different channels, including a company’s website, telephone, email, live chat, marketing materials, social media, and more. Through the CRM approach and the systems used to facilitate CRM, businesses learn more about their target audiences and how to best cater to their needs. However, the adoption of the CRM approach may also occasionally lead to favoritism within an audience of consumers, leading to dissatisfaction among customers and defeating the purpose of CRM.

source: wikipedia

Customer relationship management (CRM) is a term that refers to practices, strategies and technologies that companies use to manage and analyze customer interactions and data throughout the customer lifecycle, with the goal of improving business relationships with customers, assisting in customer retention and driving sales growth. CRM systems are designed to compile information on customers across different channels — or points of contact between the customer and the company — which could include the company’s website, telephone, live chat, direct mail, marketing materials and social media. CRM systems can also give customer-facing staff detailed information on customers’ personal information, purchase history, buying preferences and concerns.

 

Page: Create Auto Email

What is the Create Auto Email page?

Use the create Auto Email page to build a library of auto emails to be selected from when creating your Automations.

To create an Auto Email, fill out the following fields:

Name

Give your automation a name that easily identifies what it does. This will make selecting the appropriate auto sender easier when building your automations.

Module

Auto Senders must be associated to a module. As you’ll see below, the recipients of the email are conditional to the module you choose here.

  • You can create an Auto Sender for:
    • Leads
    • Contacts
    • Organizations
    • Opportunties
    • Support Tickets
    • Projects

 

Email Template

An Auto Sender is just directions to the system of what Email Template to send when triggered within an Automation.

  • Select an existing email template here
    • You will see all the public email template folders for your organization
    • You will see all your private email template folders here too
    • The template you choose should be of the same module type you chose in the Module selection above (ex: ‘Contacts’)
  • If you don’t have a template created already, you can create one now by clicking the CREATE TEMPLATE button
    • this will open the create email template dialogue in a new tab
    • you may need to refresh the page you’re on to see the template and select it

 

Email Recipients

You can mix and match email recipients from categories here:

  • Persons Associated to the Record (ex: Contact – ‘persons associated to the contact)
    • since your auto email is going to be used in an automation, the record which triggers the automation determines the recipient
      • ex: ‘Contact Owner’ – if an automation is triggered by a contact being created or edited, the CRM System will send the template you’ve selected for this auto email to the owner of the contact being created or edited
      • ex: ‘Contact’s Creator’ – if an automation is triggered by a contact being created or edited, the CRM System will send the template you’ve selected for this auto email to the creator of the contact being created or edited
      • ex: ‘Contact’s Email’ – if an automation is triggered by a contact being created or edited, the CRM System will send the template you’ve selected for this auto email to the contact being created or edited
      • ex: ‘Contact Owner’s Manager’ – if an automation is triggered by a contact being created or edited, the CRM System will send the template you’ve selected for this auto email to the CRM USER who is in a directly superior Role to the owner of the contact being created or edited

Groups

  • All Groups in your CRM account will display here
  • When triggered in an automation, the template will be sent to all members of any group(s) you select here
  • Since groups are dynamic, the group members will be determined at the time of send time for the auto email
  • Groups will appear with a ‘G:’ prefix once in your selected box

 

Roles

  • All Roles in your CRM account will display here
  • When triggered in an automation, the template will be sent to all users who are in the roles you select here
  • Since roles are dynamic, the role members will be determined at the time of send time for the auto email
  • Roles will appear with a ‘R:’ prefix once in your selected box

 

Roles & Subordinates

  • All Roles in your CRM account will display here
  • When triggered in an automation, the template will be sent to all users who are in the roles you select here, plus all users who are in roles subordinate to the role you select
  • Since roles are dynamic, the role members and subordinate role members will be determined at the time of send time for the auto email
  • Roles and Subordinates will appear with an ‘RS:’ prefix once in your selected box

 

Users

  • All Users in your CRM account will display here
  • When triggered in an automation, the template will be sent to the specific users you select here
  • Users are not dynamic (they are static) but their email addresses could change. At the time of send, the email template you’ve selected for this auto email will be sent to the user’s current email address
  • Users will appear with a ‘U:’ prefix once in your selected box

 

Additional Recipients

  • If you’d like to just type in specific email addresses for your auto email, just type them in the box here
  • The email addresses in this box will be sent the email template you select above at the time of the automation trigger

Send Time

There are two ways your auto email can send once triggered by the automation:

  • Instantly – as soon as the automation is triggered (ex: a record is created or edited), the auto email’s selected template will send to the recipients you’ve chosen
  • Time Based – as soon as the automation is triggered (ex: a record is created or edited), the auto email will calculate and schedule a send time based on the criteria you’ve chosen here
    • you can choose to schedule the send by X minutes, hours or days after:
      • the rule trigger date/time – this means instantly plus X minutes/hours/days
      • the record create time – the record create time will be retrieved and system will add X minutes/hours/days to determine send time for the auto email
        • if the scheduled date/time ≤ current date/time, then the auto email will send immediately
          • ex: you’ve set the time-base as “10 minutes after record created time” but the automation was triggered by editing the record. Unless you’ve only created that same record less than 10 minutes ago, the calculated send time will have already been in the past. So the system will send the automation immediately.
            • the record modified time – the record modified time will be retrieved and system will add X minutes/hours/days to determine send time for the auto email
              • if the scheduled date/time ≤ current date/time, then the auto email will send immediately

 

Reminder: Auto Emails Won't Execute Unless Placed Within an Automation

 

Profile Invisible Fields

What is a Profile Invisible Field?

Profile Invisible Fields are the mix of CRM Default Fields and Custom Fields that an account admin has not visible via Profile Field Level Permissions.

Where does an admin user enable fields to be Profile Invisible?

On the Profile that is assigned to a user.

  • changes to a profile immediately affect all user to whom this profile is assigned

There are fields that are active, but a user can’t see them. What’s wrong?

Most likely it’s due to the profile that the user has been assigned. Check the field level permissions of the user’s profile.

To access the Profiles page:

  1. Sign in
  2. Click on your name at the top of the page
  3. The User Dropdown menu will appear. Click on the Settings button
    Currency CRM
  4. The Profiles Page will appear. Click on Profiles under Users And Permissions
    Profile Option
  5. The Profiles Dashboard will appear. Click on the ADD PROFILES button or in an existing profile to edit
    Profiles crm