1CRM Video Channel

Grab some popcorn, sit back and relax with the 1CRM Video Channel! Learn everything you need to know about all the features 1CRM contains, and how to best leverage 1CRM to match the needs of your business.

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Hi there – and welcome to 1CRM – the all-in-one Customer Relationship and Business Management solution. Ease into your business day by visiting the Today’s Activities section. Check your email & calendar, and schedule meetings and tasks for the day.

Head over to the Sales & Marketing section to see Marketing Automation in action. Your new leads have been automatically tracked, and followup emails have already been sent out to them.

Closing a sale? Visit the Order Management section to create Quotes, Invoices, manage Shipping, Receiving and more.

Create and track Projects throughout their lifecycle, complete expense reports, and manage your Human Resources, within the Project Management section.

Lastly the Customer Service section enables you to provide exceptional Customer Support through Service Contracts, Software Bug tracking, Case management and more.

You can customize every section within 1CRM to suit the unique needs of your business. Whether you want to create a custom dashboard, add or move dashlets around a pre-existing one, create a custom module, add custom fields to your screens, or customize your dropdown menus. You can also create custom PDF Form designs, and adjust your 1CRM Theme or colour scheme. Because 1CRM is an open source CRM, the sky’s the limit when it comes to customizations.

1CRM also integrates with the products you love, including WordPress, iOS, Android, DropBox, Magento and much more.

Any time, anywhere and on any device, 1CRM is there for wherever your business takes you. Start today with your 30-day Free Trial.

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Hello there. In this video you’re going to learn how to customize your 1CRM dashboards and dashlets.

Creating your own custom dashboards is one of the most useful ways to configure 1CRM to save you time each day, updating you on the latest information both inside and outside of your business in a condensed but powerful format.

When you first enter 1CRM, you see the Home Dashboard… 1CRM has several of these dashboard pages, each of which consists of a series of dashlets.

Dashlets are rectangular boxes of information containing either ..extracts of data from one of the modules within 1CRM,… a chart of 1CRM data,… or external information such as news, weather, or stock prices.

In the top right hand corner of each dashlet you will find two to four miniature icons. The Gear icon allows you to control various settings for the dashlet.

When you click on it,.. a pop-up control panel is displayed, allowing you to change the settings and then re-save them.

The small magnifying glass icon lets you set filters for the information displayed, making the dashlet almost as powerful as the full list view for looking up specific data.

This next icon lets you refresh the data in a single dashlet rather than having to refresh the entire screen.

Lastly, this ..jump.. icon lets you link to the full list view if there is any module associated with this dashlet.

Like list views, Module View dashlets let you sort a column by clicking ..here, and offers info icons for quick peeks for more information on any item. It also offers pagination controls to step page by page through the data for that module, as well as a… Create button to add a new item.

To add a new dashlet to your dashboard simply click on this Settings control for the dashboard, and then choose the Edit Layout option from the dropdown list. You will then see a screen which allows you to:

  1. Remove dashlets by clicking on the X in their top right corner.
  2. Add dashlets by clicking on the Add Dashlets button
  3. Change the number of columns on your dashboard by clicking on the Set Columns button.
  4. Adjust column widths by clicking and dragging on this.. separator.. control.
  5. Move dashlets around on the dashboard by clicking on their title bar, and dragging them to a new position.
  6. Saving the current dashboard layout and exiting by clicking on the Done Editing button.

If we click now on the Add Dashlets button, we see a popup with four tabs, which allows us to add any of the four types of dashlets. Here we see, Module View, Charts, External Data, and Tools dashlets.

Now that we have learned all about dashlets, let’s have a look at the various default dashboards available within 1CRM, and how to manage them.

Dashboard pages are defined in the… Dashboards module…in the Reports & Settings tab group. Shown here are all the default dashboards defined in each system.

Each dashboard may be viewed or edited from this list view simply by clicking on the dashboard you wish to edit.

You can edit the dashboard info,.. the layout,.. duplicate the dashboard …or delete the dashboard. All of these dashboards are Global – meaning that all users will see them.

New dashboards may be created by clicking on this… + sign,.. using the.. Create Dashboard button, or by duplicating an existing dashboard.

By default, all new dashboards you create will be personal to you – but if you are Admin, you can make them Global so that all users can see them. In addition, note that when you customize a Global dashboard, your customizations will only be seen by you, not by others.

To create a dashboard from scratch, simply begin by entering a ..Name… for the dashboard, and choosing the.. Tab Group.. in which it is to appear.

Then select the position you wish it to appear… (Start or End) within that Tab Group.

The Order value is used in cases when for example.. 2 or 3 dashboards are defined as being at the Start of the same Tab Group….The Published checkbox controls if the dashboard is displayed or not…. And Act as a Flat Tab controls if the dashboard is displayed when a theme is in use, that either.. does not offer tab groups, or has been set to simple Modules navigation, not Grouped Modules.

Once you’ve filled in all the info, just click Save. And now we can see the new dashboard.

Now that you understand how to customize your dashboards and dashlets, this might be a great time to login to your own 1CRM and create your ultimate dashboard.

Thanks for using 1CRM!

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Hello, and welcome to 1CRM. This video provides an overview of the 1CRM User Interface.

What we’re looking at here is the login screen. 1CRM is a web-based Customer Relationship and Business Management system. You access 1CRM using a browser such as Safari, Chrome, Microsoft Edge or Mozilla Firefox. Whether you are using the 1CRM Cloud service, or the On Premise software, you access it using a web browser.

