User Manual
Contents
1. Add Activity button on the left pane Add Activity ee Date Priority Business meeting at 2OO02 035 0 Starbucks 05 You will be presented with the following page in the right pane once you click on Add Activity Description Hand in report today P Date 2002 03 05 Ea C Calendar Item C Untimed Calendar Item To Do Priority 1 iL Es a Cancel z J 4 J Once you finish entering the activity s details click Ok Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 26 of 34 Click OK to save changes The left and right panes will be updated with the new activity anal Ets Haah ake mep e A eel a e le aleja a f a Add Activity hi EOE pr w Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 27 of 34 6 4 Deleting an Activity Select an activity to edit by selecting it in the left pane under Name You will be presented with the following page after clicking on the activity s hyperlink Priority z ok_ Baits Click on the Delete button to delete the activity Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 28 of 34 Chapter 7 Settings Manager Upon clicking the Settings but2. In the screenshot above a number of accounts have already been entered into the Relata account manager Accounts are alphabetically sorted by the organization s name The left pane holds the names of your accounts whose details can be brought up by clicking on the respective account name The right pane holds the account s associated information such as the contacts associated with the account the address website status Active Inactive Other and description A contact can be associated any given account but an account can have multiple contacts For the example above Avinesh Bangar and Mike Teigen are the account contacts Avinesh Bangar was selected and then the gt gt button was used to move Avinesh Bangar into the Account contacts window The same method was utilized to add Mike Teigen to the Account contacts window Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 16 of 34 We will look at managing accounts in detail in the following sections 4 1 Adding an Account To add an account to the accounts manager click on the Add Account button on the left pane You will be presented with a blank form on the right pane allowing you to fill in the account s particulars Hatalmi O25 Mioroseett Internet Eapeorer p la X Palm Inr Falata org rh Name Pam i Address fizi
3. Delete simply click on Delete to delete the opportunity Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 21 of 34 Chapter 6 Activity Manager Upon clicking the Activities button on the Relata menu bar you will be presented with the activity manager TR Aatealtin 02 5 Pioro Inbernet Eepe a a E x March 5 2002 Se tim Ban La Tiam Fra rt l i a lt 4 eja iia a ia u ie a ae a iT is fia ar a Hoo wD m a a x al Add Achiviky Se Dabe Drim Emr maa Z0CENJ o E j jadiin Manager In the screenshot above a sample activity has been entered The top of the left pane features left and right buttons to update the calendar view for the current month Alternatively you can also select a month manually by using the drop down menu You can also change the current year by changing the year field Once you select a particular day on the mini calendar the right pane will update with the activities to do items for that day The right pane will open up with your schedule for the current day We will look at managing activities in detail in the following sections Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 22 of 34 6 1 Adding an Event To add an event entry into the right pane simply left click to
4. cnvcreet City omet State ca Z 7 OOO Zip 235 Country hse Web site htp www pamon Status amp tve x Description Produce the Paim Plows Available contacts Smpson Homer 52 Account dF Jamari Manager Note in the screenshot above that no contacts have been associated with the account yet To associate a contact with an account click on the contact from the Available contacts window and then click on the gt gt button to move the contact into the Account contacts window Available contacts Account contacts Simpson Homer aa In the example above Homer Simpson has been associated with the Palm Inc account Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 17 of 34 Finally click OK to save the account and update the left pane with the account name Add Account Palm Inc Relata org As shown above Palm Inc has been added to the left pane of the account manager 4 2 Deleting an Account If you are viewing an account that has already been saved then the Cancel button will read Delete Description Produce the Palm PDA s simply click Delete to delete the account record Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 18 of 34 Chapter 5 Opportu
5. In 2 2 Relata Desktop 2 2 1 Relata Menu Bar 2 2 2 Relata Task Bar 2 2 3 Relata Tool Bar Chapter 3 Contact Manager 3 1 Adding a Contact 3 2 Deleting a Contact 3 3 Emailing a Contact 3 4 Phone Communications Chapter 4 Account Manager 4 1 Adding an Account 4 2 Deleting an Account Chapter 5 Opportunity Manager 5 1 Adding an Opportunity 5 2 Deleting an Opportunity Chapter 6 Activity Manager 6 1 Adding an Event 6 2 Deleting an Event 6 3 Adding an Activity 6 4 Deleting an Activity Chapter 7 Settings Manager 7 1 Adding Groups and Extra Fields 7 2 Deleting Groups and Extra Fields Chapter 8 Group Email Manager Glossary Page 3 of 34 Table of Contents COCO NNO A Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 4 of 34 Chapter 1 Introduction Relata is a CRM platform that currently features a sales force automation module with additional CRM modules currently being developed Relata has user and administrative interfaces Being web based the interface for Relata is a current version of a standard web browser The Relata source code is released under the GPL and makes use of the programming languages PHP and Javascript We have chosen to use Javascript and PHP because our development team believes in making our source code accessible to as broad an audience as possible Both Javascript and PHP have a rapidly growing devel
