How do I view a default report in the Benchmark CRM?

A report is a listing of your CRM records based on criteria you or someone on your team specify. This same definition can apply to your dashboard views.

To help you get started, your Benchmark CRM account is already pre-populated with reports to help you make sense of and be productive with your data. They are contained in report folders for the various record types.

To view a default CRM report, follow these steps:

  1. Log in to your Benchmark CRM account.
  2. Click on the Options icon located on the left.
  3. Select Reports.
  4. The Reports Dashboard will appear, select a report folder.
  5. The folder will open, now click on the report name.

 

Now you can manage the data in a more efficient way. Keeping track of these reports will allow you to have better engagement.

If you have additional questions, please feel free to contact our support team by email.

How do I use the quick create function in the Benchmark CRM?


Understanding the importance of recording information is one of the many features the CRM owns. With this function you will be able to quickly manage the
main record types for the CRM which are: contacts, organizations, tasks, calls, leads, opportunities and support tickets.

The steps to follow apply to all of the record types listed above. Let’s take the Contact record option as an example.

To record information simply follow these steps:

  1. Sign into your Benchmark CRM account.
  2. Navigate to the drop-down menu located at the top right corner.
  3. Click on the  icon and select Contact.

    add contact

  4. You may click on the option of your choice.
  5. A New Contact pop-up will appear, fill out the information.
  6. When completed, click the checkbox to save.

The pop up will disappear and you will be back on the Home page. Your information has been been successfully saved!

If you have additional questions, please feel free to contact our support team by email.

How to customize reports?

Custom reports can be created in Benchmark CRM by available modules. To create a custom report follow the instructions below.

1. From the right navigator, select new report.

2. Add the following details to create a report.

  • Name of the report (mandatory field)
  • Description of the report
  • Select the folder
  • Module of which the reports should be created
  • Select related modules (if any)

 

3. Select type of report

  • Tabular format
  • 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. The above step can be skipped.

  1. Conditions page allows adding conditions to focus your report on certain criteria.
  2. Click on the green check box below to generate the reports.

 

If you are still having issues creating a report please contact our support team.

How to customize your views

Depending on your industry your Views will be different, your Views will allow you to see specific contacts. For example, let’s say you want to see contacts who are on Free plans. You could create a View only for those contacts, now it does not have to be specific to plan status or size. The views are created based on contact details.

Go to the page you want to create your view in. The example below is generated from the Contacts Page.

1. Click on View on the right of the page.


2. Then click Create a New View

 

You will see 2 columns, Available Columns and Selected Columns.  Available columns are all those fields you can use, and Selected columns are the ones you are already using.

  1. From the Available columns select the fields/conditions you want to use and drag them into the Selected Column.
  2. Nexts select Conditions for your view, Meets all or Meets Any.
  3. Name your View and Save

 

How to create a View in the Homepage.

 

First things first you will have to locate the Add View button (right of the page) then click on this option. If you do not see Add View then click on the Views button. 

1.Give your View a name.

2.Then select your Module such as Leads, Organizations, Contacts, Opportunities, Support Tickets, Activities or Projects.

3. Choose View- Will enable you to select from a view already created for the Module selected.

4. Click Save or the Check Mark

You will then select the Conditions, how you will filter your view.

Meets any Conditions will allow you to be specific with the contacts who will show up in your view.

Meets all Conditions will show anyone who matches the Selected Columns.

Make sure you save and you are done. 

Note only the Homepage shows Add View at all times, other pages will show Views.

What is the Follow Feed?

The follow feed updates on all of the actions and activity that has happened to records that you are following.

To follow a record:

  1. Navigate to a record
  2. On the top of the Record Detail Page, click the FOLLOW button.

Scenarios of following records.

  1. What kind of records can I follow?

    • You can follow any record that your assigned profile allows you to view. Assuming your profile allows access to all modules, you could follow all or individual:

      • Leads
      • Contacts
      • Organizations
      • Opportunities
      • Support Tickets
      • Activities
      • Projects
  2. Do I automatically follow records I own?

