What is the favorite fields section for?

We understand that all organizations are different from each other and therefore their needs will be different too, with our CRM you can customize and personalize the favorite fields in your account.  Let’s say you have a hair salon and you want to keep track of how often your clients come in and the services they get. By customizing the favorite fields, you can decide to show only the fields that give you that exact information.

To learn how to customize the Favorite Fields in your account see steps below.

  1. Login to your Benchmark CRM account.
  2. From the left navigation, select the module you want to access. We used Contacts for this example.
  3. Select any of the records for the module page by clicking on the name of the record.
  4. On the record details page, you will notice a small arrow next to each field label.
  5. Click on the small arrow  to select from all the active fields.
  6. You can always edit the details of each field by clicking on the small pencil icon  .
  7. You can select up to 12 favorite fields to be shown in the top block.

  8. To access all the fields, click on the Details option just below.
  9. You can also edit all of the fields by using the Edit All button.

Note: The selected favorite fields settings will be saved automatically for all the records of a particular module.

If you still need further assistance, please make sure you contact our support team.

Customize the fields for creating contacts or other records

When you create a new record, you are using what we call the Quick Create form, which is a pop up that has a few important fields needed to create records. Admin Users can customize these forms for all users of the same account.

Follow the steps below to learn how to customize your form fields.

  1. Click on your username located on the right top corner and select Settings.
    Customize the fields for creating contacts or other records
  2. Locate the Customization section.
  3. Click on the Quick Form Fields option.
    Customize the fields for creating contacts or other records
  4. Use the dropdown to select the record type fields you want to customize
  5. Drag the fields from left to right to make them available in the form (or from right to left to remove them from the form).
  6. Click SAVE when done

Customize the fields for creating contacts or other records

Notes:

If you have any questions please feel free to contact our support team via email.

Drag and Drop Images for email messages, email templates and email signatures

Benchmark CRM provides a drag and drop option for images in email campaigns, templates, and signatures. Following are the steps to add images.

Adding images to an email campaign.

  1. From the left navigation, select Email.
  2. Create the email per your requirement.
  3. On the email creation page, once you have created the email, navigate to the image available on your computer, and drag and drop it in the email editor.
  4. You will get an option to resize the image by clicking and dragging the corners along with alignment settings.

 

Add images in email templates.

  1. From the dashboard, using the settings option in the drop-down menu, create an email template.
  2. Once the text is added in the email template, you can import an image using the following two options.
    1. Use the Quick insert button [Image: Quick_Insert.png], and click on the image icon.
    2. Navigate to the image in your computer. Navigate to the image available on your computer, and drag and drop it on the email template editor.
  3. You will get an option to resize the image by clicking and dragging the corners along with alignment settings.

 

Add images to your email signature.

  1. From the dashboard, using the settings option in the drop-down menu, under personal settings, select email signature.
  2. Once the text is added in the email signature, you can import an image using the following two options.
    1. Use the Quick insert button,  and click on the image icon. Navigate to the location of the preferred image in your computer.
    2. Navigate to the image available on your computer, and drag and drop it in the email template editor.
  3. You will get an option to resize the image by clicking and dragging the corners along with alignment settings.

Importing Contacts or Leads

Importing your contacts should come as a no-brainer, why else sign up for a CRM if it isn’t to manage your contacts from one central location. While the import is easy and fast, there are some things to consider when importing data into your CRM account.

Consider:

Making a new spreadsheet
While you probably already have a file with all your contacts and their data, it probably contains additional columns or blanks fields that could disrupt your import process. To avoid any delays create a new spreadsheet where you will copy and paste your data too. You’ll need to save the spreadsheet as a CSV.

Add data & Test
Before you import your whole list, add only a few contacts or sample data and run an import test. Running an import test will allow you to see if the data was formatted correctly.Download our Sample Data to test

Adding columns for each Field Type
Field Types are the headers the CRM will read such as Name, Last Name, Email Address, Address, Phone Number, etc.  
If you haven’t already mapped your CRM fields click here to learn how.

List Import

During the List Import process you will need to map your list fields.

In which the CRM will match your CSV/XLS file columns with CRM fields, so that your data gets to the right places in your new records.

You may find that some of your file column names are already matched  fields correctly such as First Name, Last Name, Email Address, Address, Phone Number, etc.

