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user manual - SpinOffice CRM

1. Properties small menu where several actions can be taken Finish Travel Ag Family wee Sicili 2015 Create new folder a Belastin g Create email Schade lan Create task 8 4 Adding items to a folder or subfolder First you have to create folders and subfolders in order to be abble to store archive items into these folders Once you have done so the rest is pretty easy 37 52 In the inbox or in the archive drag the selected archive item whether it is an email a file a task a note or something else by its description and drop it into the destination folder or subfolder After you have dropped the item into the folder the item will show a folder icon to make clear this item is linked to a folder And there will be a link mark shown in the folder list on the left to indicate that the item is linked to this particular folder In the contact s archive you will have the same for the item and the linked folder Delete Private Read only Link Folders All J O Type From a Beirout 2015 ed Flight schedule Attachment TET ght schedule TET w Attachment Family weekend 08 Attachment Sicili 2015 Attachment t Y E5 Incoming mail Rob van der Horst rot Manage the folders for an archive item via right click menu item Link to folder 8 5 The folder list The folder list gives an overview of all existing folders At the top you have the ability to search folders by description or
2. 14 4 Microsoft Exchange sync available We also offer a MS Exchange box which allow you to sync the contacts email and calendar with your iPhone iPad Mac Mail and Apple Address Book Android and Windows devices and MS Outlook With an Exchange box every contact appointment or email will automatically be available on any other device you have on which a SpinOffice exchange box is installed For example you can add new appointments from your SpinOffice account or Mac iCal and then see them on the road using your iPhone iPad or Android device Your agenda contacts and emails are saved online and synced automatically so that you ll have access everywhere Annual costs are 40 40 per year per Exchange box It is required that we create the box for you SpinOffice can t connect to any existing Exchange account 50 52 15 Training amp support 15 1 User support amp tickets For Limited free version users we provide initial free support to help you setting up the account If you have questions in the first few weeks please write us an email or call us For English please call 1 360 209 5609 For Dutch please call 31 70 311 5400 For Italian please call 39 386 776 085 Skype English is also possible After initial support email and phone support will cost 45 per support item Once you have upgraded to Pro you will be entitled to email and phone support with a maximum of 4 support tickets per month Each subsequent
3. User guide last update Oct 2015 _ i LO 0 1 f il i i au i ii SpinOffice CRM is unique in the way it manages your relationships A central location is created for your mail all your business and personal contacts your calendar projects all documents amp files but also call notes tasks and memos It is the ideal relationship management solution for small and medium sized enterprises and will really help you achieve great things In this manual we will explain most of the functionalities the chapters are divided by feature We recommend to start with SpinOffice step by step and advise you to go through all chapters If you have any questions or comments please write me an email or call us 1 360 209 5609 for English or 31 70 311 5400 for Dutch or 39 386 776 085 for Italian or Skype us Have fun exploring SpinOffice CRM Hugo van der Horst Rudolf Philipse Luca Malin Support Worldwide Support Worldwide Support Italy 1 Starting SpinOffice CRM 5 ket FROGISUAUOMN asese a a a Gtentqbestdansacthauaecatatngnachatsexiass 5 1 2 Start the tour or Get started ccc ccccccccceececceeeeecceneeeeeeeeeeseueeeeseseeeseueeessueeessaeeeessgeees 5 2 General information 6 2 1 The difference between Limited and Pro edition cee eecceeeeeeseeeeeseeeeeseeeeeesaeeeeeneaeees 6 2 2 ACOnactcard TOrevery COMIAGE vii sich canatoon i Mata memoeat 6 2 9 VOOlD
4. 11 3 Available for all USES rkenen ices useiiatbiece tees 45 12 Menu items in Administration section 46 13 The benefits of the Pro edition 49 TOTAU O srra EE AEE EE 49 14 Synchronize with mobile devices 50 TA OMAGH SY IC a tec esc aes eet eiccaaae teste as oacsamn ea ieeesee 50 14 2 Calendar sync launch date NOV 2015 ccccccsssececeeseeeeseseeeseeeeeeseeeeesaeeessaaeeesseaes 50 TA SEMASA aa a baie aes Seance 50 14 4 Microsoft Exchange SYNC available cccccccccseececeeeeceeeeceeeesseeeeseueesseeeeseeesseeesaees 50 15 Training amp support 51 1o USER SUDDOM Cc TICK CS nenene e A ATA 51 oz ONNENN asg aa 51 Helpful resources 52 4 52 1 Starting SpinOffice CRM 1 1 Registration iS After you have downloaded the application from our website or the App Store the asset following icon will be stored on your PC or Mac Launchpad If you click on the icon our registration page opens Fill in your first name last name company name amp email address to create your free account Your personal user name and password will be sent to your email address directly on registration You will be taken direct to your personal encrypted database Subsequently each time you open SpinOffice CRM your user name email address will be displayed immediately and you will only have to fill in your personal password Signing up with LinkedIn will provide fast access to your SpinOffice account without a new password Your SpinO
5. 4 Anew message window will appear In paragraph 5 2 we will explain the screen layout 5 After composing an email click on Send and the message will be stored in the contact s archive 5 1 Configuring your email To import your existing email SpinOffice needs the incoming mail server settings POP IMAP from the mail account s Until your email has been configured correctly SpinOffice will continue to show you the Configure mail popup every time you open your inbox My email account settings Please enter your email account settings in order to bring in your mail into SpinOffice Email address hugohorst7 hotmail com Password Connect 25 52 Enter your email address and password and click on Connect SpinOffice will try to find the proper server settings If the settings are not found please click on Configure manually We will help you to try to find the proper mail server settings My email account settings Email address hugohorst7 hotmail com Account type Hotmail Outlook com Account name hugohorst7 hotmail com Password Type IMAP4 POP3 Incoming mail server imap mail outlook com server requires a secure connection SSL A Connection succeeded Click on Save and we will pick up your messages Test access Select your account type and click on the Test access button to try to connect At the bottom of this screen a message will appear with the test result Keep testing u
6. Hugo CEUC T T oe en Cen eee Date of birth 09 16 1981 33 Bee lee lt Supplier since Code er ee Gender mae ESS O xtra info e Active Covaci Silviu Personal contact Crane James Company X My card CONTACTS MEMO EXTRAINFO KEYWORDS D G a A n F wi Deliopre Ana DeliopreAna Client i send mailings personal friend Es A client a purchased A sport freak Dominique Alice DominiqueAlice Client LI no mailings LI family C B LI purchased B LI loves to cook Driscoll Adam DriscollAdam Client C key account O c C purchased C globe trotter G C annual billing CI purchased D Galmez Alain Socialbakers Prospect C monthly invoice C Facebook friend E sti C MailChimp user Galmez Andres GalmezAndres Client Gonzalez Alain GonzalezAlain Client El no invoice E LinkedIn connection C sent Contact fe 3 S Part 1 All contact information Here you find all contact related information Any field can be edited and used as a filter The labels and format of the contact card can be modified via menu item Administration Contact type In the following paragraphs we will explain the features that are related to this part of the contact card 11 52 Part 2 Extra information tab items Additional information is placed here for instance keywords to filter on interrelations extra memo space and extra contact information that is less important and does not need to be seen instantly upon opening We w
7. email message will open If you click on a website address you will be taken to the website in your default web browser 16 52 3 6 Searching contacts Use the search box on the left side to search any contact All matching results are displayed directly when typing Contacts are arranged alphabetically but can be found on first name and last name company name or email address If you check the last item Enable Search when left click on field right click remains Edit filter in Administration CRM preferences you will also find a search box under left click 3 Filtering contacts Filters allow you to obtain an overview of contacts that meet a certain search criteria For example do you want an overview of all your prospects or of all customers that are located in the same country Or do you want to send a mailing to all your former customers You can filter on almost every field and you can also filter on filter How do you do that We will show you Let s give an example We would like to get an overview of all our clients for instance to send a mailing 1 Go to a contact who whichisa Edit client 7 Filter on selected 2 Click once on the contact type field Client and choose Filter on selected Filter excluding selected Filter on eco atiii 3 In the left column instead of the contact list all contacts are shown which match the filtered criteria contact type Client All matching contacts
