CRM Guides

This page is for new or experienced users.  Click one of the links below to go straight to a specific article, or just scroll through to explore them in order…

Getting Started

Learning the basics

Calendar and meetings

VA CRM specific articles

Useful tips

 

Getting Started

If you’re new to the CRM, then it’s best to follow the below articles in order.  Some may not be relevant to you right now, but it’s useful to know what it could do for you in the future.

 

Changing your password

It’s good practice to update your password regularly, but we especially recommend this if you’re logging in for the first time.  It’s pretty simple – just do as follows…

  1. Click your name at the top-right.  Depending on the CRM appearance (Theme) you or we have selected for you, select Profile if a menu drops down before moving to the next step…
  2. Click on the Password tab near the top-left
  3. Enter your current password once, and your new password twice
  4. Click Save

 

Changing the appearance of your CRM

You have multiple choices for the overall appearance and layout of your CRM – these are called “Themes”.  Which Theme you choose does not affect functionality and is a matter of personal preference, although some Themes work better with mobile devices (tablets and mobile phones). To change the Theme of your CRM, do as follows:

  1. After logging in, clicking your name near the top-right and then clicking Themes.  Remember to click Save when you’re done!  Select “Profile” if it’s an option, otherwise go straight to the next step
  2. Click on the Themes tab
  3. Select a Theme on the left
  4. Click Save – changes should take immediate effect, but if not then just go to another area of the CRM and you should be able to see your new Theme.

 

Exploring – discover what’s available in your CRM

Use the menus at the top to explore different areas of the CRM. We usually only leave options that we have discussed being most relevant to you and your business, but sometimes we agree to leave extra features available so you can think about how you might be able to use the CRM to help with more areas of your business. We also usually setup the menus to make the areas of the CRM we think you’ll most likely use more accessible. When selecting a CRM area from the menu (e.g. Companies), you’ll notice that a new menu appears at the top-left with shortcuts to common actions for that area (e.g. for Companies you can quickly Create or View Companies)

 

Learning the basics

Your CRM mostly follows consistent layouts, so once you’re familiar with how one area works then it’s much easier to use other areas.

  • Most screens either show a List of records, or details for a single Record.
    • A List screen (e.g. of Companies, People, Quotes, Invoices etc.) allows you to filter, sort, delete, open, edit, export, email or send a letter to one or more records if you have the appropriate permission to do so.
    • A single Record screen (e.g. one Person, Company, Quote or Invoice) is to view, edit, delete or duplicate details of one specific record

Important note: If we have agreed to import your data but it hasn’t yet been imported, your CRM will probably be fairly empty!

 

Finding information

There are multiple ways to find the information you need:
  • Global Search
    • Use the global search box near the top-right to search across the entire CRM.
      • Note that in some Themes that the box can be partly covered but it still functions correctly.
      • Note also that we can configure what should and shouldn’t be included in search results using the global search
  • Specific search
    • Use the menus across the top to go to the area of the CRM which contains the information you’re looking for (e.g. Companies if you’re looking for a company).
    • Use the link labelled Basic Search or Advanced Search to choose which filters to use for your list
    • Use the Search button to show all records matching your filters
    • Use the Clear button to reset your search
  • Look within a record to find related records
    • e.g. to see all quotes for a specific Company, find that company record and scroll down to the Quotes area, from where you can add, sort, view or edit any Quotes

 

Adding information

  • Use the menus across the top to go to the area of the CRM which contains the information you’re looking to add (e.g. Companies if you want to add a company).
  • Use the area-specific menu at the top left (e.g. Companies if you’re in the Companies area) and select Create [x] to add

 

Changing information

  • Find the information you’d like to change (see Finding information on this page)
  • If you’re already in the record you’d like to change then click Edit
  • If the record you’d like to change is in a list then click the Pencil icon to the left of that record to edit the details
  • Click the Save button when you’re done, or the Cancel button to cancel your changes

 

Setting a module’s default search type to Advanced or Basic

Each search screen has a Basic search (fewer filters) and Advanced search (more filters). You can easily switch between these by clicking the Basic search/Advanced search link on each search screen. To make the CRM remember which search you’d like to use next time, simply switch to Basic or Advanced and run at least one search – the CRM will remember your preference for next time!

 

Customising your Dashboard

Each user has their own Dashboard – this is the first screen that’s displayed when you login and is a powerful way to get an overview of what you need to get things done and monitor what’s important to you.  Each part of your Dashboard is called a Dashlet, and you can add, remove or customise these yourself.

  • To add to and customise your dashboard:
    • Select Home from any menu that includes this option
    • Click the Add Dashlets button and select which Dashlet to add.
    • Use the icon at the top-right of any dashlet to see options for renaming or customising it.
  • Useful examples of Dashlets are:
    • Your meetings, tasks, or calls for today
    • Meetings, tasks or calls assigned to one or more others
    • All/your sales opportunities list
    • A chart of sales opportunities grouped by stage
  • There are 1,000s of other ways to make your Dashlets useful some of which will vary based on the customisations we’ve made to your CRM.
  • You can usually get to the Dashboard at any time by selecting Home from any of the menus at the top-left part of your CRM.

 

Access the CRM from your mobile device

There are two ways to access the CRM from your mobile device: either via an App you can download on Android or iPhone/iPad, or by using your mobile device’s browser.

