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CRMS User Guide Outline

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1. Figure 52 Search Results Cases You can now Click Hide on the top bar to hide the Search Results table Click Select Column Layouts For details see 4 1 2 1 Click Mail Merge For details see 4 1 2 2 10 2 Viewing Updating and Deleting a Case Click on the appropriate case title in the Case column in the Search Results Cases screen to view details of the case in the Case Details screen Alternatively click on the case title in the Recently Viewed sidebar box of the Cases screen or click on the appropriate case title in the Open Cases sidebar box of the Company or Contact Details screen y 1 Logout Open Source CRM Case 726 Help001 Home Activities Companies Contacts Campaigns Opportunities Cases Files Teams Reports Administration Preferences Categories Case Details No categories HelpOD1 Elizabeth Boyer Manage Help Item 713 555 3257 userl eboyer interinv com Notes New Status Definitions Attached To Date Owner Critical International Investment Group IIG No attached notes New 2005 08 30 user1 rmontiel Files 2005 08 30 user Prospect Name Size Owner Date No attached files Support for software for marketing campaign New Edit Figure 53 Case Details Screen Click Edit to make changes to case details You now see the Edit Case screen This is similar to the New Case screen See Figure 54 except that it has the fields Company and Due At The Due By field is empty and th
2. Open Source CRM Add Relationship for Contact Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Contact Elizabeth Boyer Partner of contact Marsh Search Figure 38 Add Relationship for Contact Screen 1 11 Choose the option that describes the relationship from the drop down list For example if the contact Contact A is the partner of another contact Contact B select the option partner of contact from the drop down list Enter the name first or last name of the contact partner Contact B in the box adjacent to the contact relationship field 12 If the relationship is between a contact individual and a company choose the option that describes the relationship from the drop down list Enter the name of the company in the box adjacent to the contact relationship field 13 Click Search to view the results of the search You see the Add Relationship for Contact screen 2 46 Managing Contacts Logged in as user1 Logout Open Source CRM Add Relationship for Contact Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Contacts Elizabeth Boyer partner of Diane Marsh ve _ Moreinfo Add Relationship for Contact Figure 39 Add Relationship for Contact Screen 2 14 Select the appropriate contact or company from the options
3. 14 In the Addresses table select the appropriate radio button next to the relevant address in the Formatted Address column This is to specify a default address for one of the default address types Primary Default Billing Default Shipping Default and Payment Default Addresses Hide Page 1 1 2 records found Address Name Used By Formatted Address Primary Billing Shipping Payment Contacts Default Default Default Default International Investment Elizabeth Boyer International Investment O O Group Tony Walls Group Diane Marsh 42 Rue du Lac Xavier Massie Zurich Switzerland International Investment 80 Emerald Bay Group Westerly MA 098756 O O United States Save Defaults Back To Company Figure 16 Address Defaults Screen You can now Click Save Defaults at the bottom of the Addresses table to save the default address for a specific default address type You see the message Changes saved Click Back To Company to return to the Company Details screen 27 XRMS Open Source User Guide 6 Divisions You are often faced with the need to create a division within a company and perhaps remove it later on XRMS features allow you to create edit and remove company division details 6 1 Creating a Division To add a division to a company follow the procedure below 1 In the Company Details screen See Figure 8 click Divisions You now see a screen with the title New Division where y
4. Bug v New Search Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences International Investment Group International Investments Inc Wenstar Group gt IG Healthcare tus Prospect Rachel Montiel e 713 555 0965 713 555 1284 hittp www interninvarp com International Investment Group 42 Rue du Lac Zurich Switzerland Founded in 1980 the company today has a revenue of 4 million LIS dollars Logged in as user1 Logout XR Open Source CRM is WA edit Limit 0 00 WA Advertisement 2050 je 4 500 000 00 2005 08 26 by User One t Modified 2005 09 08 by User One Edit Admin Clone Addresses Divisions Relationships for Company company relationships Contacts Hide Acquired by Page 1 1 6 records found Global Securities Inc Edit Add Relationship Name Summary Title Description Phone E Mail New Relationship Bacon Paul 713 555 9243 Boyer Elizabeth Vice President 713 555 3257 eboyer interinv com ELS Jones Richard 713 555 0965 Attached Ti Dat o o Marsh Diane 713 555 0955 No attached notes Massie Xavier 713 555 0965 New Walls Tony 414 555 2341 Files Select Column Layouts Mail Merge Hew Name Size Owner Date No attached files New Activity Summary User Type Contact Scheduled End New One User e call to v 2005 10 17 13 38 58 E Add Do
5. Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 nn O O AREA 4 Home creian an 4 Filter Activities BOX ciccccccccciccdcnccteceeeceseedeseeeteccectenervessecceeceesseeevessueccucaetenvavestdeuscnereess 6 Search Companies Screen ccccscccscceeeeeeeeeeeeeeeeeeseesseeeceeaeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeseeees 9 Select COMUNAS ii cR 11 New Company Screen NENeSSEEEEEENENERENEEEEEEEOEENRENES NEEEEEEEEEENER EENS EEENEE ENEE 13 Edit Contact Address cerei iue ecrit ener bred EES NEEN EE 17 Company Details Screen eese enne nennen nnne nennen 19 A rua lc REP 20 cJ m 21 Mail Merge Bulk E Mail Screen eeeeeeeeeeeennee enn 22 zEdit Message ciutat acta e noe tei tene une etit terere EET 23 Confirm Recipients Screenh eee covecenceecevancesdieenseesiersteecudewecteeceresecetectore 24 Company Addresses SCreen ccccscceceeeneeeeeeeeeeeeeeeeeeeeeeeeuaeeeseeeeneeseeeeeeeeseseeeeaaeees 24 New Business Address Screen eese nnne nnns 25 Address Defaults Screen eeeeeeeeeseeeeeeeeee enne nnne nnn nnn nnns 27 New DIVISION M EL 28 Divisi n
6. Save Changes Founded in 1980 the company today has a revenue of 4 million US Logged in as user Logout Open Source CRM Address Address Name New York 123 Fifth Avenue Line 123 Fifth Avenue Line 2 City New York State Province Postal Code Country United States E Override Address International Investment Group 42 Rue du Lac Zurich Switzerland MI Use Contact Information First Elizabeth Names Last pte Boyer Tile Vice President E Mail eboyerGinterinv com Work E 7135553257 x 212 Home Prone 7135553257 Cell Phone Elizabeth has worked with us for 15 years Profile The red asterisk beside a field indicates that a value has to be entered in the field to be able to create a company 13 Figure 6 New Company Screen XRMS Open Source User Guide Enter the following details Company Information Company Name Enter the commonly used name or trade name partial or full name of the company Legal Name Enter the registered company name This is optional If it is not filled in the company name will be used as the legal name Company Code Enter a value here to associate a unique code with the company The system will assign a code if you do not need this to match an internal standard CRM Status Status of this company with regard to its relationship with your organization For example Lead Prospect
7. Schedule Followup Create Recurrence Delete Figure 46 Activity Details Screen You can modify activity details indicate that an activity has been completed schedule a follow up create a recurrence of the activity or delete an activity from the Activity Details screen Click Save Changes to save the updates you made to the activity Click Delete to remove details of the activity Click Schedule Followup to arrange for a follow up of the activity For details on the Create Recurrence button see 9 2 1 54 9 2 1 Create Recurrence The Create Recurrence button helps in creating a recurrence of the activity Click Create Recurrence to see the Activity Recurrence screen out Open Source CRM Activity Recurrence Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Recurring Activity Period Frequency Daily 1 Every day s all days of week O y business days onl O y y Weekly 1 Every week s O Sun Mon Tue Wed Thu Fri Sat Monthly 1 Every month s O Recur on the day of the month o Recur on the business day of the month O Recur on the Sunday M of the month Yearly 1 Every year s O Recur onthe _ day of January vw O Recur onthe business day of January w O Ea Sunday M ot Januay e o Recur on the day ofthe year Recurrence Range Ends O pcm End After occurence s End on 201
8. Start End Duration User Company Contact Activity 2005 09 19 15 59 19 2005 09 19 15 59 19 00 00 Swanson David International Investment Group Massie Xavier ToDo TOTAL 00 00 0 seconds Figure 71 Timesheet Report 6 Click on the activity name in the Activity column to view details of the activity 14 2 2 Viewing an Activity Report You can view activity reports for different XRMS users The procedure for this is as follows 1 In the Reports screen See Figure 69 go to the Activity Report For drop down list 2 Select the name of the user for whom you wish to view the activity report 3 Click Go 78 Generating Reports Glossary of Terms Term Association Description Account Status Companies Status of a company s account For example N A Closed Hold Approved Activities Activities Any task that links XRMS with a company i e a company in the XRMS database Activities must have the following a description be assigned to an XRMS user a type be associated with a contact in a company refer to a case and have a start date and end date Completed activities are shown in gray incomplete activities are in red Activity Time Reports Shows activities by user Lists start date and end date Sheet duration user name company and contact for which the activity is done link to details of activity Activity Types Activity Activity types include Call from call to e mail from e mail to
9. Tony Walls 42 Rue du Lac Diane Marsh Zurich Xavier Massie Switzerland International Investment Group 80 Emerald Bay O Westerly MA 098756 United States Update Contact 39 XRMS Open Source User Guide Figure 28 Addresses Table 1 Select the radio button in the Business Address column that corresponds to the required contact to associate the chosen address with the contact 10 Click Update Contact to save the updated business address of the contact 7 3 2 4 Add New Address The New Address button enables you to create a new address For details of the procedure see 5 5 1 Adding a Company Address 7 3 2 5 Edit Address The Edit Address button exists for both Business Address and Home Address the fields 1 Click Edit Address to edit an existing business or home address You see the Edit Business Address screen if you click the Edit Address button alongside the Business Address field You see the Edit Home Address screen if you click the Edit Address button alongside the Home Address field Both these screens are similar to the New Business Address screen See Figure 15 The only difference is that you have the Update button in place of the Create button 2 Edit details as required in the appropriate fields You can now Click Update to update and save the edited address details of the contact Click Return to List to return to the lt Company gt Addresses screen 7 3 2 6 Add New Address This h
10. Viewed sidebar box Enter criteria to search for a contact if the contact is not in the Recently Viewed sidebar box Click on the company name in the Search Results table to see the Company Details screen If the company is in Recently Viewed click on the company name in the box to see the Company Details screen Click on the contact name in the Search Results table to see the Contact Details screen If the contact is in Recently Viewed click on the contact name in the box to see the Contact Details screen In the Opportunities box click New to see the New Opportunity screen See where you can add an opportunity In the Opportunities box click New to see the New Opportunity screen See where you can add an opportunity Enter the opportunity details as described in the table that follows Enter the opportunity details as described in the table that follows Click Save Changes You see the message Opportunity Added Click Save Changes You see the message Opportunity Added 65 XRMS Open Source User Guide Opportunity Details Opportunity Title Sales of equipment for WrenStor Group Contact Elizabeth Boyer v Campaign Email campaign Sep05 v Type Sales Opportunity v r Status New Y Status Definitions Owner One User e Size in IC oan ann an dollars 000 000 00 Probability 10 Close Date 2005 10 31 E WrenStorr Gp
11. Click Hide to hide the Addresses table 5 5 3 Viewing and Editing a Company Address To view a company address 1 Enter search criteria in the Search Addresses box of the lt Company gt Addresses screen and click Search Addresses 2 Select the required address from the column Address Name in the Addresses table to view the address details To edit a company address 1 Click Addresses in the Company Details screen to see the lt Company gt Addresses screen See Figure 14 2 Click on the required address in the Address Name column of the Addresses table to see the Edit Business Address screen which is similar to Figure 15 New Business Address Screen The only difference is that you have the Update button in place of the Create button 3 Make the necessary changes to the fields 26 Working with the Company Screen Buttons You can now Click Update to update and save the edited address details Click Return to List to return to the lt Company gt Addresses screen 5 5 4 Entering a Default Company Address Each company can have several addresses Each address has its own significance for example one address could be the Primary address where communication is made others could be used mainly for shipping billing and the like This is why several default addresses can be assigned To enter a default address 1 Click Addresses in the Company Details screen to see the lt Company gt Addresses screen See Figure 14
12. Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences SOURCEK WE enet Activity Participant Contact Search Position Activity Boyer Participant v Phone Call Search for contact Cancel Figure 49 Activity Participant Screen 2 Enter the following Contact Search Enter the name first or last name of the contact whose details you want to view Position Choose the role or position of the contact in the activity from the drop down list Activity This column automatically displays the activity associated with the contact 17 You can now 18 Click Cancel to cancel the search 19 Click Search for Contact to find the person that needs to be involved in the activity based on the search criteria 3 When you click Search for Contact you see the Activity Participant Contact screen Select the appropriate contact to be added to the activity from the options in the Contact Search drop down list 20 You can now 21 Click Add Contact to Activity to add the activity participant 22 Click Cancel to cancel the search 56 9 2 2 2 Removing an Activity Participant Click Remove beside the participant name in the Activity Participants sidebar box 9 3 Adding a New Activity Activities can be linked to a specific case opportunity contact or company To add an activity Click on the name of the case opportunity contact or compan
13. Date Status G Opportunity No matches Select Column Layouts Sales Opportunity v New Search Open Cases ide Page 1 1 1 records found Type G Due Priority G Case Help001 Critical 2005 08 31 Seleot Column Layouts Bug Ki Search Relationships for Contact Partner Help Item partner of Diane Marsh Edit International Investment Group Add Relationship New Relationship Mail Merge Mail Merge Relationships for Company company relationships Acquired International Investment Group Edit Add Relationship New Relationship Notes Attached To Date 2005 09 01 Owner User View Edit Inform the Research Team New Files Name Size Owner Date No attached files New i i lo Former Companies Company o e No matches Logged in as user1 Li XRMS Open Source CRM Campaigns Opportunitie Contact Details Name Elizabeth Boyer r Female Company International Investment Group IIG Summary Business Address International Investment Group Title Vice President GE pue ac Zurich Description Switzerland E Mail eboyer interiny com Home Address Work Phone 713 555 3257 x212 Home Phone 713 555 3257 Created 2005 08 26 by User One Cell Phone Last Modified 2005 08 26 by User One Fax 713 555 1284 junt Status Prospect Individual Broker ID Elizabeth has worked with us for 15 years Edit Clone
14. Divisions 5 1 Modify Company Information Edit With the Edit button you can edit company information such as company name CRM status telephone numbers URLs and so on Click Edit in the Company Details screen See Figure 8 to see the Edit Profile screen Edit Profile The fields in the Edit Profile screen are similar to the New Company screen See Figure 6 The only new field in this screen is Rating There is also an additional Edit Former Names button For details see 5 1 1 The boxes Address and Contact Information are not present in this screen Select the company rating from the options in the Rating drop down list After you make the required changes click Save Changes The message Changes saved is displayed 5 1 1 Edit Former Names This feature helps you keep track of previous names of a company It is particularly relevant when a company name changes in cases such as a merger or acquisition or for other reasons Click Edit Former Names in the Edit Profile screen of a company to go to the Former Names screen where you can enter the previous name of the company Open Source CRM International Investment Group Former Names Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Former Hames Company International Investment Grou Former Names Former Name Wenstar Group Figure 9 Former Names 20 Working with th
15. Everyone Select this check box to add this search to all your contacts 51 XRMS Open Source User Guide Results View Click on the appropriate radio button to view the search results in the Search Results table as a list or a calendar Click Search to find the relevant information The Search Results table displays the results of the search according to the specified criteria Click Clear Search to clear all the fields so that you can enter new search values Click Advanced Search to search for activities with criteria fields not addressed in Search For example Contact Id Company Id Local Time and so on 9 1 1 Search Results The activities that meet the specified search criteria are filtered by XRMS and displayed in the Search Results table Search Results Hide Page 1 1362 20429 records found I lt lt lt 12345678910 gt gt SL Overdue G Type G Contact G Summary Description Priority G Scheduled Start Scheduled End Company G Owner GL About Resolution G Client Review Diane Marsh To Do 2011 01 02 2011 01 02 International Investment Group mthielen Help001 Client Review Diane Marsh ToDo 2010 09 27 2010 09 27 International Investment Group mthielen Help001 Select Column Layouts Calendar View Export Mail Merge Browse Figure 45 Search Results Activities Click on the item in the Summary column that corresponds to the activity that you wish to view
16. Legal Name fields both have the words Copy of prefixed to the company name and legal name Enter details as appropriate and click Save Changes to create a new company based on information of the existing company You see the message Company Added The clone of this company is known by the name Copy of lt Company gt 5 4 Send E mails to Contacts Mail Merge You can send e mails to company contacts using standard templates or custom templates If you select the blank template you need to enter the entire text of the e mail Other templates contain pre written text that you can alter according to your needs Open Source CRM Bulk E Mail Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences E Mail Templates Template Blank Template d Introduction O p Customer Service Inquiry O O Sales Pitch O Thanks for Your Business Continue Figure 11 Mail Merge Bulk E Mail Screen 22 Working with the Company Screen Buttons The procedure to use mail merge is as follows 1 Click Mail Merge under the Contacts box in the Company Details screen to see the Mail Merge Bulk E Mail screen See Figure 11 To select the appropriate template for the mail to be sent click on the radio button beside it Click Continue to see the Edit Message screen Edit Message Home Activities Companies Contacts Campaign
17. Opportunities Cases Files Teams Reports Administration Preferences Activity Participants About This Activity Name Peston ston Company International Investment Group BC0E4 44744304557 S Participant Remove Ss ACB70A25B83064C0 Contact Diane Marsh v Add New Participant Mail Merge Attached To Activity Type PhoneCal zi Company Information Y yp one International Investment Grou Activity Priority v Contact Information BCOEAAA7A4304557 S ACG70A25B8305ACO Summary Phone Cal 1071 Howard Hughes Parkway Owner userl NH Suite 134 Las Vegas NV 89109 Wondered if the convertible separate accounts would be opening up United States Explained how we monitor amount of new issuance terms of new dmarshGinterninv com issuance and anticipated flows Explained what has taken place Work Phone 702 555 8755 over the last fev years and how he can access and position o Enter Cell Activity Notes Enter Home Phone Files Name Size Owner Date No attached files E Entered By user1 on 2005 02 02 15 28 36 Last Modified By user1 on 2005 02 02 15 28 36 New Relationships for Contact mu E AEROS Scheduled Start 2005 02 02 15 28 36 E New Relationship Scheduled End 2005 02021528 36 El Relationships for Company Email This To Add Relationship New Relationship Completed Jl py usert on 2005 02 02 15 28 38 Resolution Type v Resolution Description Save Changes
18. Source CRM Attach Note Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Attach Hote Note Body Inform the Research Team I Save Changes Figure 42 Attach Note Screen Enter the information you wish to record in the box under Note Body Click Save Changes to save the note It is displayed in the Notes sidebar box along with other details of the note 8 6 2 Viewing and Editing a Note To view or edit a new note 1 Click on the View Edit link beside a particular note in the Notes sidebar box to view or edit details of the note You now see the Edit Note screen with the text of the note The Edit Note screen is similar to the Attach Note screen See Figure 42 except that it has two buttons Save Changes and Delete 2 Make changes to the note as required 48 Managing Contacts 3 Click Save Changes to save the edited note 8 6 3 Deleting a Note To delete a note 1 Click on the View Edit link beside a particular note in the Notes sidebar box You see the Edit Note screen 2 Click Delete to delete the note 8 7 Files The Files box is on the sidebar of the details screen of a company contact case campaign or opportunity The box displays the names of files that have been recently uploaded Click on any filename to view files related to the activities on the Home screen To attach a file click New See Chapt
19. Source User Guide 12 Campaigns Campaigns are primarily marketing related They take the form of direct mailings and similar efforts and are directed towards companies and contacts Campaigns have a fixed budget and take place over a fixed duration Click the Campaigns link on the top bar to see the Campaigns screen S Logged in as user1 Logout Open Source CRM Campaigns Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Options Search Criteria Add New Campaign Campaign Name Type Owner Recently Viewed Email campaign v v LEO Type Status Category Media Status Email campaign Sep05 E Mail New v Y Saved Searches Search Title No Saved Searches Add to Everyone Clear Search Search Results Hide Page 1 1 1 records found Campaign Type Status Owner Starts Ends Email campaign Sep05 E Mail New userl 2005 09 02 2005 09 14 Select Column Layouts Mail Merge Figure 59 Campaigns 68 Opportunities 12 1 Adding a Campaign To add a campaign click the Add New Campaign link in the Options sidebar box of the Campaigns screen You see the New Campaign screen Open Source CRM New Campaign Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Campaign Details E Email campaign Sep05 Type EMal v Status New v Owner useri v Starts
20. and Contact from the options in the corresponding drop down lists 2 Enter the scheduled completion date in Scheduled End or click on the calendar icon and select the date 3 Click Done The activity is now listed in the Activities table However the activity is shown in gray indicating that it has been completed When you click 57 XRMS Open Source User Guide 9 3 3 9 4 on the summary corresponding to the activity you see the Completed check box selected in the Activity Details screen See Figure 46 To add an activity from the Activities link on the top bar Click the Activities link to see the Open Activities screen Enter search criteria to find the contact to which you wish to add an activity Click on the contact name to view the Contact Details screen as well as to add an activity and view existing activities In the New Activity table See Figure 50 enter the Summary and select the User Type and Contact from the options in the corresponding drop down lists Enter the scheduled completion date in Scheduled End or click on the calendar icon and select the date Click Add to save details of this activity The Activities table now shows the list of activities that have been added To add an activity that has already been done click Done The activity is now listed in the Activities table However the activity is shown in gray indicating that it has been done When you click on the summary corresponding to the
21. closed or completed Opportunity Companies An opportunity with a company or a contact Override Companies An alternate Company address that takes precedence Address over the primary address Owner User The employee who created or is responsible for maintaining a relationship with the company Priority Case See Case Priorities Profile Companies Profile of a company or a contact Contacts Rating Companies Typically credit rating of a company This could be Fair Good Poor N A Reports Reports Reports generated by XRMS Revenue Company Annual revenue of a company Roles User There are two broad roles User and Administrator The Administrator can modify the Administration features of XRMS Snail Mail Merge Companies Provision for sending specific and targeted mails to Contacts particular categories of customers Summary Activity Brief description of an activity Tax ID Company Tax ID of a company Can be added and edited by any User Terms Company Refers to Payment Terms net xx days Can be edited from the Admin panel under Company Title Contacts Title of the contact within the company 82 Generating Reports Term Association Description User User XRMS user that can add modify and delete Companies Contacts Cases Opportunities and Activities Vendor Key Company Unique field that can be added or modified by a user 83 Index A A Sac oh avn deta e ba a ier n ot ette A e ERROR 54 Activity Parti