First let’s login – and then we’ll have a look at the general elements of the user interface, such as Themes, the menu system, and the overall screen layout.

Here we can select different login options so that our session can use different themes or languages. Over on the left here your system administrator can add instructions as to what to do if you have trouble with your password, or system access.

Once we login, we see the normal 1CRM screen layout. This particular theme is called Claro, and it lets you choose from a range of colour options. At the bottom of the screen you can change your language or theme anytime you like.

Next, look at this control bar at the top of the screen. It offers quick access to your calendar and email. Over here you can access common administrative functions, such as logging out of the system, or viewing your own account details, the Company Directory or the software’s About page.

Towards the middle here is a system wide search tool, capable of searching for any text you enter, anywhere in the 1CRM system. And over here are displayed details of the 1CRM software version you are using, as well as the name of the company it is licensed to. You can click on this information to see the full license details.

The last function of this control bar is to return to the top of any screen if you click on an empty area of the control bar, a very handy feature.

Now we’re going to look at the main menu bar. This offers links to the major function groups of 1CRM – Today’s Activities, Sales & Marketing, Order Management, Project Management, Customer Service, and Reports and Settings.

Notice that each of these function groups offers a number of specific types of business data to work with. We call these Modules. So for example, in the Sales & Marketing group, we see modules for Accounts, Contacts, Campaigns, Leads, Opportunities, Partners, Marketing Events, Forecasts, and Documents. Also notice the + signs on the menu options, which let you quickly add new items of information.

Each group also typically includes a dashboard, which shows data from several of the modules in that area in a series of small dashlets. These dashlets are small tables of information, or charts of business data, or external data such as weather, news, or stock prices.

On each screen within 1CRM there is also a sidebar containing Shortcuts and Last Viewed information. You can click here to either hide or reveal the sidebar. On smaller devices it is automatically hidden. Shortcuts are quick links to perform common tasks. They vary with the module currently in use. The Last Viewed list is a handy way to return quickly to items of data you have recently worked with.

Finally, you’ll see a Help icon which you can click to get access to 1CRM’s very comprehensive Online Guide. It offers a handy search feature which lets you quickly find the info you’re looking for.

Now that you have learned a bit about the 1CRM system, if you have your own user name and password, now is a good time to login and explore. To get the most out of your 1CRM system we encourage you to watch more videos, get your own copy of the User Guide, and contact us with any questions you may have. Thanks very much for watching and we hope you enjoy using 1CRM!

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Hello, and welcome to 1CRM. In this presentation, you will learn more about 1CRM modules, and how to use and customize their list views.

To begin, let’s click on Accounts, the most important module within 1CRM, and see what it’s like to use a module. When you first click on any module, you enter the list view. All the list view screens in the system have the same general form of organization: a set of layout tabs and filters at the top, a list of items in the middle with selection buttons to their left and navigation buttons to the top right, plus a mass update panel at the bottom.

1 – First let’s look at the layout tabs and how they work:

Every module’s list view has a few standard tabs at the top – Browse All, Quick Filter, Reports, and the Add Layout tab here with a large + on it. You’ll also see a tab for arranging the order of your layout tabs. In addition to the usual standard tabs, the Accounts module has two extra tabs – Customers and Suppliers.

The Browse All tab is used to see the default column layout of the Accounts list view, and to show the full set of Accounts within that layout. Underneath the layout tabs you see a few of the most commonly used filters – the universal text search filter, a filter for the owner of Accounts, and a filter for accounts with non-zero outstanding balances. Here you see an example of filtering for only those accounts with an outstanding balance. And here you see an example of filtering by the universal text search box – it looks for the text you enter at any position in any of the pre-designated search fields in this module.

The Quick Filter tab also shows you the default column layout for the Accounts module, but offers the ability to filter on just about any field in the module, at the cost of much more space on the screen.

The Customers and Suppliers tabs again show the default column layout for the Accounts module, but have pre-defined filters for each Account type – either for Customers or for Suppliers. Notice the number of Accounts in each view, and you can see that the Browse All layout shows all the Accounts, whereas Customers and Suppliers show subsets which add up to the total.

The Reports tab in each module’s list view shows all the current reports based on this module, and allows you to create new reports based on this module. You can run reports as well, and then create PDFs from those reports if you like.

The Add Layout tab – shown as a large + – allows you to create your own user-defined layout tabs, called Smart List Tabs. You can enter a name and description for the layout, choose what columns of data you want to see in the list view, edit the column titles, and adjust the column widths. You can also define filters for the layout. In this example, we add a filter Non-Zero Balance Only, so that only Customers that owe us money will show on the list view. We’ll sort it to show the largest receivables at the top of the list. After we have defined all the information for our new layout, we can save it, and we see a new AR Smart List Tab has been added to help us collect our receivables.

Now let’s check out the main body of the list view, with its line items, select boxes, and navigation controls:

For a start, you may notice that each item in the list view can have more than one line of information displayed for it. Several of the fields on each line are linked to more detailed information about that specific field.

To the left of each item in the list view is a selection box. These boxes may be set individually, or they may be set by this control at the top left of the list view, to include all the items on a page, or in the entire module. Once you have selected some items, you can use this button here to perform an action on the selected items. You can export a CSV file containing the data from these items, delete these items, or prepare a PDF from these items.

Also to the left of each list item is an Info icon – just hover on the icon to see a pop-up with more information about that item, without having to click through to the Detail view.