8. linked to this particular contact are listed in this section on the left To add an archive item to an existing folder drag the item by its subject and drop it into any folder you want Use double click on the folder to view the complete content In the inbox the same folders are shown In chapter 8 we discuss the benefits of using folders 24 52 5 Integrating your email In order to import your previous communication and to build up your database it is essential that you have configured your email Go to the inbox and provide SpinOffice the correct POP IMAP settings of your email account Multiple accounts can be added please add them via menu item Administration Email settings POP IMAP Within SpinOffice sending an email is possible via the Compose button in the inbox But besides that it is very easy to send mails from the contact card 1 Find the person you would like to send a message to via the search box in the top left corner This ensures that the email will be created including the correct contact information email address and salutation and that the email will end up in the archive of this contact 2 Double click on the email address stated in the CONTACT INFO section on the left or click on Email in the toolbar 3 An existing email template can also be selected by clicking on the small arrow next to the email icon in the toolbar In the drop down menu which will appear you can select your template
9. with your Apple Address Book on your iPhone iPad and Mac via a CardDAV sync account Enable the option and an email with details will be send to you Paragraph 14 1 Contact sync Email templates Via this menu item you are able to manage your mail templates By default there is an incoming and outgoing call report template and an email template New templates can be 46 52 added edited and saved This menu item is also accessible via the arrow next to Email in the toolbar menu Paragraph 5 3 Managing email templates Manage template tabs Email templates can be categorized into tab items here New tab items can be made by entering text in the last row Next to Default templates the following are created in your account General templates Internal templates and Tender templates As soon as you add a new email template to one of these via previous menu item the tab will appear in the menu under the arrow next to Email in the toolbar Email settings POP IMAP Your POP IMAP email properties are saved here If you have configured your email in the during first login the information you have set will be displayed in this admin section Multiple new mail accounts can be added here by entering POP IMAP information of any domain in the last empty row Chapter 5 Integrating your email My personal profile Add personal information about yourself so that an email template is filled with your in
10. Adding files to a contact Via the toolbar menu item Import file it is possible to add files directly from your local disc to a contact All uploaded files will be visible in the contact s archive This simplifies the transition from previously used CRM applications or other relationship tools to SpinOffice 8 2 The file list A complete overview of all files added uploaded and of files received via email is available via menu item Go To File list A window opens with a complete list of all files in your SpinOffice At the top of the window there is the ability to search files based on description company or contact Use right click on file item for many more options For instance to see file properties to send as an attachment to export to print to see properties or to convert to PDF It is not possible to add new files to SpinOffice via the file list This is only possible via the contact card the archive or when in a folder 8 3 Creating folders and subfolders In this paragraph we explain how to create folders and what the main benefits are of using folders Folders can be created from a contact s archive or within the inbox To create a new folder you can go to the archive of the contact for whom you are planning to create a folder It is also possible in the inbox ee ree ae when you receive a message from a contact if you want to store the message in a folder Click Folders i on the icon in the fold
11. Communication A LW 5 M J Gus BS NA Gn o PS All Delete Private Finish Reply Forward Link Print Items 2 All Actions E53 Type From Description L Outgoing mail Hugo van der Horst very positive call him now Task Hugo van der Horst give me a couple of days to think Click on an individual task to see more information It is also possible to finish tasks from here 42 52 10 Call reports and memos Both call reports and memos are smart tools for archiving communication with relations for internal use or in order to retrieve information Call reports and memos are stored in the contact s archive When working with multiple users these messages can be linked to other team members The message will then be forwarded and will be placed in team member s inbox 10 1 Inbound and outbound calls Nowadays a lot of communication takes place by phone It is therefore very important to make call reports of your incoming and outgoing phone calls In SpinOffice this is very easy We even created a template for you already filled with relevant information about your contact An example of a completed incoming call report eee Inbound call ABC company X Save Internal to Attachment Print From Jeffrey test_eng test com Priority High Private L Internal to ARH Contact ABC company Romulus Sim Subject Romulus called for you Folder Bos US 14px z VEQ Inbound call from ABC company R
12. and groups that are shared with your colleagues Import file Any file can be imported into SpinOffice Use the import feature to select and import your file s you have stored in your local machine The uploaded files will appear in the contacts archives Email Create a new email or select an email template using the arrow besides the Email button in the toolbar Any email will be linked automatically to the contact card from where the email is created To create additional templates or change existing templates go to the menu item Administration Email templates Memos inbound amp outbound call notes Create a small memo that will end up in the contact s archive When working with multiple users you are able to send a memo internally to your colleagues In that case the memo will also end up in your colleague s inbox Make notes of incoming and outgoing phone calls with the related contact These messages are internal messages and can also be forwarded to team members All memos and call notes are stored in the contact s personal archive which can be found under the Archive tab and is therefore visible to any user of the database So these items are stored as individual items and they have a data stamp and user linked to them Task Creating tasks related to a contact person allows you to create a task list and jump from the task list to the related contact Reminders can be set colleagues can be linked and
13. call reports etc Any contact in your database or a colleague can be linked to a folder It is even possible to send emails from a folder The message will automatically be stored in this folder 36 52 Important icons that have an important role in this part of SpinOffice Link folder Ez Manage the contacts that are linked to the folder A newly added contact will also be displayed on the left part of the window In our example right under Green Justin Folder properties All folder details can be seen and adjusted here Time registration e2 Use the right click to write time Give date description minutes and fee Import files t Import files that are already stored in the archive of the contact or click on the icon with the green arrow in this window to add files from your local disks Creating a subfolder works exactly the same way as o SL Contacts creating a folder except that the field Is subfolder o g p spinoffice Contac of should be completed Communication After your subfolders has been made it will be shown like this All folders and subfolders are Folders visible Main folders can be folded and unfolded via Beirout 2015 the small unfold icon M Flight schedule Hotel reservation Travel Agency information Family weekend 08 2015 Folders Sicili 2015 All 3 Beirout 2015 hotel Open Use the right click on a folder or subfolder to access a otel res
14. contact in SpinOffice a window appears where you can select a contact to link with and then indicate the type of relationship between those two CONTACT LINK x McInerney Angela Bragg Angela isa of McInerney Angela McInerney Angela isa of Bragg Angela Add an unlinked contact this option gives you the opportunity to establish a relationship between a SpinOffice contact and a person who does not have their own contact card for instance family members electrician gardener etc To edit a related contact use the and to remove use the gear wheel icon Only related employees and contacts are clickable unlinked contacts are not MEMO You can store additional information in this blank text box Click once choose Edit and text can be added The data is saved automatically when you leave the contact card or if you use the right mouse click and choose Lock edit EXTRA INFO The fields described here are for filter purpose If any of the fields Info 3 up to Info 10 are filled in the administration section Administration Contact type these labels and fields are shown on this Extra info tab 20 52 Contact type Company Firstname Lastname Company name Address line2 Address line3 Date of birth Salutation Acc Mgr Customer since Debtor number Company 7 a Firstname O OO OO O Job ite O O O OO O lasmame OOOO O OOOO Ol Company name Address
15. function In SpinOffice there are many menus hidden under the right mouse click For Windows users this is nothing new but for Mac users this is something to get used to Apple calls the right mouse click the secondary click Default action on Mac is to click or tap with two fingers on your trackpad In many Mac software applications menus are also hidden under the secondary click Some important locations where SpinOffice has menu options under secondary click are in the archive agenda the inbox the folder list and file list 2 Enabling right mouse click on a Mac trackpad eoc Trackpad gt Show at CD gone Sites Scroll amp Zoom More Gestures Follow the steps below to enable secondary click on your Mac if this is disabled for instance for MacBook Pro users with a mouse trackpad Tap to click v p Tap with one finger Ci Secondary click Click or tap with two fingers w T Look up Tap with three fingers 1 Go to System preferences T Three finger drag Move with three fingers 2 Select Trackpad Tracking Speed a _ _ _ Slow Fast 3 Enable second option Secondary click 10 52 3 The contacts section The main application screen is the contact card with all contact related information As we mentioned before you can compare this screen to an old fashioned rolodex card index Only this one is interactive smart and always up to date The co