22. dealings with The customer employs individuals that are known in XRMS as contacts To add view and update company information click the Companies link at the top of any XRMS page 4 1 Maintaining Details of Companies Details of all business customer companies can be maintained in XRMS These details are the company name address telephone number fax number relationship to other people or companies and other information that needs to be retained about the company 4 1 1 Search Companies When you click the Companies link at the top of any XRMS screen you see the Search Companies screen Logged in as user1 Logout Open Source CRM Search Companies Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Company Options Search Criteria mu ES Company Name Owner Category Industry v v v Recently Viewed EE Phone City State Country International Investment Group v Qlobal Securities Inc Saved Searches Search Title Copy of International Investment Group E M Add to Everyone Search Clear Search Advanced Search Search Results Hide Company Name Company Code User Industry CRM Status Account Status Rating Primary Address No matches Select Column Layouts Mail Merge Snail Mail Merge SSOURCERC WE enet Figure 4 Search Companies Screen Search Criteria You can search for a company based on any of the fields in
23. fax from fax to internal letter from letter to Administration Administration Ability to customize fields generate reports and add modify and delete users Audit Items Administration Detailed audit by user of all actions done in XRMS Campaign Campaigns Campaigns are a collection of related tasks aimed at achieving a particular goal A campaign usually extends for a fixed duration and is not related to a specific company Campaign Campaigns New Planning Active or Closed Status Campaign Campaigns E mail Event Magazine Mail Other Phone Television Types Case Cases Support issue for a specific company Case items can be Help Item Feature or Request Case Types can be added and modified by the Administrator Case Priorities Cases Shows the degree of urgency associated with a case This could be critical high low medium Case Priorities can be added and modified by the Administrator Case Status Cases Statuses are New Open In Progress Finished and Closed These statuses can be added and modified by the Administrator Catego Companies A custom field that can be related to Contacts gory CORE Companies Campaigns and Cases Categories can be added and modified by the Administrator 79 XRMS Open Source User Guide Term Association Description Clone Companies Contacts Exact copy of the details of any company or contact that currently e
24. in XRMS In the case of High Net Worth clients the company may represent a family a family office or a trust The contacts in such a company are the family members Country Address Formats Administration Format in which address is displayed Country Code Companies Code that identifies the default country Entire list is available in Appendix A in the Administrator Guide Created Date Companies Contacts Date on which a company profile or contact profile is created Credit Limit Companies Credit limit in XRMS This can be added and modified by any user Term Association Description 80 Generating Reports CRM Status Cases Shows the status of a case Lead Prospect Qualified Developed Closed CRM status can be added and modified by the Administrator Status of this company with regard to its relationship with XRMS Customer Key Companies Unique number for a company Can be added and modified by any user Digital Reports Overview screen for administrators that provides access Dashboard Reports and displays new Activities Companies Contacts and Cases Divisions Companies A division within a company can have its own address profile and contact information A division is always linked to a company Eleme t Companies sring an XRMS company or contact custom field label Definitions Contacts aie Emp
25. is seeking US 5M to upgrade its computers and other infrastructure I Description Save Changes Figure 58 New Opportunity Screen Add New Opportunity Enter the following to add a new opportunity Opportunity Title This is the title that will be displayed in the Opportunities table You must enter a title here Division Select the division in the company where this opportunity is applicable Contact Choose the designated contact for this company from the drop down list Campaign Mention the name of the campaign that gave rise to this opportunity Type Select the type of opportunity from the drop down list Status Select the status of the opportunity from the drop down list Status Definitions Click this link to see the status of the opportunity Owner Choose the employer assigned to establish a relationship with the company from the drop down list Size in dollars Enter the value of the opportunity This value is in dollars when the country in the company address is the US If another company is selected the appropriate currency will appear beside the label Size Probability Choose the probability of converting the opportunity into profit for the company from the drop down list 66 Cases Close Date Select the last date by which the opportunity should be realized using the calendar Description Enter specific and detailed information about the opportunity in this text box 67 XRMS Open
26. many opportunities are tied to companies in each industry How much potential revenue is tied to companies in each industry Case How many cases are in each stage of the case resolution process Company Reports List of companies addresses and phone numbers Printable contact summary information for Companies in search Results User Reports List Activites by Start End and User also shows Duration Company and Contact List Overdue Items by User and Type List Open Items by User and Type List Completed Items by Date Range User and Type List Audit Items by Date and User Custom Reports Figure 69 Reports Reports can be in the form of graphs or text 14 1 Graphs Graph reports are available for Companies Opportunities Cases Click on the graph name in the Graphs box to view it 76 Files 14 2 Text Reports Text reports can be created for Companies Users Customized according to requirements Click on the relevant link in the Reports box to go to the report and generate it according to your requirements 14 2 1 Creating a Text Report The Reports box lists different XRMS reports See the Reports box in Figure 69 The procedure for creating an XRMS text report is similar for all reports shown except that each report contains different types of data The example that follows shows how to generate an Activity Time Sheet which is a User Report that shows all the activities of a specific user for a given time
27. one to move items to the Displayed Columns text box one at a time Click move all to move all the items to the Displayed Columns text box Click one to move items to the Available Columns text box one at a time Click move all to move all the items to the Available Columns text box 2 To specify the order in which the columns should be displayed click A and V beside the Displayed Columns box The column title at the top of the box will be leftmost in the display and others will follow in the order they are shown in this list 3 You can now Click Update View to see the new column order in the Search Results table Click Reset View to return to the columns shown in the Available Columns box prior to any updates Click Cancel Changes to discard the updates you made and return to the Search Results table 4 1 2 2 Mail Merge Click Mail Merge in the Search Results table to send e mails to company contacts using standard templates or custom templates This procedure is explained in 5 4 Send E mails to Contacts Mail Merge 4 1 2 3 Snail Mail Merge The Snail Mail Merge feature is used for sending specific and targeted mails to particular categories of customers It gives you a list of names and addresses of people that you can choose from in the comma separated values CSV format Like the Mail Merge feature if you choose a number of companies it will list all the contacts within those companies Unlike Mail Merge it does not recor
28. or file in the appropriate fields in the Search Criteria screen of the respective links Click Search to view the results of the search in the Search Results table By default every time you click on any of the links on the top bar a search is performed based on the search criteria you last specified The corresponding search results are shown in the Search screens of the respective links To perform a new search click Clear Search to clear all the fields so that you can begin with new search criteria Click Advanced Search to search for example for a company with criteria not available in the search options above You now see the Companies screen where you can enter any criteria and click Search 2 Saved Searches You can also enter search criteria in the appropriate fields in the Search Criteria box and enter a name in the Search Title field to save this search This saves you a lot of time especially when you have to conduct a search based on the same search parameters again Select the search title from the options in the Saved Searches drop down list and click Search to view the search results In this case you do not need to enter any other search criteria To delete a saved search select the search title from the options in the Saved Searches drop down list and click Delete to remove this search Managing Customer Profiles 4 Managing Customer Profiles An XRMS customer is a company that your organization has business
29. period 1 Click Reports on the top bar to see the Reports screen 2 In the Reports box click the Activity Time Sheets link to see the Timesheets screen Timesheets Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Start End User 2005 09 19 2005 09 19 Swanson E v C only show completed activities 52 Figure 70 Timesheets 3 Enter details in the following fields to generate the report Start Enter the start date in the format YYYY MM DD for the time period for which you want to generate the report End Enter the end date in the format YYYY MM DD for the time period for which you want to generate the report User Choose the name of the user from the drop down list 4 Select the Only show completed activities check box if you wish to see only those activities that are completed If you do not select this check box you will see all activities for this user 5 Click Go to generate the report You then see a report showing activities for the time period you specified Other details shown are the Duration User Company Contact and the Activity name 77 XRMS Open Source User Guide Timesheets Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Start End User 2005 09 19 2005 09 19 Swanson CS E oniy show completed activities Bel
30. the necessary changes to the fields in the File Details screen Click Save Changes to save the changes Click Download to transfer the file to your computer You can indicate where you wish the file to be saved To delete the file click Delete 75 XRMS Open Source User Guide 14 Generating Reports With XRMS you can create several different types of reports These reports can be for Companies Opportunities Cases Users Customized according to requirements Click on the Reports link on the top bar to view the Reports screen Reports Graphs Companies by CRM Status Companies by Industry Companies by Source Quantity by Status Size by Status Quantity by Industry Size by Industry Cases by Status Reports Company List Contacts at Companies Activity Time Sheets Overdue ttems Open Items Completed Items Audit Items Activity Report for ScottBecl w Go vas user Logout XRMS Open Source CRM Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Company Your sales funnel how many of your accounts are in each stage of the customer development process How many companies are in each industry How many of your accounts come from each source Opportunity How many opportunities are in each stage of the sales closing process How much potential revenue is in each stage of the sales closing process How
31. the options in the drop down list Address Type Select the address type from the drop down list Address Body Enter the full address Select the Use check box to use this address Under Contact Information Salutation Choose the salutation from the drop down list First Names Enter the first name s of the contact Last Name Enter the last name of the contact Title Enter the title of the contact within the company Company Displays the name of the company where you are adding the contact Division Choose the appropriate division from the drop down list Business Address Choose the appropriate address from the drop down list Enter New or Edit Existing Address Select the check box to enter another address or to make changes to the present address See 4 1 4 1 About the Edit Address check box for information on how to edit the address E Mail Enter the e mail address of the contact Work Phone Enter the office phone number Enter the extension number in the adjacent box Cell Home Phone Enter the respective phone numbers Fax Enter the fax number of the contact Summary Enter a brief description of the activity Description Enter a brief note about the contact Gender Choose from the drop down list Interests Mention the contact s professional interests here Profile Enter relevant information about the contact not addressed in any of the fields above Click Add Contact to save the information you hav
32. to the selected opportunity type See Chapter 11 Opportunities for details on how to add modify delete and search for an opportunity Select a case type from the drop down list and click New to add a new case according to the selected case type Company relationships are depicted in terms of one company s association with another company or contact This sidebar box exists only in the Company and Contact Details screen Typical associations of a company Company A are that it could be a consultant vendor subsidiary and so on of another company Company B There is a corresponding reverse association for Company B with Company A Company B could be a client buyer or parent company XRMS Open Source User Guide Relationships for Company company relationships Acquired by Global Securities Inc Edit Add Relationship New Relationship Figure 33 Relationships for Company Sidebar Box 8 4 1 Adding a Relationship for Company Company Relationships can be between two companies or between a company and a contact individual To add a new relationship for a company 1 Click New Relationship in the Relationships for Company sidebar box See Figure 33 of the Company or Contact Details screen You see the Add Relationship for Company screen 1 2 Choose the option that describes the relationship from the drop down list For example if Company A acquired Company B then select the option acquired company from