And notice this Star that indicates a Favourite item. A filter at the top allows you to focus on just your Favourites.

To the right of each item will be shown links to their social network accounts. These let you quickly do some research on your clients.

At the top right of the list is a set of navigation controls. Here you can go to the next or previous page of the list, or back to the first page of the list. As well you can click here, and temporarily change the default page length, and choose to start the list from a specified record.

Finally, let’s examine the Mass Update panel below the main body of the list view:

Like the Actions up here, Mass Update works on the currently selected items in the list. Once you have selected some items, either individually or by the pageful, or however, you can scroll down to this Mass Update panel below the list, and update one or more values for all of the selected records.

As well, you can change the Team assignments of the selected records, using this control which is always the last field in the Mass Update panel.

Now that you have learned a bit about the 1CRM system, if you have your own user name and password, now is a good time to login and explore. To get the most out of your 1CRM system we encourage you to watch more videos, get your own copy of the User Guide, and contact us with any questions you may have. Thanks very much for watching and we hope you enjoy using 1CRM!

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Hello, and welcome to 1CRM. In this presentation you will learn how to use the detail views of information held in your 1CRM system.

First we will select a module from the 1CRM menu system – here we will use the Accounts module. From this Accounts List View let’s look at the details of a specific item shown on the list view. You do that by just clicking on the name of the item – the system will then take you to the detail view for that item. Some of the most important things to notice on the detail view are:

  • The Edit button, which takes you to the Edit view where you can edit the item.
  • The Print button which generates a PDF of the current detail view, or an Account statement.
  • The Settings icon – which lets you edit the layout of the Detail view. You can add new fields, and remove, rename or rearrange existing fields.
  • The Social network icons – which lead to the relevant pages for this account.Also notice the micro-icons on many of the fields, which help identify the type of field, be it a phone number, web site address, or email address.

Lastly notice the sub-panels on each detail view, containing items of information that are related to the account which is the focus of this detail view. See how each sub-panel can be collapsed, and also notice the icon used to zoom into a sub-panel as a full screen, allowing you to page forward and backward through the related items.

Using the control here, you can arrange the order of your subpanels so the ones you prefer are at the top, and the ones you don’t use at all are not shown.

If you are an Admin, you can also edit the columns and sort order of data shown in the subpanel using this icon.

Admins can also organize how detail view data is presented across multiple tabs, such as the General and Sales Information tabs shown here.

When we edit an item from its detail view, notice again the emphasis on field micro-icons to clarify field types, and some of the useful field input techniques that make it easier to select data values for each field.

Detail views in 1CRM use a number of different types of fields: Dropdown lists, Multi-select lists, Date and time fields, Lookup fields and Toggle fields, in addition to all the normal text, currency and numeric fields. Let’s see how some of these more advanced fields are used.

Dropdown fields look like this Type field on Accounts. On the detail view, it is shown much like a text field. But when editing a record just click on the field to see a dropdown list of options. Simply choose a value, and the list goes away and the dropdown field value is updated.

Multi-select fields are like a more advanced dropdown field – they have a list of options, but they let you choose more than one. On the detail view, they show all the options currently selected – like the Category field shown here, on a Contact record. When you edit the record you see the multi-select field a little differently. When you click on it to edit it you see a dropdown list with all available options, and a control to select if you want to add or remove values. You use it like this – note that you can hold down the Shift key while clicking on options, to add or remove multiple values quickly. Notice the list of values above changing as you add or subtract values.

Toggle fields are pretty simply – just click on them to turn them on or off. Off shows the toggle to the left, On shows it to the right.

Date and time fields are found on items that appear on your Calendar – such as Calls, Meetings and Tasks. On the edit view screens they look like this Start Date & Time on a Call screen. But when you click on them they expand out into a Calendar widget like this. The calendar month widget offers arrows to go to the previous or next month or year. Then simply click on a date to select it, and move to setting the time. If the date is already correct when you start editing, just click on the clock icon to skip to setting the time right away. Or use the Remove icon to clear the field value entirely. The time settings will have 2 or 3 controls available depending on the user’s selected time format – 24-hour or AM/PM. Just click the checkmark when you have the right time set. You can also just edit the time manually by editing it in the field at the top.

Lookup fields are one of the most powerful features in 1CRM – they are used to link records together across different modules. Your system admin can even add custom lookup fields to add new Links that make sense for how your business works. These fields operate like this Assigned To field on an Account. Notice the micro-icon at the front, showing the kind of item linked from this field – in this case a 1CRM user to whom this Account is assigned. Click on the field to reveal a list of recently used items – in this case Users. You’ll also see:

  • A jump icon to to show a full lookup dialog box for the module you are linking to
  • A remove icon to clear the current value
  • An info icon to see more info about the currently selected item
  • A search field – simply start typing in it to see a dynamic list of search resultsNow that you have learned a bit more about the 1CRM system, if you have your own user name and password, now is a good time to login and explore. To get the most out of your 1CRM system we encourage you to watch more videos, get your own copy of the User Guide, and contact us with any questions you may have. Thanks very much for watching and we hope you enjoy using 1CRM!

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Creating a Quote with 1CRM

Hello there. In this video you’re going to learn how to create a quote and generate a PDF using the 1CRM Customer Relationship & Business Management system.

To create a quote, you can either open the drop down menu under the Order Management header and click on the Plus sign next to Quotes, or you can simply click on Create Quote in the sidebar.