16. highly specific filters in SoinOffice and share them with MailChimp 11 1 What can you do with it Import MailChimp contacts to SpinOffice based on list s Export SpinOffice contacts to MailChimp mailing list s based on filters Add hard bounces to SpinOffice contacts profiles Manage email contacts and campaigns with SpinOffice s MailChimp integration Use this integration to segment your lists based on profiles of contacts in SpinOffice CRM 11 2 How does it work It s easy Open the module in SpinOffice enter your MailChimp API Key connect and select one of the above options 11 3 Available for all users This integration module is available for all our users Importing MailChimp contacts to SpinOffice is free of charge but for each new exported SpinOffice contact to MailChimp you pay one credit Let s give a worked example of a monthly export You would like to send out a monthly mailing to all your customers via MailChimp The first time you will have to export all your 200 customers from SpinOffice to a MailChimp mailing list We charge you for one credit per exported contact so this initial action will cost you 200 credits 10 Next month with 5 new happy customers who need to be added to your mailing list in MailChimp you export the same filtered group to MailChimp again This action will only cost you 5 credits 0 25 so you only pay for the new exported contacts As you Can see in general it will me
17. priority can be given A cool thing with a task is that you can link attachments to it so for example a proposal that you sent to a contact can be linked to the task of following it up When the time comes for getting in contact with the prospect you instantly have the proposal at hand 7 52 The task list can be filtered by activity codes status or date in the task list which is found via menu item Go to Tasks amp Timesheet The activity codes can be managed via Administration Activity codes SMS short text messages Short text messages that you send from SpinOffice are sent via the sms gateway that we use and thus not via your own mobile phone You do need to fill in your mobile number in the Administration My Personal profile Any reply to a short text message will be received on your mobile phone A smart Pro feature is that it allows you to schedule SMS messages to be sent at a later point in time So you can set up an sms message for someone s birthday in advance and SpinOffice will automatically send the message right on time Scanning Please Inform us if you would like to use this feature we will have to connect your scanner with SpinOffice Once that has been done this is a really great feature All scanned documents will be linked to the particular contact they can be sent out as attachments and they can be added to a folder Facebook If you have imported your contacts via the disabled Facebook import featu
18. spend on and it gives the ability to purchase extra credits 100 credits cost 5 99 Extra SMS options A Pro feature this allows you to send birthday amp scheduled short text messages to your contacts Plus there is an option to create text message templates 48 52 13 The benefits of the Pro edition Use our free SpinOffice Limited edition for as long as you want to see if it fits your needs Set up your mail import existing contacts from various sources create and manage email templates archive call notes and memos create filters and use SpinOffice to sent out mailings to your friends or business contacts You can try SpinOffice Limited obligation free until you reach 50 items Each manually added contact sent email uploaded document and attachment in your database counts as an item What does the unlimited Pro version offer Unlimited encrypted storage for all database users Daily data backup Phone amp email support The ability to sync with your mobile devices Many extra features including Microsoft Office integration time registration document templates and mail merge multi user capabilities sending birthday amp scheduled SMS A444 13 1 Annual fee We only offer an annual price since we believe this will help you the best with making a good start The annual fee for Pro is 299 99 299 99 per year per user There are two options to upgrade your account and to make the payment 1 Click on Upgra
19. uncheck keywords for a contact go to the KEYWORDS tab click once on one checkbox and choose Edit All checkboxes will become adjustable The data is automatically saved when you leave the contact card or if you use the right mouse click and choose Lock edit 21 52 4 The archive section The archive gives an overview of all correspondence with a contact All emails tenders attachments tasks files and telephone notes are clearly displayed on this screen ina recognizable Outlook style All communication in the archive can be linked to folders More about this later in the next paragraph 4 1 Screen layout The archive is divided into 4 parts Below we explain what information can be found where SpinOfficeCRM Bewerk New GoTo Extra Administration Support O Zee cp 99 GP Wo 29 jul 17 21 Q eee j N Contacts S spinoffice Contact Archive Communication A N H ImportFile I J 5 NA amp D a Folders Delete Private Finish Reply Forward Link Print Items 32 Show All 7 All dy E53 Type From Description Date 7 To Beirout 2015 it Outgoing mail Hugo van der Horst ht Sketches May 142015 Hugo van der Hors Contract 2015 m2 Incoming mail Hugo van der Horst h Welcom im May 12 2015 TET E3 Promotio Incoming mail Hugo van der Horst ht Pre sum ths for free May 112015 TET hugo_hotmai Quotati E gt SpinOffi it Outgoing mail Hugo van der Horst ht Sketche Dec 12 2013 Hugo van der Hors it Outgoi
20. 28 in y Fi Opti x Fitoroc 29 law this example are arranged alphabetically Contact type Client BayramArda Bayram Arda 4 Via the x you can remove individual contacts from eo a ss this particular filter CasatiAngelo Casati Angelo x l CookAshley Cook Ashley ooN E cE 5 Once you have made your filter you can send all of DeliopreAna Deliopre Ana x o SNEEP NE them a mailing or via the Options button add them DriscollAdam Driscoll Adam x to a favorite group or check uncheck a keyword for GalmezAndres Galmez Andres x all GonzalezAlain Gonzalez Alain x GuglieriAlessandro Guglieri Alessandro x Choose Filter exclude selected to achieve the opposite result Or select Filter on and enter an entry you want to filter on You are able to filter on almost any field on the card Filters can also work on keywords that are listed under tab item Keywords 17 52 Filters are a superbly powerful function in SpinOffice and they allow you to select contacts for personalized mailings or other mailings based on document templates Watch this tutorial in which we explain how to make selections and send group mailings 3 8 Sending mass mailings based on filters To send a group mailing these are the steps 1 Create an email template via Administration Email templates 2 Make your filter as described above When all matching contacts are displayed in the left co
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22. 5 5 Action types Folder types Define default folders based on the types of files that can be added to it In the folder list via menu item Go To Folder list you will find all previously created folders with the default types on the left Every folder you create requires a folder type Chapter 8 5 The folder list Activity codes Tasks appointments and folders can be allocated to an activity In the task list and folder list you are able to filter on activity Manage info fields Info fields are extra information fields on Zip code City Country the contact card They are only visible when labeled in the administration Job title section via the menu Administration Contact type As default Info field1 is Job title for every contact type and is Stated as such on the contact cards y Q Account manager Director Firstname General manager Date of birth HR manager ICT manager Marketeer CONTACTS MEMO Sales manager Contacts Self employed Lastname Salutation For this active info field Job title you are able to add the job titles that will be shown at this contact card fields drop down list Change password You have the ability to change your password here We recommend doing this frequently Credits Credits are used for exporting contacts to MailChimp and for sending SMS text messages This menu option gives a status of the amount of credits left where credits were
23. Jeffrey Brooks Managing Director COMPANY X 33E 52nd Street New York NY 10022 T 1 311 540 3100 Most of the options in above email message screen will be clear but we will discuss a few Address book select other contacts to add as Cc or Bcc from your favorites lists you have created or from filters that have been made Attachment upload a local file or select a file that is already stored in any SpinOffice archive of this particular or another contact If present choose the file you want to attach and move it downwards Internal when using SpinOffice with multiple users the option to send internal messages is also visible And on the right side of this recipients section Default email template you can select another email template if available Contact a fast way to link existing contacts to your message Note any additional added contacts do not receive this message So here you are not selecting recipients Folder link the message to an existing folder More information about folders can be found in chapter 8 When you have finished composing the message click on Send in the top left corner The email will be displayed in your sent items and in the contact s archive 5 3 Managing email templates In SpinOffice it is possible to create email templates 27 52 Go to menu item Administration Email templates or click on the arrow next to Email in the toolbar on the contact card screen and sel