    • You do not automatically follow records. The record owner will need to follow the record to get updates.
  3. Can other users follow my records? Can I follow other users records?

    • Other users can follow your records. However, the ability to follow a record is entirely dependent on your permission to view the record
    • The rule is pretty simple: if you can see a record detail, then you can click follow to start following it.
  4. How can I prevent other users from following my records?

    • You can talk to an account admin user to modify permissions for your account.
  5. What happens if my permission to view a record changes so that I can no longer view the record? Can I still view updates in my follow feed?

    • No. Whenever permissions to view a record is revoked, then the following relationship is also broken.
    • If your sharing settings, role or a sharing rule changes so that you again may view that record, you must click its follow button again to restart following it.

How do I access the follow feed?

  • Log in
  • Navigate to your home page
  • Click on the FOLLOWING button

If you have questions or concerns, regarding this feature please send us a message or contact us via Chat.

Thank you

How to Mass reassign contacts?

The Mass Transfer tool is used to transfer multiple contacts, leads, activities and opportunities.

Note : To transfer any records that you do not own, you must have the required user permissions as well as read sharing access on the records.

  1. From left navigator, click Contacts.
  2. Select multiple records you want to assign to other user.
  3. In order to select multiple records/contacts, you can use shift and click on the records.
  4. Once the contacts are selected for reassignment, use Transfer button to access Master Transfer Tool
  5. List of users will be available on this page.
  6. Once the to-be owner is selected from the list, use transfer button available at the bottom of the page to re-assign the contacts to new contact owner.

Calendar

Benchmark CRM allows you to mark reminders for tasks, calls and events. Benchmark CRM Calendar is the feature to organise your work on daily, weekly, and monthly basis.

Calendar is available in the drop down menu near the avatar.

Calendar

This feature allows multiple views.

  1. Monthly
  2. Weekly
  3. Daily
  4. Agenda

Calendar provides filtered views

  1. Activities
    • Task
    • Events
    • Calls
  2. Status

You can add new activity from the Add button on the right which allows to add Tasks, Events, and calls.

What is an Automation?

Automations are a powerful “set it and forget it” preset CRM routines that automate your organization’s CRM activities. They help make your sales and service process faster, more efficient and standardized by automatically doing CRM workflows based on certain events that happen within the CRM.

Specifically, automations are routines where you set up Cause and Effect actions.

  • Causes:

    • IF certain trigger events happen in the CRM
    • AND certain conditions are met

 

  • Effects

    • THEN

      • Auto Emails : emails are automatically sent out to CRM users or leads/contacts
      • Auto Task : follow up tasks are created for CRM users
      • Auto Fill : certain field values of certain records are updated

These effect actions can either happen instantly or be time delayed (timed actions)

What is an Auto Email?

  • Auto Emails are email notifications that are sent when triggered within an automation.  
  • By its parts, an auto email is just directions for the system to send out emails.

    • the body and subject of the email is determined by selecting an Email Template
    • the recipients are preset in the auto sender

      • recipients can be static, as in a specific email address.

      • recipients can be dynamic, conditional to the record chosen

        • ex: contact’s email address
        • ex: contact owner’s email address
        • for this reason, auto emails are created specific to a module/record type

What is an Auto Fill?

  • Auto Fills are preset instructions to fill out a certain module’s field when triggered within an automation.
  • The value that populates the field is based on your settings in the auto fill.

What is an Auto Task?

  • Auto Tasks are Tasks that are created when triggered within an automation.
  • The information that populates the fields of the new task are based on your settings in the auto task.

Note:

You must place an Auto Email, Auto Fills and Auto Task within an Automation for it to send.

    • The automation contains trigger criteria
    • On the trigger is detected, the CRM System will execute any Auto Emails attached to the Automation

What is Customer Relationship Management?

CRM is a tool that helps you manage and analyze all of your contacts from one place. You are able to create strategies based on your client’s details and even see client history. Here at Benchmark, we provide you the tools to to engage smarter with your contacts.

CRMs can inform your staff of important information on a marketer’s personal information, such as when the last time was that they purchased from you or last time they upgraded, etc.