To begin creating a quote, enter the Quote Subject, and then the Account it relates to- which in turn sets the Bill To and Ship To addresses, the default currency, the default terms, tax info, and a few other values, based on settings from that Account record. Then, select a Contact at that Account.

Each Quote consists of one or more product Groups, and each product Group can have one or more products in it. Each Group has a name, and a stage. For each Group, one or more Discounts may be selected from those defined in the Discounts module, and as well a shipping charge (which may be taxable or not.) Begin by entering a Group name and then set the Group Type to Products, Support or Services (the default is Products, which is the option you will most commonly want).

If your Group Type is set to Products, you can click on ✚ add product, ✚ add assembly, ✚ multiple products, or ✚ add comment to add the type of line item desired. This type of Group is primarily used to add Products from the Product Catalog.

• When Group Type is set to Support, the system will allow you to add those same three types

of line items, but also Supported Products and Supported Assemblies. This type of group is

useful for quoting the prices of annual support for items in the Product Catalog.

• When Group Type is set to Services, the system will only allow you to add line items that are

Booking Categories, or Comments. This option is useful for quoting services that are priced

by the hour. (Make sure you define Booking Categories that cover all the types of services

you deliver to clients.)

Next, set the pricing model for the Group to Editable Prices, Profit Margin, Markup over Cost,

Discount from List, or Same as List (they may not all be available to you, depending on what Quotes pricing options the Administrator has allowed you – have a look at these four important check boxes on your My Account page).

Now you can add line items to your Quote, within the first Group you have established. Your choices are as follows:

1- The most common action is to add a Product, which you can do in a few different ways. First, just click on the + add product link. Then, you can simply type in the beginning of a product name, in which case a drop down list shows possible options.

Alternatively, after clicking on the +add product link, you can then click on the Lookup button on the right side of the Product or Assembly field. This brings up a Product Catalog dialog box for you to look up an item and search by name, category, type, or part number. You can select a product by clicking on its name – this will close the dialog box and add that product to the Quote.

Whenever a Product is added as a line item on your Quote, the product name, manufacturer’s part number, tax code, and cost, list and unit prices are shown.

If you have the check box option labelled User Can Enter Products Not Present in Catalog selected in your My Account Page, you can then add custom entries to the Quote. This product is only added to the current Quote, and is not added to the Product Catalog.

2. Much the same process as the above applies when an Assembly is added by clicking on the ✚ add assembly link, but additional indented lines are added to show the components of the Assembly.

3. If you need to enter multiple products, you may click on the ✚ multiple products link. A

Select Product dialog box now lets you check boxes for multiple products, and then

click on the Add Selected button.

4. A comment line can be useful to add to any quote to add clarifying information for the client.

As well, there is a very useful ✚ add comment option on the Order Management Settings

panel of the Admin – Company Information screen, which may be set to automatically add the

description of a Product or Assembly as a comment line after the line item is added to a Quote.

5. When adding a Supported Product to a Support type Group within a Quote, similar to

adding a Catalog Product to this type of Group, the Supported Product’s Unit Support Cost

and Unit Support Price are listed as part of the line item inserted in the Quote, as you are

selling annual support for the item.

6. Much the same is true when a Supported Assembly is added to a Support type Group within

a Quote, but additional indented lines are added to show the components of the Assembly.

7. When adding Booking Categories to a Services type Group within a Quote, the Billing Rate

will be added as the List and Unit Prices for the new line item. The Booking Category name,

plus the Location, Duration and Seniority will be entered as the name of the Quote’s new line item.

Do you need to add discounts? The line items on a quote may be discounted by using Group-level discounts. But sometimes, this is not convenient, if you have several individual items that need different discounts applied to them, and you do not want to put each in its own Group.

For this reason, 1CRM also supports line item-level discounts. Depending on the Quote-related permissions set for the current User, you have a range of line item-level discount options available to you.

To learn more about utilizing exchange rates, tax rates and tax codes, please consult the User Guide, as found on 1crm.com.

Lastly, there are two PDF output options that may be set for a Quote. Show Components is an option that may be used to control the way Assemblies are shown on the PDF. The option may be set to Details & Prices, Details, or — None –.

With the Details & Prices option set, the components within an Assembly will be shown on the PDF, as well as their line item prices. The Details option omits the line item prices, and the — None — option omits the component item information entirely from the PDF. The Show List Prices option simply controls if a column of list prices is displayed on the Quote PDF.

When you have added a few line items to your first Quote, and perhaps defined multiple item Groups of differing types, and set various tax rates and shipping charges, you can then save your Quote by clicking on the Save button available at the top or bottom of the Quote Edit view.

If you have completed your Quote and would like to generate a PDF, click on the Print button. From the pop-up dialog box, you would normally select the Default Quote dropdown option in the Use PDF Form field.

Enterprise users can also select custom PDF Form designs using the PDF Form Designer.

You can choose between different layout options for the Default Quote form by using the Quote/Invoice Layout setting on the Admin – System Settings – Company Information screen, within the Order Management panel.

One option supports US standard size #10 window envelopes, for example.

The popup Print dialog box also includes a dropdown control to select which company address you’d like to use, plus two controls to select PDF files to merge onto the front and the back of the Quote as it is generated. These latter controls enable you to create more of a proposal-type PDF, by enclosing your Quote with standard proposal text.

A Quote PDF may have specific notes added to it via the notes field, but may also have

standard terms and conditions added to it by defining them in the Admin – Company Information

panel. As well the Quote PDF features a signature block for acceptance of the quote.