24. Reminder Subject Call him now B Z U amp Font Font Size JEES eA Z Many fields can be filled in besides scheduling prioritizing and adding a note to the task Thus it is possible to link the task to a folder and or an activity Support service declarable etc You can even add attachments When a task has been saved it will appear in your Task list and also in the contact s archive In this archive finished tasks are shown with a green checkmark High priority tasks are shown in red 9 2 The task list As we just said tasks can be viewed per individual contact via everyone s archive But SpinOffice also provides an overview of all outstanding tasks We call this the Task list All tasks are sorted by expiration date The longest outstanding task appears at the top The task status is displayed in red when it has a past date The task itself is displayed in red when it is labeled as high priority blue when medium priority and green when low priority In the example below you will see the task we made in the previous paragraph 40 52 View Search To Status Activity code Date Contact Folder Status Tasks NTA Data Green Justin e800 Tasks HUV 22 05 2013 Hugo HUV Open amp Unread any Starting date ay Call him if no reaction Hugo HUV Expiration date 03 05 2013 11 20 From HUV Click on the name of the contact and you will be taken to the contact card Click
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26. an that the first target group export will cost you several credits For recurrent exports only new contacts will be paid for via credits Watch this tutorial in which we show details about the MailChimp integration 45 52 12 Menu items in Administration section Many settings can be adjusted via menu item Administration We will explain each menu item Do not hesitate to contact me hugo spinoffice nl when you have any questions about any of these settings CRM preferences Check and uncheck general preferences that will add to the ease of using SpinOffice For instance the option to adjust date format the ability to show an extra company name line street numbers and US states X CRM preferences General Design Default tabs Display language English j Date format mm dd yyyy v Browse Time format 12 hour AM PM clock Default list bar in Archive Folders Hide date for today s items Add Extra address tab Enable time registration settings Add auto reply link to folder Add Company line3 field Add Street number field Add U S state field Enable email notification popup Hide task notification popup Show employee s communication in employers archive When using SpinOffice with multiple users this can be seen as the company preference part All settings here count for every user of the database Sync settings Both the Limited and the Pro version support synchronization of all contacts in SpinOffice
27. bers websites and email addresses are stored Websites and email addresses are clickable If you click on an 13 52 email address a new blank email message will open On click on a website URL you will be taken to the website in your default web browser 3 3 Adding new contacts In SpinOffice you can add your relationships in several ways imported or manually added in different quantities multiple or individual and at different locations SpinOffice offers the following 3 3 1 Importing multiple existing contacts Go to menu item Extra Import Contacts A popup appears where you have the possibility to add contacts from Existing contact data file via CSV XLS XLSX file It is important that your Excel file does not contain formulas After uploading your file SpinOffice will help you to match the Excel columns and SpinOffice s fields Mac Contacts if Mac user SpinOffice will connect to your Contacts and will import all of them in one go Watch this tutorial in which we show how both import options works For both imports SpinOffice will create a new contact type Default for Excel import will be Import but during the import match you can define another contact type if required 3 3 2 Adding ae x indivi new individual new Add contact contact Contacttype Prospect 1 Via the Company name icon at the Address line2 e top of the Street address fai contact list City Country v Q on th
28. by contact company click on the button to toggle eee E3 Folder list Description Q All l info aanvraag 2 offerte 3 implementatie amp Contracts E General Projects Service Show only my folders Declarable folders Non declarable folders Hours blocked Parent folders Subfolders van der Horst Rob Personal contact Address Nederland Delete Ce Fe Private Finish Link Print 2 Contact TURP RPRPRRPCRARRRCRPRARACRAELL CWE van der Horst Rob van der Horst Rob van der Horst Rob van der Horst Rob Linkedin Group Mobile Apps Linkedin Group Mobile Apps KLM no_reply KLM no_reply KLM no_reply Popcorn Time Terry Lawrence Popcorn Time Terry Lawrence Le Club AccorHotels Le Club AccorHotels horst hugo horst hugo paulusma piet philipse rudolf horst hugo test test Socialbakers Galmez Alain HDM Bain Roderick United Nations Greece Green Alice Aeclipse Camile Aeclipse Camile TOTAL Export Description Travel Agency information 1 info aanvraag Hotel reservation General Flight schedule General Test Contracts Informatie 1 info aanvraag offerte 2 offerte Business trip USA Jun 2015 General Summer holiday 2014 General Summer holiday 2015 General Informatie 1 info aanvraag offerte 2 offerte Informatie 1 info aanvraag offerte 2 offerte informatie 1 info aanvraag offerte 2 offerte informatie 1 inf
29. d for all contacts of that specific contact type Would you like to create a new contact type Click on the yellow button in the previous main window A new empty card will be shown and can be filled and built from scratch One frequently used way to create a new contact type is to copy an existing contact type This can be done by selecting one in the drop down menu in the left corner of this window when you have a new empty contact type open 3 10 Tab items at the bottom of the contact card On the lower part of screen 1 SpinOffice provides more space for more background information about the contact There are four tab items Below we give more explanation CONTACTS Related contacts interrelations will be shown here This can be colleagues of this contact or other contacts in your SpinOffice Contacts Caffrey Robbie Green Kris Green Paul E Schmidt Peter Add employee amp Add contact link _ Add unlinked contact CONTACTS MEMO EXTRA INFO KEYWORDS Description friend brother father General Manager E mail rob caffrey manpower com k green cr solutions com peter nta com 19 52 database or unlinked contacts that do not have their own contact card To add a related contact use the icon at the bottom and choose one of following options Add an employee the Add contact window will appear and a new contact can be added Add a link to an existing
30. de to Pro in the right corner on top to purchase your license with your Apple ID in the Mac App Store and PayPal for Windows users 2 Go to your online Dashboard to purchase Pro licenses for all the available users via PayPal iDEAL or bank transfer 49 52 14 Synchronize with mobile devices Synchronization of data is crucial these days SpinOffice offers sync of contacts calendar and email and the SpinOffice iPad app contains all your data There are some great developments related to the sync at this moment so hereby the latest status of what we offer 14 1 Contact sync Both the Limited free and the Pro version support synchronization of all contacts in SpinOffice with your Apple Address Book on your iPhone iPad and Mac via a CardDAV sync account This sync can be enabled via menu item Administration Sync settings 14 2 Calendar sync launch date Nov 2015 The ability to synchronize the calendar in SpinOffice across iPhone iPad and Mac iCal via an CalendarDAV account will be available in November for Limited and Pro users At this moment Oct 2015 we re doing the latest tests before launching 14 3 Email sync Email in SpinOffice is in sync when IMAP is set as incoming email server for the configured email account Many email clients like Gmail Hotmail Outlook AOL mail Mail com Office365 com Yahoo Strato etc do support IMAP Both the incoming and send items are synced with SpinOffice and the primary client
31. e left ale Link all emails with this email The Gandar address to current contact following Lastname window Firstname appears Save Pay attention to the first field Contact type If you change this field other fields and labels can change This is because as previously stated contact cards differ per contact type At least a company name or last name is a required field when adding contacts 14 52 2 Via your Inbox if you receive an email from an unknown sender that you would like to add to SpinOffice just click on the question mark icon The same popup as referred to above will be displayed 3 Via the menu go to New Contact and the same popup appears When finished all added contacts will have their own contact card and archive Sometimes it is necessary to click on the Refresh icon 3 4 Editing name and address information Z Edit By default all fields on a contact card are locked To unlock and edit a contact s card click on any field and select Edit in ME E N the menu that will appear All fields are now editable Filter excluding selected When you have finished editing just continue working with 7 Filter on y gJ g SpinOffice All the modifications you made are automatically saved 3 5 Adding editing and deleting contact information On the right under first tab item CONTACT INFO all contact information like telephone numbers fax numbers websites and email addresses are s