6. Ls fied In the screenshot above a number of contacts have already been entered into the Relata contact manager Contacts are alphabetically sorted by their last name by default Contacts can also be sorted by using their respective company name The left pane holds the names of your contacts whose details can be brought up by clicking on their respective name The right pane holds the contact s associated information such as their name title company email address and phone number The right pane also has tabs across the top labeled as such Name Palm and Extra Fields which are used to specify additional information about a contact At the far right of the right pane you will note a Notes window The Notes window is used to keep track of incoming and outgoing phone communications Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 10 of 34 with a particular contact This will relieve the burden of remembering when you last called a contact to discuss business items We will look at managing contacts in detail in the following sections 3 1 Adding a Contact To add a contact click on the Add Contact button on the left pane You will be presented with a blank form on the right pane allowing you to fill in the contact s details EE Hatalmi 022 5 Microsc Internet Eapiorer Palm Fields Ex
7. or outgoing call first select a contact Once the right pane has been updated with the contact s details you will notice the following Notes area Notes Incoming Call Qutqoing Call 2002 03 05 3 59 pm gt Meet Homer at Starbucks 4 For an incoming call click Incoming Call and then begin to enter any information you feel is important regarding the call and click add It will be listed as TYYYY MM DD lt HH MM am pm gt Incoming Call The oldest events will be pushed down as newer ones will occupy the top portion of the window FIFO For an outgoing call click Outgoing Call Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 15 of 34 Chapter 4 Account Manager Upon clicking the Accounts button on the Relata menu bar you will be presented with the account manager ir AHataltm 02 5 Mioroseeht Inbernet Esapeomer S x meaa mme __Aecounts _Dapaituniti es E ae a 4dd account Available contacts Account contacts barge f Palm Inc i el Se Relata org Mame fisisttaog Address 101 34 995 dd4verue City abbotstord State fo Zip fv25 er Country Canada ti t S Web site http woe relata org Status ttre Desorption vist us for yor ora GEM nE amaa Honoger
8. Group Email button on the Relata menu bar you will be presented with the group email manager i Felataitm 0 2 5 Microsoft Internet Bepiorer l es E The Group Email manager is used to send email to a particular group of contacts Simply click the email icon at the far right of the group to email the contacts using your email client The first recipient will be inserted into the to header and the rest of the recipients will be added to the bcc header Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Term AOL CRM Database HotSync ISP Javascript MySQL Open source Pane Palm Page 33 of 34 GLOSSARY Definition America Online A national internet service provider who offers their customers a special interface that must be used in order to use their services including email An acronym for Customer Relationship Management A logical entity that stores vast amounts of data on a physical mechanism such as a hard drive Refers to Palm s technology that allows a Palm to synchronize data with a PC An acronym for Internet Service Provider Provides Internet service to residents of a municipality at a fixed or variable monthly cost A web based scripting language that can be used to interact with HTML components It does not have all the power of Java but is designed with a more secure model in min
9. Relata User Manual Page 1 of 34 RELATA open source crm software User Manual Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 2 of 34 Using Your Documentation The following documentation is included with Relata to help you effectively use the product Please read and use the manual according to your requiremenis User s Manual This manual offers detailed information on using Relata Read this manual to understand how the various components of Relata work and to also get a better understanding of how this application can suit your needs Refer to this manual should you have any problems using Relata System Requirements The following are requirements for Relata Current browser Internet Explorer 5 0 or better Mozilla 0 9 6 or better cookies enabled Web server Apache 1 3 12 or better MS Internet Information Server 4 0 PHP 4 0 x 4 1 x recommended Database server MySQL 3 23 x PostgreSQL 7 0 x 7 1 x OS Linux 2 2 x or better MS Windows NT 2000 XP MacOS X Contents of This Manual This manual describes how the various components of Relata work To get the most out of Relata please read this manual carefully before using Relata Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Chapter 1 Introduction Chapter 2 Using Relata 2 1 Logging