Now, you can choose to either generate and view the PDF or to generate the PDF and immediately compose an email with the PDF as an attachment and the recipient email address set to that of the Contact on the Quote.

When the time is right, you can also click on the Convert button to convert this quote into a sales order, invoice, supported product or opportunity.

Depending on the sort of business process you wish to implement at your company, Quotes can be required to have approvals before they can be printed or emailed. The administrator can require Quote approvals by checking the Approve Quotes box in the Order Management Settings panel of the Admin – Company Information screen.

Lastly, please note that when you create new Accounts, you should define the information on the Sales Information panel of the Account – the Sales Credit Limit, Default Terms, Default Discount, Shipping Provider and Tax Information. In the main panel for the Account, you should also set the Currency plus the checkbox if the Account is Tax Exempt. By setting these values when you first define the Account, in future when you prepare Quotes or Invoices for this Account, the defaults are automatically set – preventing errors and saving you time.

You have now learned how to create a quote and generate a PDF. Your task now is to login to your own 1CRM and create a sample quote and PDF form. Thanks for using 1CRM!

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Lifecycle of a Lead on 1CRM

Hello there. In this video you’re going to learn all about the lifecycle of a lead within the 1CRM Customer Relationship & Business Management system.

To begin, there is a client stage before Leads, known as Targets (also often known as Prospects). These are often names you have purchased on a list, or receive regularly from an industry partner. Once the Target’s contact  information has been confirmed and some interest in what you have to offer has been established, they are usually converted to Leads. The main sales force generally gets involved with them only once they become Leads.

To begin, let’s head over to the Leads module as found under the Sales and Marketing Tab group, and see all the Leads in the system.

Like any other module, we can filter for last or first name and with the advanced filter, we can filter on category and many other fields. One of my favourite filters is Only Favourites. You can add a star to any lead, contact, or account that is a top priority by clicking here, and then select Only Favorites here at the top.

At the bottom, we also have Mass update to set values for multiple leads at a time, for example we can set the temperature for the leads – how close they are to becoming customers.

Each lead has the lead’s name, status, the account name of the lead, their email address with a hyperlink on it, their phone number. The categories – perhaps the kinds of products the customer is interested in – and who the lead is assigned to.

From here, we can click on any lead to access further related information, or edit their profile.
You can click on these buttons to Edit, Duplicate, or Delete the Lead. We can also click here to Print Details, or here to Convert the Lead into a Contact. And lastly, this button allows us to Manage subscriptions.

Down here, beneath the profile, we can view and edit Activities, History, Marketing Events, Campaigns, Documents, and Teams related to this Lead. Every interaction your business has with this lead can be documented here, providing a full 360 degree view of your lead. On the shortcuts over here, we can Create a new Lead, Create a Lead by importing a vCard, or import a whole database of Leads.

Let’s go ahead and create a new Lead. First, we’ll fill in their first and last name, title if applicable, their email, and phone number. Here, you can specify if they’ve opted in or out of your email marketing campaigns, or check here if they’ve requested that you do not call them.

Then, you can fill in their website and Skype id, and add links to their social media accounts. I’ll test that out by adding twitter….. Over here, you can choose which category they fall under, any team they’re related to, and who this contact is assigned to. Lastly, you can also add a profile picture. This could be the logo of the company this person is representing perhaps. So I’m just going to click here to upload a photo….and there you go! That adds a little more personality to our lead.

Down here, you can specify a department, their status, and their temperature. As this is a new lead, we’ll say their Temperature is just warm. You can also select a lead source, and add a description if you’d like. If they were referred to you by someone, you can write their name here, or if it was a partner of yours, fill their name in here.

And lastly, you can add an address or 2 in here, and an optional description at the bottom.

You may not have access to all of the information listed here when you’re inputting a new lead, but it’s best to try and fill it in as much as possible, because as you will see, the information here will copy over when you convert this lead into an Contact or Account. Thus saving you time and reducing errors, because you won’t need to specify this information again.

Once complete, we can just click Save. And now we can see that the new lead has been created.

In the lifecycle of a Lead, the most important event, other than being created in the first place, is when the Lead is converted into a Contact. So let’s investigate that by clicking on the Convert button and choosing Convert to Contact.

As we scroll down the screen, we see that the Lead has been converted into a Contact, with the appropriate information copied into the corresponding fields. This lead conversion can also optionally generate an Account. You can type in their account name here, and any other information you’d like.

As well, you can log an Opportunity with this Account, or schedule your first Call or Meeting with this Contact and Account here.

In our example, I’ll just create a Contact and an Account, and then press Save. We can now see that this lead has been converted into a Contact and an Account. These buttons have also appeared up here. They enable you to easily follow-up by sending them an email, scheduling a meeting or call, by creating a task, or adding a note or attachment with the click of a button.

If we click on the Account, we can edit it, see the related Contact that we’ve just created. And If we click on the Contact, we can also see the Account and Lead related to this Contact, and edit any other information as desired.

We may wish to convert a Lead into an Account and Contact when we sense a sales Opportunity coming up, as an Account is required in order to create an Opportunity. On an Account record, if we click on the Sales Information tab, we can log the opportunity here by clicking on the Create button.

We can fill in the Opportunity name, an expected close date, the Sales Stage, how much revenue we can expect from them and in what currency. Setting the Sales Stage also sets an initial value for the forecast category, and the probability, which you can fine tune afterwards if you like. Once your info is all filled in, just click Save

The other main reason that we convert a Lead into an Account and Contact is when we need to create a quote for them. So let’s explore that process.