33. type from the options in the drop down list Use Non Standard Address Select the check box to use the non standard address Non Standard Address If the Address can not be formatted correctly using a standard Une Line2 City State Province Country designation you may enter a free form text address here You should only do this when absolutely necessary as non standard addresses are not completely searchable and may not be indexed correctly for reports that require location You can now 25 XRMS Open Source User Guide Click Create to create a new business address for the contact Click Return to List to return to the lt Company gt Addresses screen 5 5 2 Searching for a Company Address To search for a company address click Addresses in the Company Details screen You see the lt Company gt Addresses screen See Figure 14 Search Addresses In the Search Addresses box enter any of the following details Street Enter the street details City Enter the name of the city Postcode Enter the postal code State Province Enter the name of the state or province Country Select the name of the country from the options in the drop down list You can now Click Search Addresses to search for the address based on the given search criteria Addresses The Addresses table displays the results of the search See the Addresses table in Figure 14 lt Company gt Addresses Screen You can also
34. 0 08 31 Add New Recurring Activity Figure 47 Activity Recurrence 1 Enter a number in the box preceding day s week s month s or occurrence s as applicable Select the appropriate radio button to select the frequency of recurrence from the options in Recurring Activity 2 Click on the appropriate radio button to select the end period of the occurrence from the options in Recurrence Range 3 Click Add New Recurring Activity to create the recurrence of the activity You see the message Recurring Activities successfully added 9 2 2 Activity Participants The Activity Participants sidebar box of the Activity Details screen shows the names of contacts that are assigned to this activity You can view details of an activity participant add a new participant remove an existing participant or send e mails to company contacts using the mail merge option from this box For details on Mail Merge see Send E mails to Contacts Mail Merge 55 XRMS Open Source User Guide Activity Participants Name Position Action Elizabeth Boyer Participant Remove Add New Participant Mail Merge Figure 48 Activity Participants Sidebar Box 9 2 2 1 Adding an Activity Participant To add a participant 1 Click Add New Participant in the Activity Participants sidebar box to see the Activity Participant screen Logged in as user Logout XRMS Open Source CRM Activity Participant Home Activities
35. 8 9 3 1To add an activity from the Activities box under a case opportunity contact or company 58 9 3 2To add a completed activity from the Activities box under a case opportunity contact or 9 3 3To add an activity from the Activities link on the top bar 59 9 4Completing an Activity nennen nennen nennen nennen 59 TIAS 60 10 1Searching for 8 886 nete ei a CAM an eR Ene d epoca dn 60 EUR BEST arch eeler E U e 61 10 2Viewing Updating and Deleting a Case 61 10 3AddING ai Case e Ee A INE Tee Ried 62 hei ET 64 11 1Searching for an Opportunity eee cece ear Ee i eien EE AAAA RAAEN EREET ENAERE 64 14 4 1S6arch Results EE STT T TE 65 11 2Viewing Updating and Deleting an Opportuntty no ncnn 65 11 3 Adding an Opportunity TT 66 12Campalgis reb eec empti a 69 12 1Adding EC Helle TTT 70 12 2Searching for a Campaigh eee eeneeeeeeeeeeeenaaaeeeeeeeseeeenaeeeeeeeeeeeeniaaeeees 71 12 2 1Searcli eelere ere iere pretio a 71 12 3Viewing Editing and Deleting Campaigms e 72 ET 73 1321 Searching Tora EE 73 ge ren H ReSULES EE 74 13 2Attaching a Pile cion o i 74 13 3Viewing Editing and Deleting Files conan n cnn nc rcnnnnn nana 76 14Gen erating Reports EES 77 A A ee 77 14 2 Text REPOS EE 78 14 2 1Creating a Text Report 78 14 2 2Viewing an Activity Report 79 Glossary of Terms as 80 List of Figures Figure 1 Figure 2 Figure 3
36. Active and so on Select an option from the drop down list Company Source Means by which this company was identified Select an option from the drop down list Industry Industry in which this company operates Select an option from the drop down list Owner Employee assigned to establish a relationship with this company Select an option from the drop down list Phone Enter the company telephone number Alt Phone Enter second company telephone number Fax Enter the company s fax number URL Enter the web site address Employees Enter the number of employees if known Revenue Enter the revenue generated by this company Profile Enter salient information about the company here Address A set of addresses can be associated with a company The contacts of a company refer to the list of addresses when they need this information The Address box at the side of the New Company screen is provided so you can enter an initial company address quickly For more information on different types of company addresses see 5 5 Addresses Enter the following details Address Name Enter a descriptive name for this address This name will appear in Some lists of addresses so it is a good idea to have a company standard for these names Line 1 Enter the first line of the address Line 2 Enter the second line of the address City Enter the city 14 Managing Customer Profiles State Province E
37. N d dE 40 7 3 2 2Searchi EE 40 e TE 40 7 3 2 4Add RN Ee e 41 L te Kl 41 T 3 2 6Add New le 41 74Cloning Contact Details 2 1 itio e Ier deen letras este Ere ge On eee 42 8Common Sidebar Elements sacipccececedccanadisvevecs ain aan Haa irc 42 E Lee ms o ERREUR RH Ui Ede ttn M oe e dap b C Dl e eds 43 8 1 1Managing OA NA 43 A O evades alates 43 SBS BOPEN A a 44 8 4Relationships for Compam nnne n nsns sssnssnnnns 45 8 4 1Adding a Relationship for Company 45 8 4 2Deleting a Relationship for Company 46 8 5Relationships for Contact 47 8 5 1Adding a Relationship for a Contact eene meer 47 8 5 2Deleting a Relationship for a Contact 48 6 0 NOIGS en Sess eege AANEREN Ra ded ov etna divans tegen 49 8 6 1 Attaching ME 49 8 6 2Viewing and Editing ahNote AA 49 8 0 3Deleting a Note ia A eis lee 50 O NN 50 ele gn elle ET 50 SECTION 2 MANAGING LEADG ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeneeeeeeeeneeeeeeeees 51 TEE 52 9 1 Searching for an Activity cic cee ender eelie a eden enu eene 52 Ee RE 53 y O M HO 54 9 2Viewing Modifying and Deleting Activity Details 55 9 2 1Create ReCUIreNCO ita E 56 Ee IN Eine Ten CET 56 9 2 2 1Adding an Activity Participant eeeeeseeeeeeeeeeeeeeeeen enne nnne nnn 57 9 2 2 2Removing an Activity Participant eeeeeeeeeeenennnnnnenn eene nnn 58 9 3Adding a New Activity etu each oen Rt a Eae D QR MENO Da dada hte UA RR REP RE teats 5
38. New Activity Summary User Type Contact Scheduled End One User vw call to wi Elizabeth 8 v 2005 09 05 15 36 29 E Ada Done m Hide Activities Filter Activities Page 1 1 1 records found Summary Owner G Type G About Scheduled Start Scheduled End Phone Call MStorey Phone Call N A 2005 08 01 2005 08 01 Select Column Layouts Calendar View Export Mail Merge Browse Figure 24 Contact Details Screen 36 Managing Contacts 7 3 1 Editing Contact Details To edit details of a contact 1 In the Contact Details screen click Edit to see the Edit Contact Information screen with the contact name on the title bar In this screen you can update existing information about the contact Logged in as user Logout XRMS Open Source CRM Elizabeth Boyer Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Contact Information Salutation Mrs v First Names Elizabeth Last Name Boyer Title Vice President Company International Investment Grou Division International Investment Group 42 Rue du Lac Business Zurich Address Switzerland Choose New Address OR Edit Address Home Address Add Hew Address Edit Address or E Mail eboyer interinv com Work Phone 713 555 3257 212 Cell Phone Home Phone 713 5553257 Fax 713 555 1284 Summary Description Gender Fema
39. On 2005 09 02 Ends On 2005 09 14 E Cost Email campaign to increase awareness of new initiatives planned for the year Description Save Changes Figure 60 New Campaign Screen Enter the following fields to add a new campaign Campaign Title Enter the name of the campaign Type Choose the type of campaign from the drop down list Status Choose the status from the drop down list Owner Choose the employee assigned to establish a relationship with the company from the drop down list Starts On Select the start date of the campaign from the calendar Ends On Select the end date of the campaign from the calendar Cost Enter the approximate cost of the campaign Description Enter a brief description about the campaign Click Save Changes to add the new campaign You then see the message Campaign Added 69 XRMS Open Source User Guide 12 2 Searching for a Campaign Click the Campaigns link to see the Campaigns screen with the Search Criteria box where you can search for a given campaign You can also view campaigns you have worked with recently in the Recently Viewed sidebar box Search Criteria Campaign Name Type Owner Email campaign v v Category Media Status v v Saved Searches Search Title No Saved Searches Add to Everyone O Search Clear Search Figure 61 Search Campaign Screen Search Criteria To search for a campaign provide details give
40. Recently Viewed sidebar box 24 Click on the contact name in the Search Results table to see the Contact Details screen If you recently viewed the contact click on the contact name in the Recently Viewed sidebar box to see the Contact Details screen with the Files sidebar box Files Name Size Owner Date No attached files New Figure 66 Files Sidebar 25 In the Files box click New to see the Attach File screen where you can attach a file 73 XRMS Open Source User Guide Logged in as user1 Logo S Open Source CRM Attach File Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences File Information Attached To Elizabeth Boyer Display Name This file describes the standard procedures for investment folloved by companies Description Upload CXCRMS GuidesVJenUs Browse Upload Figure 67 Attach File 26 Enter file details as shown in the box below Attached To This information is automatically displayed by XRMS It is based on whether you are creating a new file through a company contact opportunity case or campaign For example if you are creating a file from the Files sidebar box of the Contact Details screen the name of that contact will be displayed in Attached To Display Name Enter a name for the file by which it will be displayed For example Standard Procedures for Investme
41. SE ER EE e ANERE ENEE Addresses dio ren c debe diea nt d ed ee EET Se UN OS 24 EE desse M Leone Ad Ie Me M UD siesta aces Meare MA cal Io DAE MEE 21 EE 22 DAS MEC LEE LEM 29 Edit Former Names aida ai ist dar RET iia 20 Edit to eege ee BEE 20 Mail Merge iiis REESE dci 22 VI TE LT Ada icr eicit iit o HE ID RII MO 15 33 Clone ede Siac eee aad she NR eR rede i ee i cu Teta Ne NO QU e I ERN E 44 Sear cl COMA CS EE 32 Transfer Contact Details ege eege EEN 40 KEE EE 37 D DO EE Created ai atts ee a o ee 29 luum Serres eege eer 30 F LE 49 Attach 4e aima at ed rae ol aW et te as dei idein ete 76 Ncque 75 View Edit and Delete eR DRE EE ed 78 M Mail Metge a RIP hn iei RU RN RU 11 N e EE TEE 51 IR EE 52 View and Fit da eee Gen E diag 51 O Opportunities A a 66 Addicts enu set dat em RS E STO 68 Search iacet A nina eg e d bd 66 View Update and Dalt ii cage tek E e qr Ce e p ER EI EE A EDU 67 P Performing Searches iicet ERO E ER GRE EISE e HRS En DER HH SUIS US 8 R Relationships for Companys soi E ani EU RR NV A EE NM A ta asin 47 Delta eee aae e EH ER REIR RR RECTE IG RIDE Ge 48 Relationships for Contact aeree seeds te gei pe an RAL cs Sale vee ded Ad bei nosmet nel pea AA numen 49 PR eve mi an nS IN 50 Report d EM 79 Graphis peine A medie en etaed Mu teu e es 79 Text Reports ue tri rer Ee ete Meets ren dee lee Ee Ee 81 S Search Results nim ERR UN UE P ORE RE eI 10 Select Column ay oks n t
42. Tony Walls Group Diane Marsh 42 Rue du Lac Xavier Massie Zurich Switzerland International Investment 80 Emerald Bay Group Westerly MA 098756 o o United States Save Defaults Back To Company Figure 14 lt Company gt Addresses Screen 24 Working with the Company Screen Buttons To add a new company address 1 Click New Address in the Add New Address sidebar box You see the New Business Address screen Logged in as user Logout XRMS Open Source CRM New Business Address Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences New Business Address Company International Investment Group Address Mame ee York 123 ith Ave Line 1 153 Fifth Avenue Line 2 City Men York State Province Postal Code Country United States K Address Type commercial Bl Use Hon Standard Address Non Standard Address Tnt ernational Investment Group 34 Rue du Lac Paris France AddrGUID Source conguid Create Return to List Figure 15 New Business Address Screen 12 Enter details as required in the appropriate fields See the Address table in 4 1 3 Company Options for information on how to enter address details 13 The additional fields in this screen are Company Displays the company name with which the contact is associated Address Type Select the address