32. ect Manage email templates Now you have the ability to create new templates via New Fill in a new template with default fields e g My Email My first name My last name Your job title is in default My Infol E mail templates 4 New Open A Edit 4 Save Print Action types a B Z U As Font a54 inime H Ei wrm S7 a IBY My E mail From isc f l My list My City My Department gt My E mail My Fax My Firstname My House Number a4 7 4 Choose Edit to set the subject any preferences and to add attachments And determine the template tab that the template should be saved under Click on Save when finished and close this template builder section The template can be used after you have refreshed SpinOffice 5 4 Fill in your personal information for email signature Go to menu item Administration My Personal Profile to complete your own information Most of the information you enter there can be used as mail merge field in the email template builder Administration Email templates So make sure you completely fill in your profile If you upload your company logo it will be automatically added to the default email template 5 5 Action types Last menu item in the Email templates screen is Action types In this section you define the template to use for each action What should be the template for sending an ema
33. eeees 19 4 The archive section 22 Al Sereemm LAY OWN sc oaiods a eceeenstls a e a a a aN 22 4 2 Archive menu items under right click ccccseececeeececeeeeceeeeeseueeeeeeeeseueeeeeeessaeeeseeeenes 23 4 3 Drag and drop archive items to a folder ccc eceecccseeecceeeeeeeeeeeeeeeseeeeeseeeseeeeeseeeeseeeeeas 24 5 Integrating your email 25 2 52 Dal GOMMGUNIAG YOUR emassen cles ae ee each ea a tena a et wae 25 5 2 Screen layout sending a new email MESSAGE cccceeceeeeeeeeeceeeeeeseeeeesaeeeeesaeeeeesaeeees 26 5 3 Managing email templat sS sierernie dest noe cess aioli er es ale ee 27 5 4 Fill in your personal information for email signature cccecseeceeeeeeeeeeeeneeeeeaeeeeneeees 28 SOACIOMIYDO Seann a ead actenievaseieunesueieades dante daneh what smencdexnmameaieudterd meagan 28 6 The inbox 29 Gel SCE SM LA VOUN sssrin ea MM tah ho us eeed ial 29 6 2 EINKING emas 1O COMIACIS enea a O 30 6 3 LINKING lt CMiallS 10 a Olde aana n a 31 6 4 LINKING emails 10 CONCAGUCS sinen E 31 6 5 CONVENING SinallS10 a task enin setae a aties necator hae cues secon teeteeee tied 32 6 6 ALCHIVING 7 TIMISINMG emalis a esieiticts crea aac vient o a e Neca ten aenesaan 32 7 The agenda 33 7 1 Adding an appointment 225553 oct ceceonntda a saesabans aiot Mad deine othe hecaseadusmenncadi Gelewmaiaseesgehavanecs 33 7 2 Linking appointments to contacts folders or Other users csccceseeeeceeeeneeeeneeeeeaees 3
34. eive Unlimited encrypted storage Daily data backup Phone amp email support The ability to sync with your mobile devices Many extra features including Microsoft Office integration time registration document templates and mail merge multi user capabilities sending birthday amp scheduled SMS A444 2 2 A contact card for every contact SpinOffice is actually a digital rolodex every contact has its own contact card with relevant contact information Besides the contact card each contact has its own personal archive where all former communication is stored All incoming and outgoing emails outbound and incoming calls tasks appointments attachments and all types of files can be found here 6 52 2 3 Toolbar icons The toolbar in SpinOffice shows many important actions you can perform Import File Back Using the back button you can navigate to the contacts you most recently used The list will automatically update as you go along using SpinOffice Fifteen contacts are remembered Favorites It is nice to be able to group contacts together and use them for mailings or other group functions By default each user will get a My list group allowing you to make a favorite group of your most used contacts Use Organize favorites to create and remove groups You can add or remove group members by selecting the group and by selecting Organize group members SpinOffice allows you to make personal groups
35. ences the street number can be added to the street field Uncheck Add Street number field City State Zip code default US State field is shown disable this field via Administration CRM preferences and uncheck Add US State field Job title default we have set job title here but the label can be adjusted Go to Administration Contact type and select the contact type for which this label should have another name Field Infol represents the job title field 12 52 Extra info field is an extra line and is not visible for relatively low resolution screens Go to Administration Contact type and select the contact type for which this label should be changed Field Info2 represents the extra info field If you adjust the label here it will directly change on main screen Last name consists of two fields the second field is meant for prefix First name consists of two fields the second field is meant for initials Date of birth consists of two fields in the second field the current age is displayed Salutation default we have set three options one informal Hi and two formal Dear Mr and Dear Ms options This determines the salutation of an email to this person If you select Hi as salutation the email salutation for this person will be Hi first name If you choose Dear Mr or Dear Ms the person s last name will be used as their email salutation Manage the salutation via the menu
36. er list on the left All Beirout 2015 Family weekend 08 2015 Sicili 2015 35 52 The following Create new folder window appears The Folder name field is required Folder type is a way Create new folder to make easy filters in the folder list based on a folder type Only Folder name select one of the folders in the Is sub folder of list in the second Is subfolder Folder type General i i i of line if applicable otherwise Priority Medium 2 Private leave empty if it isn t a subfolder Click on the save button when finished The newly created folder will automatically open and will be directly visible in the archive s folder list on the left It will also be added to your complete folder list This overview is accessible via menu item Go to Folder list To open a folder click on the folder in the folder list As mentioned above the folder will automatically open in a new window On the next page we will show you an example of a folder and important tools and icons Invoices 2013 7 a d d gt iz 2 g S Scan D X Delete d Private Read only Ga Facebook d G N Type Description Green Justin E Invoice April 2013 29 05 2013 15 51 58 Address NTA Data Verenigde Staten lt Invoice April 2013 pdf Letter From HUV Size 139 KB All types of files can be added to any folder email messages memos short text messages tasks appointments
37. ffice database is accessible from any desktop or laptop Mac OS X 10 7 and later or Windows PC and iPad via SpinOffice iPad app as long as you have an internet connection and SpinOffice installed 1 2 Start the tour or Get started The first time you log in we give you the option to start a tour approx 9 slides in which we show you the basic features of SpinOffice or the possibility of getting started right away There are a few these steps that help you to set up your account By completing them you will be well on track with getting your account configured The steps for getting started are 1 Import your email go to your inbox and import your existing email into SpinOffice by entering the POP IMAP settings of your email account See paragraph 5 1 Configuring your email for more details 2 Import existing contacts fill your database with contacts from a relationship excel file or from Apple Address Book Contacts See paragraph 3 3 Adding contacts for more information about the import process 3 Update your personal profile go to Administration My Personal profile and fill in all the fields so SpinOffice can use this information for generating a personalized email footer Add your company logo in order to set this as the email header in the default email template 4 Invite other database users in order to collaborate with your colleagues you may invite them into your database via menu item New Invite Colleague Each invi
38. folder in the folder list on the left 6 4 Linking emails to colleagues This option is only available with multiple users They can link messages to each other The message will automatically be visible in the colleague s inbox 31 52 6 5 Converting emails to a task Is there a follow up action required to a message Convert the email to a task also via right click on the message and choose Convert to task You can schedule and prioritize it for yourself A reminder can be set and also this action can be linked to a folder 6 6 Archiving finishing emails To prevent the inbox from becoming over full messages should be archived when read and finished with In SpinOffice we call this Finish Click on the Finish icon to remove the message from your inbox the message itself remains stored in the archive So the Finish function is a way of cleaning up your inbox All finished items are to found in the Finished folder in the inbox on the left see inbox screen layout image in paragraph 6 1 part 4 32 52 7 The agenda The agenda in SpinOffice does not differ very much from the one you are used to but this agenda has some tools which make this a useful feature We will discuss them in this chapter eee Agenda July 26 August 1 2015 Week 31 Show agenda of RFS Preferences Print Month Day Jul Sun 26 Jul Mon 27 Jul Tue 28 Jul Wed 29 Jul Thu 30 Jul Fri 31 Aug Sat 1 Ie All day K 6a
39. formation via mail merge fields Paragraph 1 2 Start the tour or Get started Contact type In this section you are able to manage the different contact types The meaning of contact types is explained in chapter 3 The section gives an overview of all contact types created Click on them to see and edit the format of the contact type Add a contact type via the yellow icon Deleting contact types is only possible if there are no contact matching that type Paragraph 3 9 Managing the card format via Contact types Salutation Manage the drop down items of the Salutation field on the contact card in this admin menu item But this feature is smart you can indicate if salutation is formal or informal and if it should be followed by the first name or last name This way you are able to create email salutations like Dear Mr Smith or Hi John Paragraph 3 2 Explanation of labels amp fields on the contact card Keywords The keywords that are listed at the bottom of the contact card screen can be arranged and adjusted via this menu item There is space for 40 keywords and these are often used for filtering purposes Paragraph 3 10 Tab items at the bottom of the contact card 47 52 Action types In this section mail templates can be linked to all possible actions You can determine which template should be used when you send respond to or forward a message and when you write a memo or fill in a call report Paragraph