Double check all fields, as some fields could be missing. it’s important to match them to the CRM field names or the data will not appear in your new records.

You don’t have to match all the CRM fields, but Last Name is required for contacts or leads.

Now that you have the basics down it’s time to import your data!

Importing

  1. Select Contacts or Leads from the main menu.
  2. Once on the Contacts/Leads Dashboard, click on the Add + button and select Import Contacts (Leads).
  3. Select the file you want to upload.
  4. Select whom to assign the contacts to if there are multiple users under the CRM account.
  5. Select what to be done if there are duplicates.
  6. If your list contains Organization records select Yes, Under “Create related Organization records”
    This option is only available for Contacts.
  7. Once done, select the Next button.
  8. On the mapping page, make sure that the organization field is mapped to the organization/company column in the file imported.
  9. Click Save
  10. Import process might take some time depending on the number of columns and records in the file. You will get an email confirming the import status.

 

Note:

    1. Contacts with organizations already available in the Benchmark CRM account will be mapped accordingly.
    2. No duplicate Organization will be created.
    3. There will be a new organization created if there is not one available in the account.


Export Records

To export records of any module from your CRM account, you first have to create a report. You can create reports for all the available modules.

To Generate a Report follow steps below:

  1. From the right navigator, select new report.

  2. Add the following details to create a report.
    1. Name of the report (mandatory field)
    2. Description of the report
    3. Select the folder
    4. The module of which the reports should be created
    5. Select related modules (if any)
  3. Select the type of report
    1. Tabular format
    2. Summary report
  4. Customize the columns needed by moving them from available to selected fields.
  5. Columns in total page calculates the numeric field selected for generating reports. (*helps when generating reports on opportunities).
    Note: If there are no numeric field types in the modules used in the report.

    1. The above step can be skipped. Conditions page allows adding conditions to focus your report on certain criteria.
    2. Click on the green checkbox below to generate the reports.
  6. Once the reports are generated, on the left top of the report, use the Export button which allows to export the records in .csv, .xlsx or .pdf file format.

If you have any issues exporting records please contact our support team.

How do I update my existing CRM Organization records using a CSV or XLS?

At some point, you may want to update your Benchmark CRM Organization records. This process will identify new organization records with matching names. When a match is found, the fields that are mapped will overwrite the existing organization records

 

Follow the steps below to import organizations using CSV/XLS:

 

  1. Log into your Benchmark CRM account.
  2. From the left navigation, select Organizations.
  3. On the Organizations page, click on the Add button.
  4. Choose the Import Organizations option.
  5. On the box provided, drop or click inside the box to upload your organizations CSV/XLS file.
  6. To complete, fill out the needed options.
    Note: On the In case of duplicate records option, select Overwrite.
  7. Click Next.
  8. Map the fields of your CSV/XLS file to match the existing organization fields.

    The CRM fields are located on the left and the drop-down options that appear on the right side, are the titles of the imported CSV/XLS file.

  9. Now click Next.
  10. By default, the CRM will notify you if there are any unmapped fields. Once you are done checking the fields, click Confirm.  

 

Verify when your organization update is complete:

 

  1. Once logged in your Benchmark CRM account, click on the User Menu icon.
  2. Select Settings.
  3. Locate the Data Administration box and choose Import History from the available options.
  4. Look for the file you’ve imported on the previous steps.

 

Note: You can reverse (rollback) any listed CSV import for up to 30 days, at which point it will automatically be confirmed. Manually confirming an import before the 30 day period prevents anyone from manually rolling back the import.
If you have additional questions regarding your Benchmark CRM account, please feel free to contact our support team via Email.

Adding single contacts

Benchmark CRM allows multiple ways to add contacts/leads in the account including list upload, other services and integrations. Benchmark CRM also allows you to add a single contact from the dashboard. Following are the steps to add a single contact/lead in your account. There are 2 options to quickly add contacts or leads.

To learn how to add individual contacts, see instructions below.

User Menu

  1. Login to your Benchmark CRM account.
  2. Click on the 3 dots on the top right corner to open the user menu. Once open, select New Contact/Lead.
  3. Fill all the details of the contact/lead.
    1. Fields with an asterisk mark are mandatory to be filled.
    2. If your Benchmark account holds multiple users, you can change the owner of the contact/lead you are adding.
  4. Once you have added all the needed fields, click on the green checkmark button to save the contact/lead in your Benchmark CRM account.