Here, we’ll type in the quote subject, choose the quote stage, bring up the Account, our Contact, the Opportunity name if we created an Opportunity in relation to this Quote, specify the date it’s valid until, and so on. If we go down here, we can create a Group name…. add a product…. define the tax codes….. and then we can save off the quote.

So there’s a very simplistic quote, and now our Account is starting to look a little bit more built out, with a Contact, an Opportunity, a Lead, and a Quote. Again that Lead is our historical Lead, where we came from in the first place.

Ultimately, the Account is the centre of the CRM, around which everything revolves, but in the beginning it all stems from the Lead. And from the Lead we proceed to the Contact and Account, then to the Opportunity, and to the Quote, and all the other related information within the CRM.

Now you understand the basic building blocks of the 1CRM information system and how we proceed from one to another within them. Now would be a great time to login to your own 1CRM, and explore the lifecycle of a lead for yourself. Thanks for using 1CRM!

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Mail Merge with 1CRM

Hello there. In this video you’re going to learn all about the Mail Merge capability within the 1CRM Customer Relationship & Business Management system.

Mail Merge is a really handy capability for generating a physical mail-out to a group of clients of personalized letters.

To perform a Mail Merge, we start by going to the contacts list view, scrolling down and selecting a number of contacts. Then we click on the Actions button and select Mail Merge.

You can then browse for a Mail Merge template file (Note that it must have the RTF file type).

Once you have it selected, just click on the Run Merge button.

After 1CRM finishes processing, the file will automatically download to your browser.

Open this file in your favourite RTF-capable word processor such as Microsoft Word, and print it off.

The merged document will contain x copies of the original document. X is the number of Contacts originally selected.

Mail merge templates may contain insertion markers for personalization fields, such as the name or address of each Contact you wish to mail. (Note that this also works for Leads as well).

These templates are best created in Microsoft Word and saved as an RTF filetype.

They may contain logos, left and right justified text, multiple fonts, bullets, italic and bold text, to enable the creation of very attractive printed documents.

Each Mail Merge template also needs special tags to mark the Start and End of the insertion part of the document.

You can download a sample of an RTF template in the Documentation section at 1CRM.com.

Now that you understand how to perform a Mail Merge, now would be a great time to login to your own 1CRM, and explore the process for yourself. Thanks for using 1CRM!

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Email Marketing Campaigns

Hello there. In this video you’re going to learn how to create email marketing campaigns within the 1CRM Customer Relationship & Business Management system.

Create a Campaign

To begin, we’ll head over to the Sales & Marketing tab group, and click on Campaigns. Then, we’ll click on Create Campaign – Classic, and fill in the basic details for the Campaign. The mandatory fields are: Name, Type, Status, Start Date, and End Date. All the other fields are essentially documentation fields – only fill them in if you feel they will be useful to you.

The Campaign Type field is a very important one. The Campaign Type may be Email, Drip-Feed Email, Newsletter, Telesales, Mail, Print, Web, Radio or Television. Of these choices, Email, Drip-Feed Email and Newsletter Campaigns are actually performed by 1CRM. The others may be documented within 1CRM by entering them here as a Campaign, but the only value of entering them in 1CRM is as documentation. For now, choose Email, to create a basic Email marketing campaign.

When you’re done, click on the Save button. As part of defining an email marketing Campaign, you will need to create an email marketing program within your campaign, and an Email Template.

Create an Email Marketing Program

So we’ll click on the Campaign we’ve just created, scan down to the Email Marketing subpanel. and click on the Create button. and fill in more details about your specific email marketing program within this overall Campaign.

We’ll type in the name, choose the status, and fill in the the Use Mailbox field. This needs a Group Inbox that you create in Admin – Email – Group Inboxes – and be sure to create it with Possible Actions set to Bounce Handling. So if you haven’t already, you will need to go to Admin and create that Group Inbox first, before you define your email marketing program. And lastly, we’ll select an email template. If you don’t have an email template, you can simply click on this button, and a new screen will open up where you can create one.

Create an Email Template

Once you’re editing the Email Template, you can set the Name, Description and Subject.

To edit the email body, you can either create an email simply by typing it in here and using the tool bar functions for accents, or you can click on the Source link to view the email body window as HTML source code. Then you can paste HTML source from a program such as DreamWeaver into the email body, and then Save.

Note that you can create variable data insertion points in your email using the Insert Variable

dropdown controls, and the Insert button. These data insertion points allow you to personalize emails with the name of the recipient, or their company name, etc.. Also note that binary attachments or 1CRM Documents may be attached to the email. Once you’re satisfied with your email template, just click save.

And now you can head back to our Email Marketing Campaign and select the template you’ve just created. Unless there is anything else you’d like to edit, you can now save off your email marketing program as well.

Create a Target List and Link it to the Campaign

Next, you need to create a Target list to hold all the Targets you identify for this Campaign. To do this, scan down to the Target Lists subpanel, and click on the Create button. Fill in the Name, Type (leave this at Default for now) and Description for the list. Then press save.

Create or Import Targets

Now if you click on the target list, and then select Create, you can either import the data for some targets in CSV or TSV formats, using the Database Import shortcut, or type in the data here.

Once you have a number of Targets in the system, you can head back to the detail record, and select Add Existing, to add any existing Targets, Contacts, Leads, or Users that you would like to include in the Campaign. I’ll just add a few contacts for this example.