40. g 52 52
41. ge which important screens should always be open when you open and work within SpinOffice This can be managed via the menu Administration CRM preferences Default tabs See below CRM preferences General Design Time Exchange Default tabs Drag up and down to the desired order First one mentioned opens at log in Screen Active Contacts Inbox Projects Folders Agenda Tasks Files Check and uncheck the screens you want to have active Inactive screens will open in a separate tab once you open them via the menu For example when Agenda is not active and you go to your agenda via the menu it will automatically open in a new tab Do you want to have your Inbox or Agenda open on a second screen No problem just drag it out of the application 2 All memos new emails call reports etc which you create will appear in a new tab When you click on Send this tab will automatically close and you can continue where you were The third layer is the contact archive tab here you can toggle between the contact information and the contact s archive section 9 52 2 5 Mac shortcuts Several Mac shortcuts can be used within SpinOffice Below you will find a list of all shortcuts Go to Inbox Special Characters Go to Tasks Select next tab Go to Agenda Select next window Copy content Refresh SpinOffice Paste content Hide SpinOffice Select all Minimize SpinOffice Cut Quit SpinOffice 2 6 Right mouse click
42. he left of the archive Besides linking to a contact a folder can be selected This makes a folder more complete than just a collection of files For instance if you are working on a project with multiple contacts it is easy to retrieve info on when you had an appointment and with whom How to link an appointment to multiple users contacts or folders First make and save a new appointment and when visible in the agenda you can add other users contacts or folders via right click 7 3 Showing birthdays Activate Show birthdays via Preference option on top of the agenda screen The date of birth field on the contact card will be picked for all active contacts in the database and will be shown in the agenda 7 4 Printing the agenda The agenda can be printed or exported as a PDF file via the Print option in the top right corner 7 5 Synchronizing agenda with smartphone and tablet With an MS Exchange box which is additionally available with Pro the agenda will synchronize with your iPhone iPad and Mac At the end of 2015 a free sync will be available More information about this can be found in chapter 14 of this manual 34 52 8 Files folders and the folder list In order to make SpinOffice your daily working environment you need to import all your contact related files into your database Create folders in order to have your files structured and organized Almost any file can be imported into the application 8 1
43. il for forwarding an email and for replying And which template to use for incoming and outgoing call reports 28 52 6 The inbox All email messages will be displayed in your inbox Incoming messages that are recognized will automatically be linked to a corresponding contact If the recipient is unknown you can add the contact to your database as new or link it to an existing contact In the following paragraphs we will explain more about the tools that the inbox contains 6 1 Screen layout The inbox screen is divided into five parts and is similar to the archive layout Below we explain what information can be found where SpinOffice CRM Bewerk New Q Ye OS amp 99 GD Wo29jul 14 52 Q eee Contacts l amp Inbox Agenda Compose Finish Reply Forward Delete Private Folders Filter on Jeffrey Any Account Any items 644 C la Business trip USA Jun 2015 Contact Subject Date Summer holiday 2014 Lawrence Terry Popcorn Time Welcome Aboard Jul 28 2015 Sum Alain Galmez Socialbakers Hugo C ocialbakers Premium Reports Jul 14 2015 America Today Daily Newsletter 50 off gt gt Jul 14 2015 MyHeritage Notification Calenda orst Web Site July 11 2015 Jul 10 2015 no_reply KLM Menee 1 iFly KLM Magazine Onweerstaanbaar Kaapstad Jul 06 2015 Vueling gt Laatste SOET TE vanaf 47 49 Wees er snel bij Jul 06 2015 YouTube Comptines et chansons Les trois petits cochons Jul 05 2015 Linkedin Gr
44. ill also explain the meaning of these tabs later in this chapter Part 3 The contact list On the left of the screen you will find a complete overview of all the contacts in your database At the top you see the search box Contacts are arranged alphabetically but can be found using first name last name company name or email address Your search results will be shown directly and can be selected Click on the x icon to undo your search 3 2 Explanation of labels amp fields on the contact card All text labels and fields can be personalized for each contact type created So a prospect s contact card may be different from a supplier or prospect Because you probably would like to store different kinds of information for each contact type Adjust contact type card labels and fields via menu item Administration Contact type Select the contact type to see the layout of the fields and labels We will briefly discuss the fields that require some comments Company name commonly used as Company name field This is the Linel field in Administration Contact type Address line2 can be used as Attn as accompanying text Address line3 is an extra address line but isn t visible for relatively small resolution screens Via menu item Administration CRM preferences this field can be managed by checking unchecking Add Company line3 field Street number speaks for itself Via menu item Administration CRM prefer
45. item Administration Salutation Debtor number is an extra info field Go to Administration Contact type and select the contact type for which this label should be changed Field Number1 represents this field If you adjust the label here it will change directly on the main screen Creditor number is also an extra info field Go to Administration Contact type and select the contact type for which this label should be changed Field Number2 represents this field Contact type this field indicates the type of relationship and as a result also the layout and color of the card Account Manager your name will be shown here When using SpinOffice with multiple users you can allocate contacts to fellow users Customer since is an extra date field Go to Administration Contact type and select the contact type for which this label should be changed Field Customer since represents this field Search value is an extra info field Go to Administration Contact type and select the contact type of which this label should be changed Field Search value represents this field Code this field can be used for filtering Active checkbox when unchecked the contact won t appear in search results in SpinOffice Only checked contacts will be synced with the synchronization module Profile picture upload a profile picture here Max size 300M On the right all contact information like telephone numbers fax num
46. lick on the folder to view the complete contents In chapter 8 we discuss the benefits of using folders Part 4 Inbox menu items Under the folders you will find the menu structure you are used to in your mail program Only Finished is different from what you are used to This will be discussed in paragraph 6 6 Part 5 Contact information In the bottom left corner you will see a small resume of the contact s information if the email address is known to SpinOffice 6 2 Linking emails to contacts Any message from familiar and unknown senders can be linked to any contact Why would you link a mail to a contact To Contact Subject Linkedin Invitations invitatio See Edmond s connectic Julia Judge Podio noreply podi More powerful phone and lovotel com e services accor m Uw verblijf in Lesquin make sure that emails end up in the proper No_reply KLM gt Meneer Van DerHorst archive Unknown senders are marked with Vueling Laatste stoelen Vlucht the question mark icon Add them as new by clicking on the icon or link to an existing contact via right click menu 30 52 You can link emails to several types of contacts in your inbox Connect unknown sender to existing contact use the right click choose Contact link and search for the right contact in your SpinOffice to link to in the search box which will appear After linking the correct contact the current message and subsequent messages will be s
47. line2 O O O OOOO O OOOO O Ol Address line3 OOOO O COO O Ol Date of birth O OOOO O O OOOO O Ol Salutation OOOO O O OOOO O Ol Acc Mar OO O O OOOO O Ol OOOO O O O COO O O Ol OOOO O O O O Ol Customer since Debtor number Search value OOOO O O Creditor number Search value Creditor number Contacts 1 j This way you have more space to enter relevant contact information which does not necessarily need to be displayed on the main screen the contact card Examples of common used fields are IBAN VAT no and BIC SWIFT KEYWORDS Use the keyword feature to classify your contacts for filter purpose On this tab item there is space for forty keywords which can be defined via menu item Administration Keywords Keywords Receive mailing Christmas card Local contact Do not receive mailing No christmas card International contact Golf Invoice per year Key account Invite exhibition Hockey Invoice per month Regular account Invite corporate event Invoice quarterly Cycling No invoice Facebook friend Soccer a ee te ee SS a ah a ie il ut Me eee S KIRK KX amp amp TA AK amp 4S 2S R oi x xX KX KX KX KK Direct debit Linkedin connection Tennis njo After adding several keywords you can check and uncheck the checkboxes Use the keyword feature to classify and filter your contacts You will appreciate the benefits of this smart feature as soon as you use it To check and