  • Option 1: Browser
    • Browse to your CRM as you would on a desktop computer (e.g. using mobile Safari or Chrome).  If the CRM looks too small then change the theme to “Suite P”
  • Option 2
    • Note that we’ll have to set your CRM up to allow mobile access, so please let us know first – there may be a nominal charge for this 1. Download the QuickCRM App for your Apple or Google mobile device 2. Login with the same web address and username/password as you would with your desktop computer

 

Calendar and meetings

Access your CRM calendar via other programs and devices by following the appropriate instructions:

 

Getting Outlook to show your CRM calendar

  1. Click your name at the top-right (and select Profile if it appears).
  2. Click on the Advanced tab.
  3. Scroll down and take a copy of the 3rd link onto the clipboard (iCal integration URL).
  4. In Outlook.com, go to your calendar.
  5. Click Import, and then click Subscribe.
  6. In the Calendar URL box, type or copy-and-paste the web address of the iCal.
  7. Enter a name for the calendar and choose a color.
  8. Click Subscribe.

 

Getting your Apple device (mobile or tablet) to show your CRM calendar

  1. Click your name at the top-right (and select Profile if it appears).
  2. Click on the Advanced tab.
  3. Scroll down and take a copy of the 3rd link onto the clipboard (iCal integration URL).
  4. Open the Settings app on your iPhone or iPad.
  5. Tap on Accounts.
  6. Tap on Add Account.
  7. Tap on Other.
  8. Tap on Add Subscribed Calendar.
  9. Paste the entry from the clipboard.
  10. Enter your CRM username and password.
  11. Turn SSL ON if it’s not already.
  12. Tap the Next button and then tap the Save button.

 

Getting your Android device to show your CRM calendar

Stage 1: Setup the Google account assigned to your Android device:

  1. Click your name at the top-right (and select Profile if it appears).
  2. Click on the Advanced tab.
  3. Scroll down and take a copy of the 3rd link onto the clipboard (iCal integration URL).
  4. Log into the Google site using the account assigned to your Android device, then from top-menu click “More > Calendar”.
  5. In the left column, click on the Add link in the Other Calendars section.
  6. From the menu select Add by URL.
  7. Paste the entry from the clipboard, then click Add Calendar.  You will see the calendar subscription appear under “Other Calendars”.
  8. Confirm that the subscription is working by verifying that CRM calendar entries are appearing in your Google calendar.

Stage 2: Configure you Android device to sync to your Google calendar:

  1. Go into you device’s Calendar app, in the settings make sure your Google account is checked, then select ‘Sync Now’.
  2. You may need to select the Google account calendar, then under “Other calendars” check the subscribed calendars the Android device is to sync with (by default, the “Other calendars” may not be checked).

 

Shared resources (meeting rooms, projectors)

Let us know if you need to set up shared resources such as meeting rooms or projectors – we’ll add them in for you and then you can follow instructions below for best practice.

 

Booking a meeting room, projector or other resource

  • Go to the main Calendar
    (Common > Calendar, or All > Calendar)
  • Find the date to add the appointment to and click/drag the desired meeting time OR  select “Schedule meeting” from the Calendar menu at the top-left
  • Against the “Assigned To” start typing the name of the resource (such as “Meeting Room” or “Projector”) and select it once it appears.  If it doesn’t appear then click the pointer and find/select it from the list
  • Under Add Invitees, enter part or all of the Name or email address of attendees (including yourself) and click the “Add” button to the right of anyone you wish to partake in the meeting
  • Enter other details of the meeting

 

View resource bookings such as meeting rooms and projectors

  • Option 1
    • Add a dashlet to your dashboard and customise it to show just meetings in the meeting room
  • Option 2
    • Go to the main Calendar module, click Shared week (or month)
    • Click the User List button at the top right and select the Meeting Room (and your own account if you want to see both)
    • Click Settings to choose whether to see appointments in their own calendars (i.e. one calendar per selected User) or together (i.e. one calendar showing all appointments from all selected users

 

VA CRM specific articles

 

VA CRM: Adding a new Company or Person to your VA CRM

New companies/people can be either created or imported into the system. Key field to populate is Assigned To field which you use to assign a particular company or person to a client. When assignment is done then that client can only view that particular company/people record while other clients cannot.

 

VA CRM: Importing Companies into the CRM

Import companies by choosing Import Companies in Companies module. We suggest you download a template by clicking on link “Download Import File Template”. You can then open the file in Excel & remove the columns you don’t want to populate. In Excel save file as “CSV comma delimited file” then load the file and perform the import. You can remove the ID column (long strings looking like: “ee59fb86-06ce-f139-532b-58307e82d450”) when creating new records – as it will be autogenerated by the system. To link with existing clients you will use Assigned User Name and Assigned To fields (here you can use “Assigned User Name” column only – you don’t need to use the ID column). To make sure your CSV adheres to SuiteCRMs CSV settings use View Import FIle properties option.

 

VA CRM: Importing People into the CRM

Importing Contacts in quite similar to Company but you need to denote link to Company module by populating Company Name column. So given people record is linked to appropriate Company by Company Name column.

 

Useful Tips

 

Multiple Tabs and the Middle-Mouse Button

Modern web browsers such as Google Chrome, Internet Explorer, Firefox, Opera are able to display multiple tabs at once.  You can right-click most links and choose to open them in a new tab, or – even quicker (and assuming you haven’t changed the defaults), click the middle-mouse button to open a new tab.

Note that this works with most (but not all) links you’ll find on many websites and can be a great time-saver.  For example: you may wish to keep your CRM dashboard open on the first tab, your CRM calendar on another tab, and a list of clients in the CRM open on a third tab.


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