Lastly go back to the detail record for your marketing Campaign, and in the Targets List sub-panel, click on the Add Existing button to select the list we just prepared. Note that you can add more than one Target list here – so if you have them separated out by geography or some other criterion, you can include several lists here to make up the full Campaign. Your Campaign should now show its related Target list, and email marketing program.

Dynamic Target Lists

You may have noticed a Dynamic checkbox when defining a Target List. If you check this box on the Target List edit view, the secondary tab Target Filters becomes live, and you can define Filter rules for Targets, Leads, Contacts and Users to be automatically included into the target list.

This is a fantastically useful feature – as it means you do not continually have to maintain target lists, adding new leads and contacts into them. As long as your fundamental data is maintained in good order – be it the Country field for Leads and Contacts, or any other specific item of information on your Leads, Targets or Contacts – your target list will automatically stay up to date.

Tracker URLs

The last item we’re going to look at is Tracker URLs. A Tracker URL is a link – either a URL or a PHP program on your 1CRM server – to a place you want the recipient of the email to go when they click on a link in your email.

For example, here at 1CRM Corp., we might send out an email that had a link to request a FreeTrial of 1CRM, another link to try out our Public Demo Site, and lastly, a link to ask to Opt Out of a Newsletter Campaign. So we would input those 3 URLs here, to keep track of which ones got clicked on.

Then we would go back to the Email Template, and add Tracker URL references to the text dealing with each of the three actions, which would link them each to the appropriate Tracker URL. You can also click to see the generated tracker URL, if you’d like to copy and paste it to link from a button or image in the template.

Testing Your Campaign

Once you have your Campaign and its related information created, you should run Campaign

Diagnostics to check your setup. Start by clicking on the Diagnostics shortcut.

This function lets you check that you have setup your Campaign properly, and also that your

administrator has setup the various scheduler tasks needed at the system level to support the

execution of a Marketing Campaign.

Next you need to test your Campaign by clicking on the Send Test button at the top of the Campaign Detail view. Make sure that you have created a testing Target list, and that you are sending the test Campaign to that list.

Note that in test mode, a Campaign will ignore suppression lists, and also will not check for duplicated email addresses, allowing you to send multiple emails to the same recipient.

Running Your Campaign

Once your campaign seems to be working in test mode, it is time to run your first real Campaign!

At this time, it’s important to  make very sure that your Email Template, and your Target Lists are all in good order – there is nothing worse or more embarrassing than your company sending out an incorrect email, or sending it to people that have asked not to receive it.

You also need to be careful about the Start Date & Time you set on an Email Campaign, to make sure it is set for when you want the Campaign to go out. The Start Date & Time on an Email Marketing program is the key time and date used by the system to initiate the Campaign.

As well, you need to make sure that the Scheduler is set up properly if you are going to send out the Campaign automatically, rather than manually. (Diagnostics checks that for you.) To send out your Campaign emails, click on the Send Emails button at the top of your Campaign detail view.

Individually select any Campaigns you wish to send out, or select all of them by clicking on the check-box beside the title of the Name column.

Be sure to check that the Total Recipients number seems correct.

Then click on the Send button. All the appropriate emails will now be added to the Outbound Email Queue. Again, compare the Total Recipients number with the number of

emails now in the Queue.

Managing the Outbound Email Queue

If you run an Email Marketing program with a Start Date & Time in the future, the system waits until that date and time passes, and then (using the Scheduler) sends the emails in the outbound queue. You may monitor and manage this Outbound Email Queue using the Manage Email Queue function within Admin.

Please note that nothing you can do will send queued emails before their due date and time. Also remember that the Scheduler is what normally sends these emails, and you need to make sure the Scheduler is active using Diagnostics, and that the specific Scheduler task Send Campaign Emails is active as well.

Also note that the ‘Use Mailbox’ Group Inbox on the Email Marketing program is where any email bounce backs are sent. And the Scheduler task Process Bounced Campaign Emails needs to be active in order to process them.

Tracking Campaign Results

Lastly, to track your campaigns, the Status tab on the Campaign Detail view provides a display of the status of any Email campaign.

And the ROI tab on the Campaign Detail view shows a Return on Investment chart for the Campaign, using the data from Opportunities marked as Closed or Won that are related to the Campaign.

Now that you understand how to create, run, and track email marketing campaigns within the 1CRM information system, now would be a great time to login to your own 1CRM, and create a test campaign. Thanks for using 1CRM!

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1CRM for RingCentral

Consistently delivering an exceptional customer experience is what differentiates your business from the competition.

1CRM for RingCentral makes it easy by merging your RingCentral service into your 1CRM account – giving you double the cloud power to make every connection count.

To get started, all you need is a 1CRM account and a RingCentral account.

Simply enable RingCentral integration…… enter your personal RingCentral phone number and password……. and install the RingCentral app for your computer or use their physical VOIP phones. (3 steps)

When a call comes in, they will be instantly identified and matched to an existing lead or contact within 1CRM.

The corresponding contact profile will appear on your screen immediately, including any historical call activity or notes made. This ensures that you will be informed and ready to continue the conversation!

Throughout the call, you also have easy access to relevant customer information, including purchase history and any past interactions they’ve had with your business. That way, you can stay focused on having a productive conversation, instead of searching for data in various apps.

After the call, you can conveniently add follow-up notes or reminders in the pop-up window, and they will automatically be linked to that caller’s profile.

New customer calling? Reduce the risk of losing important information by recording and saving new contact details as a lead or contact within 1CRM – right after the call is complete.