48. lumn you can create your mass email 3 Click on the arrow next to Email in the toolbar menu 4 Select the created mail template 5 A popup Create mass Emails appears and the process of creating drafts starts automatically 6 When the process is finished go to the Draft folder in your inbox 7 Use the right click and select Send all and your mass mailing will be send directly 3 9 Managing the card format via Contact types As we mentioned before in this chapter contact cards can differ per contact type Our philosophy is that you presumably want to store different kinds of information for the various types of relationship Where can you manage and adjust the fields labels and color of the contact card Via menu item Administration Contact type you can manage the different types Contact type Contact type Company Lastname Firstname Linkedin Ga Suppplier e isme Frsiname od 18 52 To edit a current contact type click on the item you wish to change In the following example you see the card format of contact type Company Contact type Company Firstname Lastname Company name Address line2 Address line3 Date of birth Salutation Acc Mgr Customer since Search value Debtor number Creditor number AMA Contacts 1 j Contact card fields and layout can now be adjusted When finished click on Save The format of the card will be change
49. m 9 00 11 30 9 30 11 30 10 30 13 00 12 00 13 00 Galmez Alain 14 00 16 00 Bain Roderick 19 00 21 00 When using SpinOffice with multiple users all agendas are merged into one central office agenda In order to keep the agenda orderly every employee user has a different color You can immediately see whether a colleague is available for a meeting and appointments can be created and adjusted The main agenda is fully integrated and accessible for every user Shielding appointments from others is also possible 7 1 Adding an appointment 1 Open your agenda 2 Click on the icon on top in the gray bar 3 A popup appears where you can set all details of the appointment like specific date and time a reminder cool when in sync with mobile devices recurrence for colleagues and more 4 Click on Save to confirm 33 52 5 Created appointments are clickable and visible Via the right click they can be removed printed and linked to other contacts and colleagues 7 2 Linking appointments to contacts folders or other users At the point of creating the Add appointment screen is shown and this screen gives you the possibility of linking an appointment to a company or a contact The advantage of this is that the appointment will also be stored in the contact s archive When an appointment has taken place it will be listed under communication type Appointments in the Communication list on t
50. ng mail Hugo van der Horst ht FAQ and knowledge base for wordpress Nov 26 2013 Hugo van der Hors it Outgoing mail Hugo van der Horst ht Emerce Jul 10 2013 Hugo van der Hors Pre summer deal Get 6 months for free Incoming mail From Hugo van der Horst hugo spir To hugo_hotmail hugovdhorst gmail com Linked team member s Jeffrey Say hello to summer View it in your browser Supplier Horst Hugo v Address Spin Javastraat 10 2585 AV The H Netherlands Phone 31 7 Email hugo spinottice nl Part 1 Correspondence overview In this overview all communication with this contact is shown in chronological order So all sent and received messages attachments documents outstanding and finished tasks agenda items call reports notes etc related to this contact will automatically be stored here If you right click on an individual archive item a menu appears with a number of options We ll discuss these in paragraph 4 2 Part 2 Preview of selected correspondence Beneath the overview you see the preview presented the way you are used to in any email application The first part of the email content is shown with a scroll to see all 22 52 Part 3 The list bar The list bar in the top left corner consists of two elements Folder overview all existing folders for the present contact are shown Create folders via the icon and drag and drop archive items to folders More information about c
51. ntact card contains contact information and many other characteristics A contact is always classified in a certain category we call this a contact type Examples are for instance a customer prospect vendor supplier company or private contact The fields and labels on a card are arranged on the basis of this contact type In the following paragraphs we will discuss all the smart features that are to be found on the main contact screen But first we will start with an explanation of the main components 3 1 Screen layout SpinOffice s main screen the contact card is divided into three parts SpinOffice CRM Bewerk New GoTo Extra Administration Support O Yee O lt gt amp 99 ED Wo29 jul 14 51 Q eee A R Contacts Ye Inbox c Agenda Pro S spino Contact Archive K i Contacts e Tl A vy morte a OE VESSC a A a Company name SpinOffice CRM CONTACT INFO OTHER NUMBERS GROUP America Today Daily Newsletter Company Address line2 pie ta i Andresen Jeffrey Company X My company Street Number decals oe ANWB Company Zip code City 2585 AV hugo spinoffice ni Ena Apple Company Country Netherlands www spinoffice crm com Website B live hugo_1059 Skype Bain Roderick HDM Prospect 1 360 209 5609 US phone number Bayram Arda BayramArda Client Job title SpinOffice support v Broccolet A on Ocportment es Hie Camile Aecli Camile Aoci PM Horst E coic Supplier sce Firstname
52. ntil the above shown green check see above is shown and SplnOffice has a successful connection Click on Save to finish Once you have clicked on Save we will keep you informed of the status in the inbox and by email if it takes a long time to import your email messages for instance if there are 2500 messages in your received and sent box As soon as SpinOffice is connected all messages will be imported into your inbox Sending emails is not a problem at all all outgoing messages go though our mail server If account information is incorrect an Invalid email settings notification will remain in your inbox Do not hesitate to contact us if you need any help with this If you don t know your POP IMAP settings or you don t succeed please do save any incorrect settings so we have some information to use in order to try to help you 5 2 Screen layout sending a new email message When you have selected a contact to send a message to according to the steps we described at the beginning of this chapter the following window appears 26 52 eee 32 Email ABC company Romu Send Draft Internal to Address book Attachment Print From Jeffrey test_eng test com Priority Medium Private L To sim abc com Contact ABC company Romulus Sim Cc N Folder Quotation 2015 Contracts Subject Hellow world Template Default template B Z U S FontSizs xX XBA B e 2 Mg 71 E O2 Hi Sim Kind regards
53. o aanvraag oprichting bv General oprichting bv General Info 0 Info 0 Info 0 Info 0 Info 0 Info 0 Show 50 Open Date Jul 30 2015 Jul 30 2015 Jul 30 2015 Jul 30 2015 Jul 28 2015 Jul 28 2015 Jul 28 2015 Jul 28 2015 Jul 28 2015 Jul 28 2015 Jul 28 2015 Jul 09 2015 Jul 09 2015 Jun 25 2015 Jun 25 2015 Jun 25 2015 Jun 25 2015 Jun 25 2015 Jun 25 2015 May 212015 May 212015 May 212015 May 212015 May 212015 B Fron TET TET TET TET TET TET TET 38 52 Use the right click on a folder for more options Click once on the folder to go to the content The image above this paragraph shows what this looks like and gives you more information The folder type list on the left can be adjusted via administration menu Administration Folder types This is assigned by you as user when the folder is created but it is still adjustable via the folder properties 39 52 9 Task management For many of our prospects a proper task management component is essential SpinOffice provides a simple and clear way of creating and managing tasks 9 1 Creating tasks When on a contact card click on the Task icon in the toolbar menu or via the menu item New Task The following window will appear 8600 Task ul save attachment Contact Green Justin NTA Data Folder Priority Medium Type ToDo For whom Hugo HUV Activ Expiration date 23 05 2013 10 00
54. omulus Sim Report recorded by Jeff Andresen Content Sim called to say he is agree with the quotation you have sent him by mail yesterday He will sign it and sent it to you by post Make a task to check tommorow if signed document has arrived To create a call report go to the contact card of the relevant contact and click on the Inbound call or Outbound call icon in the toolbar menu Relevant contact information is displayed and there is enough space to add text Attachments from local a file or one already in SpinOffice can be added priority level can be given and a folder can be linked to the report Create your own customized call report templates via the menu item Administration Email templates 43 52 10 2 Memos Create a memo also via the toolbar menu to add relevant information that can be useful in the future Examples of memos are passwords and login details Attachments can be added to a memo priority level can be given and folders can be linked All call reports and memos will be stored in the contact s archive 44 52 11 MailChimp integration More than 5 million people use MailChimp to design send and track email marketing campaigns Keep your MailChimp and SpinOffice data updated with this new integration from MailChimp Manage subscribers bounces and more SpinOffice s integration with MailChimp allows for two way interaction between your customer database and your email list s Build
55. on the task itself to see the actual task and the ability to check and finish the task The task list can be printed via the print icon in the top right corner When using SpinOffice with multiple users use the filter option at the top of the window to view team members tasks 9 3 Reminders If the reminder checkbox has been checked when creating a task you will receive a reminder at expiration time Here is an example Reminders Contact Description Van Hamme Patrick Van Ham very positive call him now Please snooze and remind me in 5 minutes Snooze Date 2015 07 27 10 00 Check and finish the task or snooze and move action forward All past actions will be logged So if action is snoozed the next time the task is opened the number of snoozes is visible 41 52 9 4 Finishing checking tasks Outstanding tasks can be opened from the contact s archive and from the task list To finish a task open and click on Finish The task will be removed from the task list and will remain checked in the contact s archive All tasks finished and outstanding will remain visible at individual archive level They are all stored in the contact s archive Click on the Task item in the list bar on the left to open an overview of all tasks that have been carried out or that are still outstanding eee SK Relaties amp Postvak IN 4 spinoffice Contact Archive A e T ya sys i 7 fn A