43. XRMS Open Source User Manual v 1 99 11 January 2007 Copyright Information Copyright 2005 2006 XRMS Development Team Some rights reserved Licensed under the GNU Free Documentation License http www gnu org copyleft fdl html Trademarks Microsoft Internet Explorer and Windows are trademarks or registered trademarks of Microsoft Corporation in the United States and or other countries Other product or company names mentioned herein may be the trademarks of their respective owners Table of Contents SERA EEN EN Ed e EE E Ee REENEN EEN IV SECTION 1 INTRODUCTION TO XRMS OPEN SOURCE BASICS iv je dp relicti 3 1 1Key Features Pii E 3 1 2Terms Used in this Man al 5 ii i 3 2S9tarting eil 4 2 4 To Logi ia A EEE A EAE ISE Ai 4 2 2About the Home Screen EEN 5 2 2 1L inks on the Top Bat ie et ete et ted es ee diia 5 2 2 2SearchiRes ulls unte iate ta 5 El e 6 2 2 4Sidebar Elements on Hormie Page occ ag e A id 6 ZO TO LOGUE Ems 7 3Pertorming Searclies aiii eee la eee 8 4Managing Customer Profiles ccce 9 4 1Maintaining Details Of Companies 9 4 1 1Search Companies iech eroe id ely pee DR EXP gua necs 9 4 1 2Searchi Results Ite er eg tee cedes ue eet t Ditto c e en oe ie 10 4 1 2 1Select Column Layouts eeeeeeeeeeeeeeeeeee nennen nennen nnne nnn nnne 10 4 1 2 2Mail Merge 4 ire e
44. You can also Click Hide to hide the Search Results table Click Select Column Layouts For details see 4 1 2 1 Click Export to export the data in the Search Results table to a Microsoft Excel comma separated values CSV file that you can open or save to your computer Click Mail Merge For details see 4 1 2 2 Click Browse to go to the Activity Details screen of the first activity in the Search Results list This screen is similar to Figure 46 Activity Details Screen except that it has the Save and Next button instead of the Schedule Followup button Click Save and Next to view the details of each activity in the order of their listing in the Search Results table NOTE When you click Browse you see the activity number that you are viewing and the total number of pages that were retrieved by the search in the space adjacent to the title About This Activity For example 1 120 To view a particular page click on any numeric in the number of pages retrieved for example 1 to see the Explorer User Prompt screen Enter the page number that you wish to view in the blank text box and click OK You are then directed to that page Click Calendar View to see activities for a given week or month For more information on this button see 9 1 1 1 Calendar View 52 9 1 1 1 Calendar View The calendar view feature displays the search results in a calendar format Search results however are displayed in the form of a list by default Clic
45. activity you see the Completed check box selected in the Activity Details screen NOTE Click the summary corresponding to the appropriate activity to see the Activity Details screen Here you can add modify delete save changes schedule a follow up or create a recurrence of the activity Completing an Activity To signify that an activity has been completed 1 2 Click the Activities link to search for the activity Enter the search criteria to find the appropriate activity In the Search Results screen click on the activity that has been completed In the Activity Details screen See Figure 46 select the Completed check box Click Save Changes 58 Activities 10 Cases Cases are used to help with client support issues Each case needs to be associated with a company and a contact within the company If no contact is specified XRMs considers the assigned default contact for the company 10 1 Searching for a Case Click the Cases link to see the Search screen You can also view cases that you have recently worked with in the Recently Viewed sidebar box Search Criteria Case Name Case Number Company Owner Category Type Status user1 v k Ni M Saved Searches Search Title No Saved Searches O Add to Everyone Search Clear Search Bulk E Mail Figure 51 Search Case Screen Search Criteria Enter any of the following fields to search for a case Case Name Name given to
46. cipants sec ee EE EHE E SOR Ge D REGERE n ere ndo 58 EE 60 Calendar View 5e e e T EI AWO en ete EE 56 Completing an Activity eee tet ote se ree eU e SEI TA Sew A re ae 61 Create Recuento COM V EHE gera 58 lieren Eeer AE I HR ated 6 e EE 54 View Modify and Delete eee eene dde ende ee e ei bic 57 Activity Partictpants EE EE 59 inu M 60 C Ia EE 71 EE 72 Search EE 73 View Edit and Delta ees alee a i eite ume ee EE 74 CASES eege ee ee DEREN 62 EE 64 e EE 62 View Update and Deiere 63 Categories ueste ici MATa SCs MD HR LEE 45 Common Sidebar Elements T Ee RE E eG Ee e R iS 44 Categories mega d e d RR UR p UE E EGER ee ee etd 45 Files guisusS HE Aue eR UE e EROR CIBC die 52 Former COMPAS ett e tors e emere testate aduer 52 hh mp 51 Open Casan DIE 46 Opport nities o tee EE To a o coe laces e e 45 Relationships for Company o 3 2 is aia 47 RelationshupsforContact es ett euet eet EAE E eese tud 49 Company as mm 9 Company Screen Buttons eee te e Ginna ee n ee eet e HR ee ie e o e uie eio 20 voL ES 13 Search Companies ectetuer ien ee etn eee usta autre thin ieee eee cas 9 Viewing Company Details 18 Company Addiess a eee aeta animus Addons tui eec site EE e 0d eee n o ois Ee 24 Add Default Address c eem eU e EHE GN EE E ERR IRR HERRERA DS 28 Editor Deli a p RP WD RERO ceda 26 Company Screen Buttons pera e y e rete eei ALINE REE
47. d activities when you send mail merge to people Click Snail Mail Merge in the Search Results table to send the same mail to all contacts within the selected companies This feature is still under development 4 1 2 4 Sort items in columns To sort the elements in the search results table click the appropriate column title 11 XRMS Open Source User Guide 4 1 3 Company Options You can create a company either directly from the Companies Search screen by clicking the New Company link or indirectly as part of adding a new contact For more information see Figure 23 New Contact Search for a Company Screen 2 and the section in parentheses under this figure 12 Managing Customer Profiles To create a company directly from the Companies search screen Click the Companies link shown at the top of every CRMS screen to see the Search Companies screen In the Company Options sidebar box click the New Company link to see the New Company screen New Company Home Activities Companies Contacts Company Information Company e Intemational Investment Group Name PE a Legal Intemational Investments Inc Name Company Code CRM Status uG Prospect x Company Advertisement v Source rusty Heatheae E Owner Montiel Ra v Phone 7135860965 Alt Phone Fa 7135551284 URL wwiw interninvgrp com Employees 2050 Revenue 4 500 000 00 dollars Profile
48. dar View Export Mail Merge Browse Select Column Layouts Search 1 wT Open Cases Hide Case Company G Priority G Due No matches Select Column Layouts Search Files Name Size Owner Date No attached files Notes Attached To Date Owner No attached notes New Figure 2 Home Screen Starting Work in XRMS 2 2 About the Home Screen The XRMS Home screen alerts you to open activities and allows you to view the details of those activities by clicking on the item in the Summary column that corresponds to the required activity in the Search Results table You can navigate to any of the links on the top bar of the screen and can also view and undertake tasks from the sidebar Documentation Opportunities Open Cases Files and Notes The Home screen contains the following elements 1 A top bar with the links Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration and Preferences 2 A table with the title Search Results This allows you to view the list of activities that meet the search criteria specified in the Filter Activities box 3 A box with the title Filter Activities You can only view this box if you click Filter Activities in the Search Results table This box enables you to filter activities based on the given criteria 4 A sidebar with the elements Documentation Opportunities Open Cases Files and Notes 2 2 1 Links on the Top Bar The links on the t
49. der the Contacts table to see the New Contact for lt Company Name gt screen The name of the company to which the contact is added is displayed on the title bar of the screen New Contact for International Investment Group Open Source CRM Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Home Address Contact Information Address Name New York 145 Fifth Avenue Salutation Mr vi Line 1 145 Fifth Avenue Hi First Names Matthew Line 2 Last Name Drake city NewYork 0 Tile AZ Company International Investment Group State Province Division Mutual Funds Division v Postal Code Business Address Intemational Investment Group 7 Enter New or Edit Existing Address M Country United States vi E Mail Address Type commercial v Work Phone 713 555 0965 x 232 Cell Phone Address Body Home Phone Use Fax 713 555 1284 Summary Description Gender Male v Interests Profile Add Contact Figure 21 New Contact for Company Name Screen 32 Managing Contacts Add New Contact Enter the following fields Under Home Address Address Name Enter the name that should appear in address selection lists Line 1 and Line 2 Enter the address details of the contact City Enter the city name State Province Enter the state or province Postal Code Enter the postal code Country Select the country from
50. e 1 123 Fifth Avenue Line 2 City New York State Province Postal Code Country United States Address Type unknown Address Body International Investment Group 42 Rue du Lac Zurich Switzerland Use Save Changes Delete Address Figure 7 Edit Contact Address 4 1 5 Recently Viewed When you click the Companies link you will see the Recently Viewed sidebar box on the right of the screen This contains the list of companies that have been viewed recently Click on a company name to view the details of that company 17 XRMS Open Source User Guide 4 1 6 Viewing Company Details You can view company details when you Search for a company and click on the company name in the Search Results table Or Select a company from the Recently Viewed box that is on the sidebar of the Companies screen All the details of the company that have been provided are displayed The date the company was created and the date on which the most recent update was made are also shown 18 Managing Customer Profiles Company Details International Investment Group Categories Company Details No categories Opportunities Hide Opportunity Tye G Status G Close Date No matches Select Column Layouts Sales Opportunity v New Search Open Cases Hide Page 1 1 1 records found Case Priority G Twe G Due Help001 Critical Help Item 2005 08 31 Select Column Layouts i
51. e CRM Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Search Criteria Summary Contact Company Phone Call Owner Search By Date Type Completed userl E ScheduledEnd Before 2005 0830 C Phone Call E an y Saved Searches Search Title No Saved Searches Add to Everyone Results View Search Clear Search Advanced Search Figure 44 Open Activities Screen Search Criteria box Search Criteria Enter any of the following fields to search for an activity Summary Enter a brief description of the activity Contact Enter the name of the contact whose details you are searching for Company Choose the company from the drop down list Owner Choose the employee assigned to establish a relationship with the company from the drop down list Search by Date Select the date criteria from the options in the drop down lists and click on the calendar icon to select the date Type Choose the type of activity from the drop down list Completed Choose the status of the activity from this drop down list Saved Searches Searches that are saved are shown in the drop down list If you enter a Search Title in the box provided the search is saved If you select an item from the drop down list and click Delete this search is removed Search Title Enter the title of the search if you wish to save this search Add to
52. e Company Screen Buttons Enter the following details Company Displays the present name of the company Former Names Displays the former names if any of the company that have been added by the user Click Delete beside the former name to delete it Former Name Enter the former name of the company Click Add Former Name to save and add the former name 5 2 Change Credit worthiness Details Admin Details that can be changed here are Account Status Tax ID Credit Limit Rating Terms Customer Key and Vendor Key To reach the Admin screen click Admin in the Company Details screen See Figure 8 The Admin screen is displayed Open Source CRM International Investment Group Admin Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Edit Account Information Account Status Approved ze Tax ID Credit Limit 1 000 000 Rating Good w Terms we 30 Days Customer Key Vendor Key Save Changes Delete Company Click the button below to remove this company and all associated contacts activities opportunities cases etc from the system Delete Company Figure 10 Admin Screen Edit Account Information Account Status Select the appropriate account status from the drop down list Tax ID Enter the Federal Tax ID of the company in the box provided Credit Limit Enter the credit limit in figures The cr
53. e added You see the message Contact Added 33 XRMS Open Source User Guide 7 2 2 Adding a New Contact from the Contacts screen 1 Click the Contacts link on the top bar of any XRMS screen to reach the Contacts screen See Figure 20 2 In the Contact Options sidebar of the Contacts screen click New Contact to see the Search for a company screen Open Source CRM Search for a company Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Search for a company Company Intemational Search Cancel Figure 22 New Contact Search for a Company Screen 1 3 Enter the company search criteria in Company You can now Click Cancel if you want to cancel the search Click Search to find the company based on the search criteria You see the Select a Company or Create a New Company screen Open Source CRM Select a company or create a New Company Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Select a company or create a Hew Company Company Intemational Investment Group w Select Cancel Figure 23 New Contact Search for a Company Screen 2 4 Select the appropriate company from the options in the Company drop down list if it is an existing company 5 Alternatively click the New Company link on the title bar to create a new company You wil