10. RelataSync Next we will look at the Palm tab _ Extra Fields Custom 1 Does the PalmOS coding Custom 2 Likes computer hardware Custom 3 Likes customizing his car Custom 4 likes mPa Palm Category Unfiled Pal m Custom fields 1 thraugh 4 are synchronized with RelataSyne as Notes well as this Palm Motes text Block The Palm category refers to the Falm Category that the contact is associated with an the Palm Unfiled Business Personal ete ba Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 12 of 34 Custom 1 through Custom 4 are custom fields in the Palm that can be used to store additional details about a contact The Palm Notes field is a memo field that allows you to enter more details about a particular contact such as times when a contact is available Click OK to save any changes Finally we will look at the Extra Fields tab Main Palm Fields ICQ 81961079 OK Extra fields are not synchronized with your Palm but can be used to store other particulars about a contact Extra fields are entered into Relata by clicking on the Settings tab on the Relata menu bar Click OK to save the extra fields 3 2 Deleting a Contact If you are viewing a record that has already been saved then the Cancel button will read Delete i E mail lhomer thes
11. able to avoid losing out on potential sales Easily associate a particular contact with an opportunity using point and click functionality You can keep track of the various sales stages associated with a sale and the probability of a sale with ease Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 5 of 34 Relata also allows you to better organize and prioritize your short term and long term activities using the to do and calendar features You can plan ahead with Relata enter events or to do items ahead of time and print out your daily to do schedule and calendar whenever you require it Palm and Visor users will find RelataSync of interest RelataSync seamlessly integrates with Relata RelataSync is a Palm HotSync Manager conduit written in the Java programming language RelataSync is designed to be run from a local workstation instead of over the web due to browser security restrictions RelataSync allows you to synchronize contacts from Palm s Address Book with Relata s Contact Manager and vice versa You can also synchronize activity and to do list data from Palm s Date Book and To Do List with Relata s Activity Manager and vice versa Relata and RelataSync are free We hope you enjoy Relata as much as we did creating it 22 Team Stratabase Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Re
12. d An open source relational database management system suitable for small to medium databases http www mysql com Term used to refer to projects released under the General Public License GPL that come with source code They are freely available and may be modifiable in respect to the terms laid out in the GPL Typically Linux based projects Used to refer to either the left or right window in a split window frame A personal digital assistant PDA hand held portable computing device http www palm com Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual PHP PostgreSQL Sendmail Server Variable Page 34 of 34 A free scriping web scripting language for Linux and Win32 with a rapidly growing user base It is scalable and fast A scalable open source object relational database management system that utilizes SQL http www postgresal org An open source mail server that was used when developing Relata You may download it from http www sendmail org A logical entity running on a computer that serves or stores data for users A logical entity that stores data usually temporarily Relata and all associated Relata product names are registered trademarks of Stratabase www relata org
13. dd an opportunity to the opportunities manager click on the Add Opportunity button on the left pane You will be presented with a blank form on the right pane allowing you to fill in the opportunity s particulars T Relataltm 02 5 Miorosoft Internet Bephorer lajs Available contacts Beogar w nmesh j Opportunity Contacts Smpsin Hamer a Tite 3 Smal Lan setup Close date A002 03 16 Choose Date Sales stage Propetang x Potential Revenue Probability Description Opoortunity Manager In the screenshot above a new opportunity entitled Small LAN set up is being created and assigned to Homer Simpson The close date of the opportunity is March 16 2002 with potential revenue being 10 000 After all the details have been entered click OK to save the opportunity After you click Ok the title of the opportunity will be added to the list of opportunities in the left pane Compaq Pa Small LAN set up Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 20 of 34 As shown above Small LAN set up has been added to the left pane of the opportunity manager 5 2 Deleting an Opportunity If you are viewing an opportunity that has already been saved then the Cancel button will read Delete Description Client needs an 100 a Mbps LAN set up for his business with a
14. ick OK to save the group name and add it to the list of groups in the left pane Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 30 of 34 eT Hataitmj 025 Mionoseeit Internet Esspdorer i p xl Name Coreuter Sabspaon Description f group of commer i sss aa ic da it Fa a pe st BanQUE orgerdretionir Teena mins Once the new group has been added to the left pane the right pane is also updated Select Extra Fields from the drop down menu to view all the extra field names in the left pane or click back on Groups to view the list of group names in the left pane N Add Extra Fi eld Extra Fields i Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 31 of 34 7 2 Deleting Groups and Extra Fields select a group or extra field to delete by selecting it in the left pane Extra Fields was selected in the right pane _Add Extra Field _Add Extra Field Field Extra Fields Name JIC OK Delete In the example above ICQ has been selected Click the Delete button to delete the selected extra field Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 32 of 34 Chapter 8 Group Email Manager Upon clicking the