56. oup Mobile Apps Manage your Rental Business with Mobile Apps Jul 04 2015 MyHeritage Notification Calendar alerts for van der Horst Web Site July 5 2015 Jul 04 2015 My folders From KLM_iFlymagazine klm mail com To Jeffrey Part 1 Received message overview This section speaks for itself all received messages are displayed They can be arranged by name subject or date Important points of attention double click on the sender you will be taken to the corresponding contact card double click on the message subject the message will open 29 52 right click provides a menu with a number of smart tools This is the same menu that can be called up in your archive chapter 4 Individual messages can be dragged and dropped to folders only if folders are created Part 2 Preview of selected correspondence Beneath the message overview you see the preview presented the way you are used to in your email application The first part of the content of a message is shown Part 3 The folder list The top left corner shows all folders that have been created for this contact You can create a folder by using your right click Create folder This way you can organize and classify messages from one contact Examples of commonly used folders are Service Support Sales Tenders Projects Visits Invoices All existing folders are listed in this left section To add a received message drag it toa folder Use double c
57. re this Facebook button appears in the toolbar It allows you to send private Facebook messages directly to your Facebook friends Any message which is sent from SpinOffice will be stored automatically in the correct archive Refresh Allows you to refresh the content of SpinOffice CRM After certain actions you need to click on the refresh button to see the changes you have made For instance after adding a contact 2 4 System menu and tabs for Mac users There are three layers at the top of the application window In the illustration you can see what we mean and below the illustration we will explain you what you can do with all three of them SpinOfficeCRM Bewerk New GoTo Extra Administration Support oO O S Contacts Inbox Agenda S spinoffice Contact Archive System menu Screen tabs Contact Archive tab 8 52 The first layer is the system menu which you as a Mac user are used to All menu items can be found there Go through them the first time you enter SpinOffice so you know what can be found where Many things in SpinOffice can be customized go to the menu item Administration for that In chapter 13 we explain all the elements of that feature So for Mac users the menu is on top as system menu for our Windows users the menu is to be found in the right top corner of the application window The second layer is the screen tabs There are two important points to mention here 1 You are able to mana
58. reating folders and their uses will be discussed in chapter 8 Communication overview by item type all archive items will be assigned a type This makes it easy to see all items of the same type Via menu item Administration CRM preferences you can determine which of the two should initially be shown unfolded in the archive Part 4 Contact information In the left bottom left corner you will see a small summary of the contact s information This way you can always check if you are in the correct archive 4 2 Archive menu items under right click As mentioned at the beginning of this chapter a lot of smart tools are available in your archive many of them under the right click Each archive item can be Open linked to a folder another contact or to another user when using Reply SpinOffice with multiple users Reply all marked as unread Forward Mark as unread highlighted in yellow rin r del Link to folder printed or deleted 4 Link to contact converted to task 4 Link to coworker Print message marked as private Private notes can be added Delete Add note versions can be seen Logs all documents in the archive can be converted to PDF Versions Convert to task All archive items can be dragged and dropped into folders in the left Folder section Linked items are displayed with a yellow folder icon 23 52 4 3 Drag and drop archive items to a folder All previously created folders
59. support ticket will also cost 45 per support item 15 2 Online training The most essential key to a successful CRM project is ensuring that users know how to use the software Without that knowledge new software is a stumbling block that can actually decrease productivity and cause frustration among you and your colleagues Our professional training will teach you how to get things done efficiently and how to use the system effectively in the context of your business Training for you and your users will pay for itself many times over and will help ensure the success of your project Our experience is that customers who were trained report significantly higher user adoption rates We can train users anywhere in the world We use TeamViewer remote support We hold interactive classes so you can ask questions Online training sessions are typically two hour Sign up here for our online training 180 51 52 Helpful resources On our website you will find an online support center which can answers most of the common questions that our customers ask us And you ll find help with getting started via some useful tutorials Please visit our Support center www spinoffice crm com support Edition comparison www spinoffice crm com edition comparison FAQ www spinoffice crm com faq Contact information www spinoffice crm com about us contact Online training sign up www spinoffice crm com about us online trainin
60. ted user will receive her his own login credentials Rights and roles per user can be divided in the Pro edition 5 52 2 General information SpinOffice will help you to manage your relationships in the long run it will really save you time You will stay connected with your friends and business contacts and save time by getting organized All your customers prospects email calendar tasks and memos documents projects and archive will be in one central database and will be accessible for you and your colleagues Any file or message is stored in the cloud encrypted and only you will receive the key When working with multiple users you will all share the same data but in the security settings the administrator can manage the permission level of each user 2 1 The difference between Limited and Pro edition You may work with the Limited obligation free edition until you have reached 50 items What is an item Each manually added contact each email sent and all documents and attachments added to your database count as items Mass importation of contacts and incoming emails do not count as items Use SpinOffice Limited edition for as long as you want to see if it fits your needs Set up your email import existing contacts create and manage email templates archive call notes and memos create filters and use SpinOffice to send out mailings to your friends or business contacts Upgrade to Pro for 299 99 299 99 per year to rec
61. tored How to add contact information 1 Click on the icon to add contact information X Add contact info No Email URL Description Default Private C 15 52 Add the phone number fax number website URL email address etc in the first field SpinOffice will recognize most common input and will autofill the second field Description If you uncheck Default this new item will be stored under OTHER NUMBERS If you check Private this new entry will be hidden from any other database users If the new item is an email address all emails from this address will be hidden from other users Click on Save to finish How to edit contact information l a Click once on the contact info item which you would like to adjust Click on the gear wheel icon to edit the contact information item 3 When done click on Save button to finish How to delete contact information l 2 Click once on the contact info item which you would like to delete Click on the icon to delete the contact information item Confirmation is requested If you check And unlink this email address from this contact all communication in the contact s archive will disappear as well Otherwise it will be saved in the background Click on Yes to confirm the removal Websites and email addresses are clickable If you click on an email address a new blank
62. tored in the corresponding archive and the contact and email address are paired Add unknown sender as new contact use the right click choose Add contact and fill in all relevant information After saving contact will be added and the current message and subsequent messages will be stored in the corresponding archive Connect familiar sender to existing contact use the right click choose Contact link in menu and search for the right contact to link to in the search box which will appear After linking the correct contact the current message and subsequent messages will be stored in the corresponding archive An email can be linked to more contacts 6 3 Linking emails to a folder An email can be linked to a folder With folders you can organize and classify messages from a contact Examples of commonly used folders are service support sales tenders projects visits invoices A link can be made in two ways right click when on the message and select Folder link All existing folders are listed and can be linked using the blue arrow and unlinked using the red arrow drag and drop the message by its subject directly into a folder into a folder in the list on the left Linking to a folder is only possible once folders have been created Note that if a new folder is created it is always linked to the contact that is visible active on your screen To see the complete content of the folder double click on the

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