54. e address In the Create New Address box Create a new address Select the check box beside Create a New Address NOTE If you edit or delete the existing address it would result in a changed address for all the companies and contacts associated with this address In the Edit Address box Edit the current address for this contact Go to the Edit Address box and enter details as appropriate Select the Use check box beside Address Body to use the edited address Click Save Changes to save the edited address You see the message Changes Saved Click Delete Address to delete the address 16 Managing Customer Profiles Logged in as user Logout XRMS Open Source CRM Tony Walls Edit Address Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences This Address Is Also Used By Primary Address International Investment Billing Address Group Shipping Address Payment Address International Investment Elizabeth Boyer Group International Investment Tony Walls Group Use Alternate Address International Investment Group O International 42 Rue du Lac urici Investment Group d Investment Grou Soei Create Hew Address Editing Deleting this record will change the address for all companies and contacts listed above Create a New Address Edit Address Contact Tony Walls Address Name New York 123 Fifth Avenue Lin
55. edit limit will be in the currency corresponding to the country specified in the address field Rating Select appropriate company rating from the options in the drop down list Terms The default credit period set in the software Enter the number of days in the box provided Customer Key Unique number for a company that can be added and modified by any user Enter the customer key number in the box provided 21 XRMS Open Source User Guide Vendor Key This is a unique field that users can add or modify Enter the vendor key number in the box provided After you have entered all the required information click Save Changes to save the edited account information The message Changes saved is displayed Delete Company Details To delete company details and other related information associated with it click Delete Company in the Delete Company box of the Admin screen 5 3 Duplicate Company Details Clone You can create an exact copy of the details of any company that currently exists This feature is used when a single company has several entities that provide different services from the same location under different names To clone the details of a company click Clone in the Company Details screen See Figure 8 You are taken to the New Company screen that displays all the information of the company that you are cloning For details of the fields see Figure 6 New Company Screen The Company Name and
56. eeeeeeeeeeeeeeeeeeee eee eeeeeeeeeeeeeeseees 45 Add Relationship for Company Screen 1 eeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeees 45 Add Relationship for Company Screen 2 2 eeeeeeeeeeeeeeeeeee eee eeeeeeeeeeeeeeeeeneees 46 Relationships for Company Edit Aesoclatton REENEN 46 Relationships for Contact Sidebar Box cccc ce eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 47 Add Relationship for Contact Screen 1 eeeeeeeeeeeeeeeeeeeeee eee eeeeeeeeeeeeeeeeeeeees 47 Add Relationship for Contact Screen 2 eeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneees 48 Relationships for Contact Edit Association KEEN 48 Notes Sidebar Box cciccsscsectecccivsesceccteeceessceetsceecereuevececuedueed KEEN EE LRL daran e teni anna 49 Attach E 49 Former Companies Sidebar Box cccccceceeeeeeeeeeeeeeeeeeeeeeeeaeeaeaaeeaeeeeeaeeaeneananeaaees 50 Open Activities Screen Search Criteria box 52 Search Results Activities eese enne nnne nennen 53 Activity Details Screen eec decedente ieri 55 Activity RecUrrernce O usen deed 56 Activity Participants Sidebar Box eene nnn 57 Activity Participant Screen eeeeeeeeeeeeeeeeeeeee nennen nnne nnn nnn nnne nnne 57 New Activity Table sarsan anina rte tada canada 58 Search Case Screen oi a 60 Search Results CASOS ommmcccccccnnnnncnnncnnnnnn c
57. elps you to create a new home address 1 Click Add New Address to see the New Home Address screen This is similar to Figure 15 New Business Address Screen 2 For details of how to create a new home address see 5 5 1 Adding a Company Address 40 You can now Managing Contacts Click Create to create a new home address for the contact Click Return to List to return to the lt Company gt Addresses screen 7 4 Cloning Contact Details The Clone feature in the Contact Details screen allows you to create an exact copy of the details of any contact that currently exists To clone contact details 1 Click Clone in the Contact Details screen See Figure 24 2 You see the New Contact for lt Company Name gt screen that displays all the information of the contact that you are cloning For details of the fields see Figure 21 3 Enter details as appropriate and click Add Contact to create a new contact based on the information of an existing contact 8 Common Sidebar Elements This chapter describes common elements in the sidebars of the details screens of Companies Contacts Campaigns Opportunities and Cases The different sidebar elements present in these screens are indicated by check marks in the table Sidebar Company Contact Details Case Opportunity and Elements Details Screen Screen Campaign Details Screens Categories Opportunities Open Cases Relationships for Company Re
58. er 13 Filesto learn how to add modify and delete a file 8 8 Former Companies The Former Companies box is on the sidebar of the Contact Details screen This box shows the companies that the particular contact has been associated with previously Former Companies Hide Company el Im No matches Figure 43 Former Companies Sidebar Box Click Hide to hide the sidebar box 49 XRMS Open Source User Guide SECTION 2 MANAGING LEADS With XRMS you can manage different customer relationship aspects that are relevant to companies and contacts Typical business enhancement activities identify potential business prospects contact them and keep track of likely buyers Within XRMS these tasks are termed Activities Cases Campaigns Opportunities These are described in the sections that follow 50 9 Activities An attempt by an XRMS user to get in touch with a contact to maintain or increase business is known as an activity Telephone calls e mails or meetings are different types of activities Activities have defined start and end dates measured in days Users select the start date and end date from the pop up calendar or type them in the respective boxes provided Activities are linked to a company contact case or opportunity 9 1 Searching for an Activity Click the Activities link on the top bar to see the Open Activities screen with the Search Criteria box XRMS Open Activities Open Sourc
59. ere is an additional Delete button Make changes to the fields as required To record your changes click Save Changes To delete this case click Delete 60 Activities 10 3 Adding a Case Cases need to be associated with a company or a contact For this reason you can only add a case from the Open Cases sidebar box See Figure 32 in the Company Details or Contact Details screen From Company Details screen From Contact Details screen Click the Companies link to see the Search screen Click the Contacts link to see the Search screen Enter criteria to search for a company if the company is not in the Recently Viewed sidebar box Enter criteria to search for a contact if the contact is not in the Recently Viewed sidebar box Click on the company name in the Search Results table to see the Company Details screen If the company is in Recently Viewed click on the company name in this box to see the Company Details screen Click on the contact name in the Search Results table to see the Contact Details screen If the contact is in Recently Viewed click on the contact name in this box to see the Contact Details screen In the Open Cases sidebar box See Figure 32 select the case type from the drop down list Click New to see the New Case screen See Figure 54 where you can add a new case In the Open Cases sidebar box See Figure 32 select the case type from the drop down list Cl
60. es Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Confirm Recipients Company Owner Contact E Mail International Investment Group rmontiel Elizabeth Boyer eboyer interiny com Y Continue Figure 13 Confirm Recipients Screen 9 Select the check box to confirm the recipient s of the bulk e mail 10 Click Continue again to see the Messages Sent screen that confirms that the message has been sent 5 5 Addresses In XRMS each company can have several addresses for example Primary Default Shipping Default and Payment Default Addresses need to be added edited and removed when required 5 5 1 Adding a Company Address To add new addresses for a company click Addresses in the Company Details screen See Figure 8 The lt Company gt Addresses screen is displayed S as user1 Logout Open Source CRM International Investment Group Addresses Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Add New Address Search Addresses New Address Street City Postcode State Province Country United States x Search Addresses Addresses Hide Page 1 1 2 records found Address llame Used By Formatted Address Primary Billing Shipping Payment Contacts Default Default Default Default International Investment Elizabeth Boyer International Investment O o O Group
61. ete E ter eat e PO itte UOTE 10 Snail Mail Merge RH e eh ERE VL I Re e REUS 11 Select Col mmn Layouts ceca a TS 10 T Text Repoftss eni o RN CIA OR E GEGEN RR GEI UR IDE REGI TRO Han 81
62. given in the drop down list 15 Click More Info to view details of this company or contact 16 To ensure the relationship is saved click Add Relationship for Contact 8 5 2 Deleting a Relationship for a Contact To delete a relationship for a contact 1 Go to the Relationships for Contact sidebar box to view the list of relationships defined for various companies or contacts 2 Click Edit beside the name of the company or contact that you wish to edit See Figure 37 Relationships for Contact Sidebar Box You will then see the Edit Association screen Open Source CRM Edit Association Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Hame Diane Marsh Unassociate Figure 40 Relationships for Contact Edit Association 3 Click Unassociate to delete the relationship 47 XRMS Open Source User Guide 8 6 Notes The Notes box is on the sidebar of the details screen of a company contact case campaign and opportunity The box displays the names of any notes that have been written on the activities Notes Attached To Date Owner 2005 09 01 User View Edit Inform the Research Team Figure 41 Notes Sidebar Box 8 6 1 Attaching a Note To attach a new note 1 Click New from the Notes sidebar box of the Company Contact Case Campaign or Opportunity Details screen to see the Attach Note screen Open
63. hows opportunities that are associated with the activities in the Open Activities table This sidebar box is shown only in the Company and Contact Details screens Opportunities Hide Opportunity Type G Status GI Close Date No matches Select Column Layouts Sales Opportunity New Search 42 8 3 Open Cases This box shows open cases that are associated with activities in the Open Activities table You see this sidebar box only in the Company Details and Contact Details Figure 31 Opportunities Sidebar Box Click Select Column Layouts For details see 4 1 2 1 Click Search to look for opportunities of the selected type Click Hide to hide the Opportunities sidebar box Open Cases Hide Page 1 1 1 records found Case Priority G Type G Due Help001 Critical Help Item 2005 08 31 Select Column Layouts Bug v New Search Figure 32 Open Cases Sidebar Box 8 4 Relationships for Company 43 Click on the case name in the Case column to view its details Click Select Column Layouts For details see 4 1 2 1 Click Search to look for cases of the selected type Click Hide to hide the Open Cases sidebar box See Chapter 10 Cases to learn how to add modify delete and search for a Managing Contacts Click on the opportunity name in the Opportunity column to view its details Select the opportunity type from the drop down list and click New to add a new opportunity according
64. ice President rmontiel Select Column Layouts Mail Merge Snail Mail Merge Figure 20 Contacts Screen 30 Managing Contacts 7 1 Search for Contacts You can search for a contact based on any of the criteria that follow See the Search Criteria box in Figure 20 Contacts Screen Search Criteria Enter any of the following fields Last Name Enter the last name of the contact First Names Enter the first name s of the contact Company Enter the name partial or full name of the company where the contact works Email Enter the e mail address of the contact Phone Enter the telephone number of the contact Title Enter the job title of the contact within the company Description What is typically mentioned here Owner Choose the employee assigned to establish a relationship with the company from the drop down list Category Choose the category of this contact from the drop down list Saved Searches Searches that are saved are shown in the drop down list If you enter a Search Title in the box provided the search is saved If you select an item from the drop down list and click Delete this search is removed Search Title Enter the title of the search if you wish to save this search Add to Everyone Select this check box to add this search to all your contacts Click Search to find the required contacts Click Clear Search to clear all the fields so that you can enter new informatio