Need to make a call? Easy. Pull up the contact you want, and click the phone number shown on the screen to start the call.

There’s no need to hunt for numbers on a keypad, saving you time and eliminating potential misdials.

All of your call activity is automatically logged within 1CRM, including call time, duration, and any notes made – so now you won’t have to worry about data loss from forgetfulness or user errors.

1CRM has over 45,000 users worldwide.

RingCentral is the leading cloud business phone system.

Get your free trial of 1CRM today and experience the combined power of 1CRM and RingCentral!

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Booked Hours & Timesheets with 1CRM

Hello there. In this video you’re going to learn how to log billed hours and create Timesheets using the 1CRM Customer Relationship & Business Management system.

The easiest way to log Booked Hours within 1CRM is to enter Timesheets mode within the Calendar module, and then choose the Day or Week tab.

Say you worked from 10am until 1pm today. To book those hours, you can simply click your trackpad or mouse down at 10AM – keep it down, drag through to 1PM, and let go. Now a popup will appear to book those hours.

With the start time, date and number of hours already set, you can choose a booking category. The Booking Category determines how these hours will be treated – as billable customer hours, or as non-billable services, provided as part of support included with the sale of a product perhaps. It also controls the rate at which the client is invoiced, and overall is a critical part of the business tracking how employees’ time is spent.

Next, you can enter a summary line of the work you did during those hours.

Then, you can choose the activity you’re booking your time to, using the Related To lookup field. This will set the Account field as well. Listed on the screen displayed will be a mix of all available Project tasks and service Cases to which you may book.

If you’re ready to submit these hours, you can also set the status to Submitted, or another status depending on your role capabilities.

Booked Hours Approval requirements are managed in the Admin, Company Information page. If you’re an Admin, you can visit here, and scroll down to Order Management settings. You’ll see check boxes for booked hours approval on cases, projects. If they’re not checked, then approval is not required.

Once you’ve completed this form, you can just press Save to record those booked hours.

Hours are usually booked within the Timesheets mode of the Calendar, by clicking on the button at the top of a Case or Project detail view, or you can just scan up to the Project Management tab group and click on this plus sign.

Things to watch for when using the booked hours features are…

  • You can only book hours to Project Tasks for which you are an assigned resource, for which the Project status is Active, the Project Task status is In Progress, and your status as a resource on that Project Task is Active
  • You can only book hours to Cases which are assigned to you, and whose status is Active – New, Active – Assigned, or Pending
  • No costs will accrue for the hours booked unless you have set a standard cost for the user in the HR module, or a task-specific cost for the user’s role on that Project Task or Case
  • Make sure to set the Billing Rate on the Booking Category, and to use a Booking Category that is classified as billable, or you will not be able to invoice for the work

A very handy feature of booked hours is that once they are approved, you can bill for the time spent on a Case or Project by simply going to the Invoices sub-panel on the Case or Project, and clicking on the Create button.

A new Invoice will be created for the Account, and any billable hours that have not been previously invoiced will be added to the Invoice automatically. You will be left in edit mode on the Invoice, with the ability to add or remove line items or other details as desired. Then just Save the Invoice to bill for the time spent on that Case or Project.

Once you’ve accumulated some booked hours, you may wish to create a timesheet in order to get paid, or just as a matter of company policy. Timesheets may be filed on a weekly, bi-weekly, semi-monthly, or monthly basis within 1CRM – as selected in the Admin – Company Information screen. I’ll set ours to Monthly.

Each timesheet is specific to a single user, and has a start date, end date, and may have any number of lines of booked hours on it.

It’s important to understand that Booked Hours may be created for a time period for which there is no Timesheet yet, but a Timesheet cannot be created for Booked Hours that have not yet been logged. Simply put, Timesheets serve as a wrapper around a set of Booked Hours, and may be created quite late in the process if desired, in order to be submitted for Approval.

Creating a Timesheet is very easy. If we head back to Timesheets mode in the Calendar, we can see the Booked Hours that we’d like to create a Timesheet for.

Since we set the system settings to create Timesheets on a monthly basis, I’ll click on the Month tab, and then select Create Timesheet.

Here, you can see that the name, status, start date, end date, and total number of hours are automatically generated. If there’s any notes you’d like to include, they can be added here.

In this sub-panel, you’ll see a break down of the Booked Hours included in this Timesheet. Each entry includes the start time for the work performed, duration, a summary of the work, what it’s related to, and the status of the entry. You can optionally click on this minus sign to demote Timesheet Booked Hours to the Other Booked Hours panel, if you’re not sure if you’d like to include them yet, or you can click on this plus sign to bring them back.

Once complete, you can either Save this Timesheet for now, and wait for the end of the Timesheet period, or Submit it for Approval.

Once a timesheet is Submitted by a user, each line (or Booked Hours entry) may be Approved or Rejected. Once all lines of a timesheet are Approved, the timesheet as a whole becomes Approved. The approver has the buttons Approve All, Reject All, or Approve Selected available to them. If Approve Selected is used, then the timesheet as a whole becomes Rejected, but the Approved lines are shown as Approved.

Lastly, the Print Timesheet PDF option of the Print button on the Timesheet detail view generates a Timesheet PDF. In some businesses these can be a useful part of the Timesheet approval workflow, and can also be useful when justifying client invoices.

You have now learned how to log billed hours, create a timesheet, and generate a Timesheet PDF. Your task now is to login to your own 1CRM and create a sample Timesheet. Thanks for using 1CRM!