15. imp Bal Work is the primary contact Groups I Veggie Delete For the above contact you would simply click Delete to delete the contact Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 13 of 34 3 3 Emailing a Contact If you look at the previous screenshot you will note that there is a button with a letter and an envelope immediately to the right of the E mail text field Click the button to email to launch your email client to email that particular contact Business Meeting File Edit View Insert Format Tools Message Help Send GEE Copy Paste Unde Check Spelling EE Tc hamergthesimpsons com 0 H Attach Priority EE Ce Subject Business Meeting Hi Homer Just a quick note we have a business meeting at 4 PM on Tuesday Regards Avinesh Avinesh Bangar BCIS SCSA CCA A IEEE Computer Society Member Lead Software Engineer amp Systems Administrator Stratabase Inc Email avinesh stratabase com Web www stratabase com Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 14 of 34 3 4 Phone Communications In the event you receive a phone call from a contact or even call a client you can keep track of all incoming and outgoing communications with that client To keep notes about an incoming
16. lata User Manual Page 6 of 34 Chapter 2 Using Relata This chapter of the manual explains how to use Relata Please read this part of the manual if you are new to Relata reading it will help you become familiar with the different features this product offers This section assumes that Relata has been successfully installed and configured on the server 2 1 Logging In Upon accessing Relata you will be presented with the Relata login page E Relata Login Microsoft Internet Explorer File Edit View Favorites Tools Help daBac gt x E RELATA LOGIN PASSWORD E Done E Local intranet Enter your login name and also your password and click on the Login button to login If you cannot log in you have specified an incorrect login and or password If the problem persists contact the Relata administrator who can reset your account login and or password Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 7 of 34 2 2 Relata Desktop Upon logging in to Relata you will be presented with the Relata desktop F Relata tm 0 2 6 Microsoft Internet Explorer Relata _ Contacts Accounts _Dpportunities Activities _Set r The Relata desktop is embedded in a browser window and runs from there 2 2 1 Relata Menu Bar Along the Relata menu bar you will see seven buttons Used to add vie
17. left to right Used to print a frame with contact account activity information Minimi Used to minimize a window so that you can click on a button in inimize h the task bar to maximize it far right Used to close an open window far right Once you feel that you are comfortable with Relata s intuitive interface you can begin utilizing Relata for your organization In the next chapter we will look at managing contacts Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 9 of 34 Chapter 3 Contact Manager Upon clicking the Contacts button on the Relata menu bar you will be presented with the contact manager EE AHataltm 0 2 5 MiiorosriHi Inbernet Exapeomer Add Contact ag Main o y Last Fret Comoerny Em Bangar Avine ch Simpson Homer Taigen Mike Prefix First Name Nane Title Company Address Street City State Zip Country Is Prospect Email Type Website i r Website onta Manager Extra Fieke Palm Fields ET 2 Myinesh Aorigar Middle i Goftware Engireae Stratahass Inc F Business t Barsonal T Shenate m W101 SSS 3rd tenue Mb ots hard Bc T wos SBY kanada Yas j HTML Ipcoring Call Gungoing call i t00T 03 03 sai SF pma Meer Hyra at Starbucks Fito hw Stralabase com E i Pitta iwi rolata org
18. nity Manager Upon clicking the Opportunities button on the Relata menu bar you will be presented with the opportunity manager EE elataltm 02 5 Miorosctt Internet Eepioer Available contacts gt Opportunity Contacts barga Gres sid Sela Ea Teigen Hike a OPP i T Tihe comes irag Close date Pie 4 16 Choose Date Sales stage Prospect Potential 50 Revenue Probability 10 Bie a aaa ell bey E sae Fleer Fi yp e aaa Description Comoag Pag tor ai i iar Hti m ee eee ee lOpporhunity Manger In the screenshot above an opportunity entitled Compaq iPaQ has been entered Clicking Choose Date reveals a popup calendar Opportunities are alphabetically sorted The left pane holds the titles of the opportunities The right pane holds the opportunity s associated details such as the associated contact the title the close date and the probability of the sale An opportunity can be associated with multiple contacts but each contact can be associated with a single opportunity In the example above Avinesh Bangar was selected as the contact associated with the Compag iPaQ opportunity We will look at managing opportunities in detail in the following sections Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 19 of 34 5 1 Adding an Opportunity To a
19. oper base because of their ease of use We have made Relata completely web based in order that it may be run without having to install special client software something of specific value to IT managers who want to deploy Relata in an organization with many users Relata allows you to manage your contacts and accounts from one integrated web interface Sales professionals can use Relata to organize and manage their customers and accounts with ease and powerful functionality Relata is highly scalable and is appropriate for use in the enterprise Relata can be customized to run with any SQL database Using Relata you have the power to create custom fields manage sales opportunities associate your contacts with various categories groups e g Computer Salespeople By adding this functionality Relata allows you to perform rapid queries on key variables communicating with your contacts in a more targeted and efficient capacity You can send email to your specific groups simultaneously with important information saving you from emailing each contact individually Relata allows you to track responses to outgoing emails should you decide to conduct an email marketing campaign Relata also records and tracks all your communications with your contacts giving you a more precise history of each relationship allowing you to extract more information and value from your database With built in support for opportunities users are