65. ick New to see the New Case screen See Figure 54 where you can add a new case Enter the case details as described in the table that follows Figure 54 New Case Screen Enter the case details as described in the table that follows Figure 54 New Case Screen Click Save Changes You see the message Case Added Click Save Changes You see the message Case Added 61 XRMS Open Source User Guide New Case Case Title Division Contact Type Status Priority Owner Due By Open Source CRM Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Case Details Help001 v Elizabeth Boyer v Help Item v New Y Status Definitions Critical Zimmerman v 2005 08 31 14 12 00 Eg Support for software for marketing campaign Description Save Changes Figure 54 New Case Screen Add New Case Enter the following to add a new case Case Title Enter the title of the drop down list from the drop down list case as it should be displayed Contact Choose the name of the contact from the drop down list Type Choose the type of case from the drop down list Status Choose the status of the case from the drop down list Status Definitions Click this link to see the status of the case Priority Choose the priority of the case from the drop down list Due by Select
66. iewing Updating and Deleting an Opportunity Click on the opportunity name in the Search Results Opportunities screen to view details of the opportunity Alternatively click on the case name in the Recently Viewed sidebar box of the Opportunities screen or click on the appropriate opportunity name in the Opportunities sidebar box of the Company or Contact Details screen to see the Opportunity Details screen Unable to add opportunity and therefore cannot access Opportunity Details screen Figure 57 Opportunity Details Screen Click Edit to make changes to opportunity details You now see the Opportunity Details Edit screen where you can make the necessary changes This is similar to the New Opportunity screen See except that it has the Company field and an additional Delete button You can now Click Save Changes to ensure changes are made in XRMS Click Delete to delete the opportunity 64 Cases 11 3 Adding an Opportunity Opportunities need to be associated with a company or a contact For this reason you can only add an opportunity from the Opportunities sidebar box in the Company Details or Contact Details screen The procedure to add an opportunity is as follows From Company Details screen From Contact Details screen Click the Companies link to see the Search screen Click the Contacts link to see the Search screen Enter criteria to search for a company if the company is not in the Recently
67. k Calendar View in the Search Results table The activities for a month are shown as the default For more details see information in the Month View bullet The other buttons are Click List View to see the default list display of the activities Click Week View to see a weekly display of activities By default it displays the days of the current week The column on the extreme left displays the time intervals You can also Click Previous Week to display the previous week Click Next Week to display the next week Click Month View to see a monthly display of activities This is the default display for the Calendar View feature and shows the calendar of the current month in the current year There are two buttons at the top of the calendar The button on the left displays the previous month of the current year Click on the button to view the previous month s calendar The button on the right displays the next month of the current year Click on the button to view the next month s calendar Click Iconic View to Click Normal View to 53 XRMS Open Source User Guide 9 2 Viewing Modifying and Deleting Activity Details In the Search Results screen click on the item in the Summary column that corresponds to the activity that you wish to view You will see the Activity Details screen Logged in as user1 Logout XRMS Open Source CRM Activity Details Phone Call Home Activities Companies Contacts Campaigns
68. l see the New Company screen See Figure 6 Enter details as described in Company Information Address and Contact Information under this figure 6 When all the required information has been entered click Save Changes You see the Company Details screen with the message Company Added To add a contact follow the procedure described in the section 7 2 1 Adding a New Contact from the Company Details screen You can now Click Cancel if you want to cancel the search 9 Click Select to select the company You now see the New Contact for Company Name screen See Figure 21 10 Enter the details in the fields as described in the Add New Contact table in 7 2 1 Adding a New Contact from the Company Details screen 11 Click Add Contact to save the information you have added 34 Managing Contacts 12 You see the message Contact Added 7 3 Viewing Contact Details To view details of a contact Click the Contacts link on the top bar to see the Contacts screen Enter details in the Search Criteria box and click Search Click on the contact s name in the Name column of the Search Results table to view the contact details Alternatively click on the contact name if it exists in the Recently Viewed sidebar box Both the above will take you to the Contact Details screen 35 XRMS Open Source User Guide Contact Detail Elizabeth Boyer Categories No categories Manage Opportunities m E e Close
69. lationships for Contact Notes Files Former Companies 41 XRMS Open Source User Guide 8 1 Categories Categories are custom fields that can be related to Companies Contacts Campaigns and Cases Categories are added and modified by the Administrator 8 1 1 Managing Categories To associate a category with a company contact campaign or case 1 In the details screens of Companies Contacts Campaigns or Cases go to the Categories box on the sidebar Categories International Manage Figure 29 Categories Sidebar Box 2 Click Manage to see the Manage Categories screen s user Logout XR International Investment Group Manage Categories Open Source CRM Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Manage Categories Associated With Not Associated With International Calamos Institutional PC Strategic Alliance Finished Figure 30 Manage Categories 3 To move an item from the Not Associated With column to the Associated With column click on it 4 Similarly to move an item from the Associated With column to the Not Associated With column click on it After you have completed moving the items to the respective columns click Finished The Categories sidebar box displays the items in the Associated With column 8 2 Opportunities This box s
70. le Interests Elizabeth has worked with us for 15 years Profile Save Mail Merge Delete Transfer Figure 25 Edit Contact Information Screen 2 The Edit Contact Information screen is similar to the New Contact for lt Company Name gt screen See Figure 21 Enter the details to be modified or added You can change details as described in the Add New Contact table in 7 2 1 Adding a New Contact from the Company Details screen 37 XRMS Open Source User Guide 9 The additional fields in the Edit Contact Details screen are described in the box that follows Company Displays the company name with which the contact is associated Business Address Displays the address entered by the user You can also click Choose New Address to select a new business address Alternatively you can click Edit Address to edit an existing business address For details see 7 3 2 Editing an Address Home Address Displays the address entered by the user You can also click Add New Address to create a new home address Alternatively you can click Edit Address to edit an existing home address For details see 7 3 2 Editing an Address 3 You can now Click Save to save the changes you made You see the message Changes saved Click Mail Merge to send e mail to several contacts See Send E mails to Contacts Mail Merge for more details Click Delete to delete this contact and all associated details Click Tra
71. loyees Companies Number of employees in any company Can be added and modified by any user Export Administration Allows export of the XRMS database Files Contacts Refers to files uploaded to XRMS Files can be Word files Campaigns PDF spreadsheets or any other type of file Former Names Companies The previous name of any company Import Administration Ability to import company and contact information into the XRMS database Industry Companies Industry that company operates in example Automotive Healthcare Finance and so on Industries can be added and modified by an administrator Legal Name Companies The company s legal name This is usually the same as the company name but may be different Can be edited and entered by any user Mail Merge Companies Provision to send e mails to companies and contacts Contacts using boilerplate text or a blank e mail form blank or customized templates Modified Date Companies Date on which a company or contact was modified Contacts 81 XRMS Open Source User Guide Term Association Description Notes Companies Displays names of any notes that have been written on Contacts the activities Cases Opportunities Campaigns Open Activities Activities Activities that are not closed or completed Open Cases Cases Cases that are not closed or completed Open Items Cases Activities Cases or activities that are not
72. ls Email campaign Sep05 Categories Campaign Details No categories Email campaign Sep05 Manage E Mail xus New Notes 0 Attached To Date Owner 2005 09 02 No attached notes is 2005 09 14 New Files 2005 08 30 by user Name Size Owner Date 2005 08 30 by usert No attached files Open Source CRM Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Email campaign to increase awareness of new initiatives planned for the year Scheduled End El Aad Done Logged in as User Logout Scheduled End New Edit New Activity Summary User One User v en Filter Activities Summary Owner G Type G No matches Select Column Layouts Calendar View Browse Figure 63 Campaign Details Screen Click Edit to make changes to campaign details You now see the Campaign Details Edit screen where you can make necessary changes This is similar to the New Campaign screen See Figure 60 except that there is an additional Delete button To ensure your changes are recorded click Save Changes To delete this campaign click Delete 71 XRMS Open Source User Guide 13 Files You can attach one or more files with relevant information to a company contact opportunity case or campaign 13 1 Searching for a File Click the Files link on the top bar to see the Search screen You can also view files that you have recently worked
73. n Search Results The contacts that meet the specified search criteria are filtered by XRMS and displayed in the Search Results table This is shown at the bottom of the Search Criteria table in the Contacts screen See the Search Results table in Figure 20 Contacts Screen You can now choose to Select Column Layouts allows you to select which data columns from the list of names in the Available Columns box should be displayed Mail Merge Send the same e mail to a list of e mail ids Snail Mail Merge send the same mail to all contacts within the selected companies For more details on these features see 4 1 2 Search Results Recently Viewed 31 XRMS Open Source User Guide This window lists the contacts of different companies that have been viewed recently 7 2 Adding a New Contact Details of contacts that need to be maintained are name address telephone number fax number title division and any other relevant information You can add a new contact From the Company Details screen From the Contacts screen 7 2 1 Adding a New Contact from the Company Details screen 1 Click on a company name in the Recently Viewed sidebar box to see the Company Details screen 1 Alternatively you can search from the Companies gt Company Search screen and select the company from the Search Results table to get to the Company Details screen 2 Go to the Contacts table in the Company Details screen Click New un
74. n This box contains links to documentation that will enable you to use XRMS effectively Opportunities This box shows opportunities that are associated with the activities in the Search Results table Click on the opportunity name to view details Click Select Column Layouts For details see 4 1 2 1 Click Search to enter details of an opportunity that you are looking for Open Cases This box shows open cases that are associated with the activities in the Search Results table Click on the case name to view details Click Select Column Layouts For details see 4 1 2 1 Click Search to enter details of an open case that you are looking for Starting Work in XRMS Files Click on any file name to view files related to the activities on the Home screen The files which are related to activities whose due date for completion has passed are highlighted in red Notes Displays names of any notes that have been written on the activities Click on the name of the note to see details Click View Edit to view or edit the note Click New to write a new note 2 3 To Logout Click Logout on the top bar of any screen to log out from the XRMS website XRMS Open Source User Guide 3 Performing Searches In XRMS you can search for a company contact activity case or file This can be done in two ways 1 Search You can enter the criteria to find a particular company contact activity case