Quick Records

  1. On top of the homepage, click on the [image: plus.png] to open a quick create popup.
  2. Select the record type you want to create.
  3. Fill in the details in the popup window, and click on the green checkmark button to create a record.

 

Important: Records created using quick create feature are automatically assigned to the logged in user.

If you have any additional questions, please feel free to email us at Support@benchmarkcrm.com

How can I bring leads or contacts into the CRM automatically?

Benchmark CRM offers a web form creator for signup forms that can help you collect leads, contacts or support ticket generation. It provides HTML that can be styled and pasted on any website you control. Please follow the below steps to create a web form.

  1. From the top-right corner, click on the avatar of the account holder and select Settings.
  2. Scroll down to the bottom of the page and select Web Forms.
  3. Select the module for which you want to create a web form, Signup Form for Leads or Contacts or a Support ticket generator then select the Create leads/contacts/support ticket button.
    1. On the Form creation step, you can drag and place the available fields depending on the module selected.
    2. Hover on your selected fields to edit a label.
    3. Use the Preview button to have a preview of your created web form. Once satisfied with the design click on the green check mark .
    4. On the owner, assignment step choose the method by which the newly created Leads will be assigned. You can either assign to a Single User or use the Advance Assignment method. Click on the green check mark when done.
    5. Fill the following web form details.
      • Form Name
      • Redirect Page URL: Specify the webpage the user will be redirected to once submitted.
      • Form location URL: Specify the URL which will host the web form.
      • Automatically add these tags: You can also add tags to all the leads/contacts/support ticket generated from the specific web form for future sorting.

    6. Once completed with the form details page you will receive a code to place on your webpage. Benchmark CRM provides the form code in HTML and HTML+iframe format. You can copy and paste this code in the header or body of your webpage.

Benchmark also provides direct integrations to import leads and contacts. Currently, Benchmark CRM integrates with Benchmark Email, MailChimp, Google Contacts (your Gmail contacts), Constant Contact, iContact, Campaign Monitor and Google Web forms (via google spreadsheets). The mentioned integrations are available with API sync title under settings page.

CRM leads and contacts can sync to any Benchmark Email list. Benchmark Email integrates with many applications. Just set up your integrations in Benchmark Email then come to the CRM to create an API sync with Benchmark Email.

If you have additional questions, please feel free to send an email to our support team.

What is demo data and how do I remove it from my account?

Demo data are default records stored in your Benchmark CRM account. The functionality of the Contact, Leads and Opportunities records help you have an immediate view of how your records will show up the moment you begin adding your own.   

To delete the demo data from your CRM account, follow the steps below:

  1. Log into your Benchmark CRM account.
  2. Click on the User Dropdown located in the header.
  3. Select Delete Demo data.

The data will be removed immediately. Keep in mind these records can not be recovered.

Click Here to learn how to mass import records to your CRM account.

If you have additional questions regarding your Benchmark CRM account, please feel free to contact our support team via Email.

Benchmark CRM and Google Drive Integration

Our Google drive integration enables you to integrate your Benchmark CRM account with Google Drive to import documents specific to the contact/leads record. Google drive being conventional and accessible from anywhere, in turn, becomes very handy to save your files like .doc, .ppt, .pdf, image files, etc. With the Benchmark CRM and Google Drive integration, you can directly pull these files in the document tab of each record (contacts/leads). Please follow the below steps to integrate your google drive with Benchmark CRM.

  1. From the left navigation menu, select Contacts, Leads or Opportunities.
  2. Once on the dashboard, open the record by clicking on the name of the record.
  3. This will open the record details page. Scroll down to the bottom of the page and select the Documents tab.
  4. On the right side, locate and click on the Upload through Google Drive button.
  5. Authorize Benchmark CRM to access the files.
  6. A one-time authorization is required from your end to provide access. You can now grab the real files from your Google Drive into Benchmark CRM.

 

Note: You can import common file types like: .doc, .csv, .xls, .pdf and image files. This integration imports real files.

Benchmark CRM also allows to sync data from Google Forms and Google Contacts.

If you have any questions regarding your Benchmark CRM and Benchmark Email integration, please contact our support team.