20. the right of an hourly time interval ie 10 am March 5 2002 BBB Ja Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 23 of 34 Now enter an event for that interval and then click outside of that time interval and click OK to save March 5 2002 Business meeting at Starbucks Pe a aes D a Notice that the left pane is updated with the new event automatically upon clicking Ok Add Activity Aad mat att Business meeting at 2OO7 03 7 Starbucks os Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 24 of 34 To edit the event simply click on the associated entry under the Name column and you can edit the event s properties in the right pane Description Relata meeting i Date 9002 03 05 E Calendar Item C Untimed Calendar Item To Do Start 10am End time 12m z Once you edit the event s specifics click the OK button to save changes 6 2 Deleting an Event See above Instead of editing an event simply click on Delete to delete the event to do entry Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 25 of 34 6 3 Adding an Activity To add a new activity click on the
21. ton on the Relata menu bar you will be presented with the settings manager Br Hatalmi 02245 Mioroseett Internet Exapeorer E E Groups nal Name vegan Description Bettings Merger The screenshot example above has one group added Veggie The names of the groups are alphabetically sorted in the left pane and properties of the group or extra fields are edited in the right pane It is a good idea to put the contacts into groups for categorization purposes Later you can use the Group Email manager to email multiple recipients of the same group simultaneously with promotions and other useful information Extra fields are used to capture additional information about contacts such as their ICQ number or best time for a meeting We will look at managing activities in detail in the following sections Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 29 of 34 7 1 Adding Groups and Extra Fields Click on the Add Group button in the left pane to add a new group or extra field name You will be presented with a page similar to the following once you have done so moahi Internet apiorer a a oe Fh Relataitm 0205 M Jbettings manager In the above example a new group called Computer Salespeople is being created Simply select Groups or Extra Fields to add either a new group or an extra field Cl
22. tra Fiekds Bangar Avinech Simpson Homer Fi ret Taigen Mike Middle Name Title Company Address T Business Parzonal 7 Stems Street City State Notes Zip Country Is q Prospect Email z Type Website iy LT a onbect Mane per Groups allow you to organize your contacts better especially when you need to utilize Relata s Group Email functionality to email all members of a particular group Groups and the Extra Fields are defined by clicking on the Settings button on the Relata menu bar Please see Chapter 7 for more details Fill in the contacts specifics and then finally scroll to the bottom of the page and click OK to save the new contact record Should you wish not to save the new record click Cancel instead but you will lose all information that you have entered for that contact Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 11 of 34 The bottom half the of Main contact details page city State Zip Notes Country Is EE Prospect Email J Type Website h 1 Website a 2 C Work oF C Home r C Fax r Other E mail Groups Cancel Note Only the business address of the contact will be synchronized with your Palm Address Book when performing a Palm HotSync using
23. w edit delete contacts Contact Manager Used to add view edit delete accounts and also to associate Accounts l contacts with accounts Account Manager Opportunities Used to add view edit delete opportunities Opportunity Manager Used to add view edit delete activities Activity Manager Used to add view edit delete groups and add view edit delete custom fields Group Email Used to email multiple contacts in a group at once Settings Relata and all associated Relata product names are registered trademarks of Stratabase www relata org Relata User Manual Page 8 of 34 Used to log out of the current user session At the far right of the menu bar there is an animated Stratabase logo that will pause momentarily if a page is loading Please be patient if you have a large list of contacts 2 2 2 Relata Task Bar Contact Manager At the bottom of the Relata desktop you will see the grey task bar which is used to switch between active Relata windows In the above screenshot you would simply left click on Contact Manager button with your mouse to maximize the Contact Manager window 2 2 3 Relata Tool Bar Back x Once you click on one of the menu bar buttons Relata will open a new window that has a tool bar like the one above immediately below the Relata menu bar There are four buttons on the left and two on the right A description of them follows in their respective order of appearance from
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