What is the Benchmark CRM for Gmail Extension?

The Benchmark CRM Gmail Extension is a free plug-in that runs your Chrome browser on Windows, Mac and Chrome OS.  

You can download it from the Chrome extension store here.

Once installed, you get a dedicated CRM panel in your Gmail account, where you can:

  • Create new CRM leads or contacts
  • View CRM data for existing contacts or leads (personal information, notes, activities, support tickets, sales opportunities)
  • Update CRM records without leaving your Gmail account
  • Create and track emails sent from Gmail and forward them to your CRM Records.
  • Search for existing CRM contacts and leads, even if they were created outside of the plug-in.
  • Add private notes to the CRM lead or contact. These can only be viewed by you and your team.  

 

Important data is updated continuously from your CRM to your Gmail plug-in. Thus keeping your, sales support and marketing teams up to date with information on your Contacts and Leads.

Do I need a Benchmark CRM account to use the Gmail Extension?

Yes. You can use your already existing CRM account or if you don’t have you can create a new one right from Gmail once you’ve installed the extension.

What are the Requirements to use the Benchmark CRM for Gmail extension?

  • Benchmark CRM account (you can create one from the plug-in).
  • Gmail account or G Suite managed email account.
  • Your email domain can be your business domain if the email account are managed by Google/G Suite

How to access the Extension:

You can go directly to this link or:

  1. Click on the More Options button from your Chrome browser.
  2. Select More Tools and choose Extensions.

3. Search for the Benchmark CRM for Gmail Extension on the Search bar and click on it.  

What is my total plan storage?

Storage is the space occupied on the Benchmark CRM servers for any:

  • documents/files stored the Product Requirements: Content Library folders
  • documents/files attached to Messages
  • documents/files attached to CRM records

 

Your total plan storage capacity is determined by the following:

Paid Plans

  • Included Plan Storage of 1GB + 512mb for each paid license for all users of the account to share
  • Any additional paid storage you have subscribed to. Paid storage is available in 4GB units

 

All Free/Free Trial Plans 

  • Included Plan Storage of 512mb for all users of the account to share

note: Record count and the space occupied by your database (Data Storage) is NOT counted in file storage.

 

What is the Content Library?

The Content Library is where to store CRM documents that are not specific to a record. By default, there are two folders.

  • Public Documents – this folder is shared by all CRM users. All files inside are accessible to any CRM user, unless they are restricted by their profile.
  • Private Documents – this folder is only seen and accessible by you, the logged in user.  All files inside are private to you.
You may see additional folders on the Content Library dashboard, which would include:
  • Any private folder you’ve created
  • Any public folders created by fellow CRM users
  • Any shared folder that is shared to you via the folder’s permissions

What is quick create?

What is Quick Create?

Quick Create is a tiny form that allows you to quickly create a record with a minimum of fields. Most often, you’ll need this when you need to create a related record while creating another record.

example of quick create

 

Where will I find the quick create form?

Anytime you encounter a lookup field (on create record, edit record or record detail pages), there will usually be a Create Record button on the 2nd layer. Clicking it will show the quick create form for that record type.

quick create form can be found in the 2nd layer

 

What are the fields for the quick create form?

Organizations

  • Organization Name
  • Phone Number
  • Website

Contacts

  •  First Name
  • Last Name
  • Phone Number
  • Email Address

Lead

  •  First Name
  • Last Name
  • Phone Number
  • Email Address

You can not quick create Support Tickets, Activities, Projects or Opportunities as they are considered child objects of other records.

 

What is autosuggest?

What is autosuggest?

Autosuggest is a helpful tool that helps a user find an existing record in a lookup field by typing the start of the name or subject in an input field.

It works by querying the account’s database and showing a list of records  whose names or subjects are similar to the inputted text string.

Any matching records will appear as a list under the input field. The user can just click on the name or subject to select it.

example of autosuggest in action

How can I be sure the autosuggested record I’ve clicked is the correct record?

Once you’ve selected a record in a lookup field, it will be listed with a VIEW link next to it. Just click on it to view the selected record in a new tab.

 

What is autocreate?

What is autocreate?

Autocreate allows a user to quickly create a record for a lookup record when a match can’t be found. Since lookup records require the user to find an existing matching record in the target module for a field, the user can quickly create a record inline without having to leave the page he or she is on.

Example: User is creating a support ticket and wants to relate the ticket to a contact : Alan Wong

As the user types in “Alan Wong” in the support ticket’s requestor (contact) field, autosuggest does not find a matching record for “Alan Wong.”

Autocreate will prompt a message so that the user can quickly create the Alan Wong contact record.

All the user has to do is click on the message and a form will appear with a few key fields of the contact. The user can fill in the details and click save.

At Save of the inline form:

  • the inline form will close
  • the new record is created
  • the new record will show as a value in the lookup field
  • even if the user abandons the create ticket process, the new related record (contact Alan Wong) will exist since it is created at save of the inline form

example of inline form

 

What are the fields for the autocreate form?

Organizations

  • Organization Name
  • Phone Number
  • Website

Contacts

  •  First Name
  • Last Name
  • Phone Number
  • Email Address

Lead

  •  First Name
  • Last Name
  • Phone Number
  • Email Address

Autocreate is not offered for Support Tickets, Activities, Projects or Opportunities as they are considered child objects of other records.

 

What is an Activity?

What are activity records?

Activities are the “to do’s” records that help your team get things done.

There are three types of activities:

  • Tasks
  • Events
  • Calls

These three items, though named differently, all populate the exact same table: the activities table.

The important fields of activity records include:

  • Subject
  • Priority
  • Due Date
  • Activity Type

Some important fields are shown or hidden according to the activity type

  • Tasks – have this unique field:
    • Due Date
  • Events – have these unique fields:
    •  Event Start
    • Event End
  • Calls – have these unique fields:
    • Call Type
    • Call Purpose
    • Call Start Date/Time
    • Call Duration
    • Billable
    • Call Result

What is the complete list of fields for project records?

  • Each CRM account will start off with a set of Default CRM Fields.
  • An admin of your account can also add custom fields, too.
  • The layout and availability of fields is set by an admin user in settings/customization/layouts.

 


What records can I relate to an activity record?

  • Documents
    • You can attach files directly to an activity.
  • Message Threads
    • You can send email messages right from the CRM that are attached to the activity.
    • Replies from the the requestor will come directly to the CRM and is viewable on the activity.
    • You can create private messages – viewable only to users of the CRM – right within the message thread.

What is a Project?

What are Project Records?

Project Records help you organize anything that isn’t an opportunity or support ticket. They are especially useful for managing a group of related tasks.

Important Project fields include:

  • Project Name
  • Start Date/Time
  • End Date/Time
  • Phase

 

What is the complete list of fields for project records?

  • Each CRM account will start off with a set of Default CRM Fields.
  • An admin of your account can also add custom fields, too.
  • The layout and availability of fields is set by an admin user in settings/customization/layouts.

 


What records can I relate to a contact record?

  • Organizations
  • Contacts
  • Activities
    • You can create the following to help you with your relationship with your contact.
      • tasks
      • calls
      • events
  • Documents
    • You can attach files directly to a contact record.
  • Message Threads
    • You can send email messages right from the CRM that are attached to the contact
    • Replies from the the requestor will come directly to the CRM and is viewable on the contact.
    • You can create private messages – viewable only to users of the CRM – right within the message thread.