75. n in the box that follows Campaign Name Enter the name of the campaign Type Choose the type of campaign from the drop down list Owner Choose the owner who is assigned to establish a relationship with the company from the drop down list Category Choose the category from the drop down list Media Enter the type of media for the campaign Status Choose the status of the campaign from the drop down list After you enter the search details click Search Click Clear Search to clear the fields so that you can enter new search values 12 2 1 Search Results The campaigns that meet the specified Search Criteria are filtered by XRMS and displayed in the Search Results table Search Results Hide Page 1 1 1 records found Campaign Type Status Owner Starts Ends Email campaign Sep05 E Mail New userl 2005 09 02 2005 09 14 Select Column Layouts Mail Merge Figure 62 Search Results Campaign 70 Click on the campaign name to view the details of the campaign You can also Click Select Column Layouts For details see 4 1 2 1 Click Mail Merge For details see 4 1 2 2 12 3 Viewing Editing and Deleting Campaigns Opportunities Click on the campaign name in the Search Results Campaign screen to view details of the campaign Alternatively click on the campaign name in the Recently Viewed sidebar box in the Campaigns screen to see the Campaign Details screen Campaign Detai
76. name of the Company in the Recently Viewed sidebar box or when you have done a search for the company and it appears in the Search Results box You now see the Company Details screen See Figure 8 9 Click New under the list of contacts in the Contacts table This shows you the New Contact for Company Name screen See Figure 21 The top bar of this screen shows you the name of the company for which you are adding the contact 10 Enter contact details in Contact Information and Home Address For more information see the Add New Contact table in 7 2 1 Adding a New Contact from the Company Details screen 11 Click Add Contact You see the message Contact Added 15 XRMS Open Source User Guide 3 4 1 4 1 About the Edit Address check box If you select the Enter New or Edit Existing Address check box beside the Business Address field in the New Contact for lt Company Name gt screen and click Add Contact you see the Edit Contact Address screen See Figure 7 You can do the following from the Edit Contact Address screen In the This Address Is Also Used By box Edit the company s primary address Click the link beside Primary Address Edit the address beside the name of the contact Click on the contact s name to reach the Contact Details screen and click Edit to edit the address In the Use Alternate Address box Select an alternate company address from one of those given in the list Click on the radio button beside th
77. ne Activities Filter Activities Hide Page 1 5 79 records found I lt lt lt 123456 gt gt SL Summary Owner G Type G Contact G About Scheduled Start Scheduled End ToDo mthielen Client Review Diane Marsh Help001 2011 01 02 2011 01 02 To Do mthielen Client Review Diane Marsh Help001 2010 09 27 2010 09 27 Select Column Layouts Calendar View Export Mail Merge Browse Figure 8 Company Details Screen NOTE If a Division is created the Company Details screen contains the Restrict By Division drop down list so you can select the division for which you wish to view details Select a division to view its details in the lt Company Name gt lt Division Name gt screen This is the same as the Company Details screen with an additional Administer Division button If you click this button you see the Edit Division screen where you can change details of the division For details see Chapter 6 Divisions You can add edit or delete company information using the following buttons Edit Admin Clone Addresses and Divisions See Chapter 5 Working with the Company Screen Buttons for details about how these buttons are used 19 XRMS Open Source User Guide 5 Working with the Company Screen Buttons This chapter explains the features of the buttons in the Company Details screen The buttons are Edit Admin Clone Mail Merge Addresses and Divisions Detailed information about Divisions is provided in Chapter 6
78. nsfer to transfer details of this contact to another company The details of this feature are explained in 7 3 1 1 7 3 1 1 To Transfer Contact Details to Another Company The Transfer button helps in transferring details of a contact to another company 1 Click Transfer in the Edit Contact Information screen See Figure 25 to see the Transfer to Another Company screen 1 Open Source CRM Elizabeth Boyer Transfer to Another Company Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Search for Company Name or ID International Investmer Je Search Figure 26 Transfer to Another Company Screen 1 2 Enter the search criteria company name or id in the Search for Company box 3 Click Search to see the Transfer to Another Company screen 2 The Transfer to Another Company drop down list displays the search results based on the given search criteria 38 Managing Contacts Open Source CRM Elizabeth Boyer Transfer to Another Company Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Transfer to Another Company International Investment Group e More Info Save Save and Update All Records Figure 27 Transfer to Another Company Screen 2 4 Select the appropriate company name or id where you want to transfer the contact details to from
79. nt Description Enter a description about the contents of the file Upload Enter the path of the file or click Browse to select the file from your local machine 27 Click Upload to attach the file 74 Files 13 3 Viewing Editing and Deleting Files Click on the file name or the file id in the Search Results Files screen to view details of the file Alternatively you can view files that you have recently worked with by clicking on the file name in the Recently Viewed sidebar box of the Files screen or click on the file name in the Files sidebar box of the Company Contact Case Opportunity or Campaign Details screens to view the file You now see the File Details screen where you can make necessary changes Open Source CRM File Details Mary The firm s name is International Investment Group and my contact is Mrs Elizabeth Boyer Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences File Information ID 1436 File Name Mary The firm s name is International Invest Uploaded 2004 11 08 by MMolenkamp Size 3217 KB Mary The firm s name is International Investment Group and my contact is Mrs Elizabeth Boyer I m sorry for the rush and appreciate your help Description Change e FE ange 2004 11 08 El So Browse File Save Changes Download Detete Figure 68 File Details Screen Make
80. nter the state or province Postal Code Enter the postal code Country Select the country from the drop down list If you do not it is assumed that the country is the US Use Non Standard Address Select the check box to use the non standard address Non Standard Address If the Address can not be formatted correctly using a standard Une Line2 City State Province Country designation you may enter a free form text address here You should only do this when absolutely necessary as non standard addresses are not completely searchable and may not be indexed correctly for reports that require location Contact Information This box in the New Company screen is provided so you can add a contact for a company while creating the company First Names Enter the first name s of the contact in this company Last Name Enter the last name of the contact Title Enter the title of the contact within the company E Mail Enter the e mail address of the contact Work Phone Enter the office phone number Enter the extension number in the adjacent box Home Phone Cell Phone Enter the respective phone numbers Profile Enter relevant information about the contact not addressed in any of the fields above After all the required information has been entered click Save Changes You see the message Company Added 4 1 4 How do Add a Contact to an Existing Company 1 Click on the Companies link 8 Click on the
81. o view the list of relationships defined for various companies 2 Click Edit beside the name of the company that you want to edit See Figure 33 Relationships for Company Sidebar Box You will then see the Edit Association screen Open Source CRM Edit Association Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Hame Global Securities Inc Unassociate Figure 36 Relationships for Company Edit Association 3 Click Unassociate to delete the relationship 45 XRMS Open Source User Guide 8 5 Relationships for Contact Contact relationships are depicted in terms of a contact s association with another contact or company This sidebar box exists only in the Contact Details screen Relationships for Contact Partner partner of Diane Marsh Edit International Investment Group Add Relationship New Relationship Mail Merge Mail Merge Figure 37 Relationships for Contact Sidebar Box For details on the Mail Merge feature see 4 1 2 2 8 5 1 Adding a Relationship for a Contact Contact Relationships can be between two contact individuals or between a contact individual and a company To add a new relationship for a contact 1 Click New Relationship from the Relationships for Contact sidebar box See Figure 37 of the Contact Details screen You see the Add Relationship for Contact screen 1
82. on the Companies link on the top bar a search based on the search criteria you last specified is performed and you can view the corresponding search results 4 1 2 Search Results The companies that meet the specified Search Criteria are filtered by XRMS and displayed in the Search Results table You can do the following from this table Select Column Layouts allows you to select which data columns should be displayed from amongst the list of data in the Available Columns box Mail Merge send the same e mail to a list of e mail ids Snail Mail Merge send the same mail to all contacts within the selected companies Sort items in columns 4 1 2 1 Select Column Layouts The Select Column Layouts feature is designed so that you can tailor onscreen search result displays according to their needs Click Select Column Layouts in the Search Results table to see the Select Columns screen Select Columns Displayed Columns Available Columns Layouts al Company Name lt one City Update View Company Code State V ser one gt Reset View Industry x move all gt lt move all Bi KS Cancel Changes Figure 5 Select Columns 10 Managing Customer Profiles The Available Columns box shows the complete list of column titles to be displayed The Displayed Columns box shows those columns you wish to have displayed 1 To select the column you require place the cursor bar over the column name and Click
83. onan nnnncr rre 61 Case Details Screen See conan cidad idad 61 Figure 54 Figure 55 Figure 56 Figure 57 Figure 58 Figure 59 Figure 60 Figure 61 Figure 62 Figure 63 Figure 64 Figure 65 Figure 66 Figure 67 Figure 68 Figure 69 Figure 70 Figure 71 New Case Screeners cnn ie aerea 63 Search Opportunities ScreeN ooooonooccccccccconnncnnncnnnnnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnncnncnnncnnnnnnnnns 64 Search Results Opportunities EE EEEEEEEEEEEEEEEEEEEEEEEEE ennnen 65 Opportunity Details Screen EEEEEEEEEEEEEEEEEEEE EEN 65 New Opportunity SCreen ccccccccesec cee ee teases ee eee eaaeaaaeeeaeeaeeaaaeeaaeeaaeeeeeeseeeeeeeeneneees 67 Campaigns oasa 69 New Campaign Screen esee nennen nnne nennen 70 Search Campaign Screen eeeeeeeeeeeeeeeeeeeeennnn nennen nnne nnne nnn nnns 71 Search Results Campaign cccccccccsesssenceeeeeeeeseeneeeeeneeeeeaneeeesaseseeeeeaeeeneessseeeaeees 71 Campaign Details SCreen cccccccseeeseeen eeeeeeeeeeeeeeeeeeaeeeceeeeeeseeeaaseseeeeeeeaeeseeeeseeneeeeees 72 Search File IUCIIIMM 73 Search Results Files c scciccccececcncticecseecsenctiiescesescoctinesseceseecetieseeeeesencetiueccesvisesceutiersss 74 EICXIDBDCRID 74 Ataca 75 SECTION 1 INTRODUCTION TO XRMS OPEN SOURCE BASICS Overview 1 Overview Thi
84. op bar of the Home screen are also present on every XRMS screen They provide an easy way to reach the corresponding feature Click on the relevant link to reach the feature you wish to work with 2 2 2 Search Results The Search Results table gives you details of all XRMS activities that meet the criteria specified in the Filter Activities box By default the search results are displayed as a list When the due date by which the activity is to be completed has passed the activity is highlighted in red For more information on the table and the buttons associated with it see 9 1 1 Search Results in the chapter on Activities XRMS Open Source User Guide 2 2 3 Filter Activities The Filter Activities box enables you to restrict the displayed activities or search for an activity based on specified filters 1 Click Filter Activities in the Search Results table to view the Filter Activities box Filter Activities Summary Contact Search By Date ScheduledEnd v Before v 2005 03 03 E Type Owner Company be v International Inve Filter Activities Clear Fitter Figure 3 Filter Activities Box Enter the criteria in the appropriate fields Click Filter Activities to view the results of the search in the Search Results table 7 Click Clear Filter to hide the Filter Activities box 2 2 4 Sidebar Elements on Home Page The different sidebar elements are explained in the table that follows Documentatio
85. ords a customer in XRMS is a company with whom XRMS has a business relationship and employs individuals contacts that interact with XRMS employees Opportunity A sales opportunity with a specific company and a contact within that company NOTE A comprehensive list of terms is provided in the Glossary at the end of this manual XRMS Open Source User Guide 2 Starting Work in XRMS To be able to work with XRMS you need to log in to the software Type the URL given to you by your system administrator to access this Web based system You then see the login screen Login Username danbrown Password 999990909 Login Figure 1 Login Screen 2 1 To Login 1 Enter your login name in the Username box The user name can be up to 100 characters 2 Enter your password in the box provided The password can be up to 100 characters 3 Click Login to see the XRMS Home screen Logged in as user1 Logout XRMS Open Source CRM Home Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Filter Activities Hide User Manual PDF Search Results Page 1 1 1 records found Opportunities Hide Summary Type G Contact G About Scheduled Start Scheduled End ane Tes G Status G Close Date To Do call to Diane Marsh Help001 2005 08 31 2005 08 31 portunity Type No matches Select Column Layouts Calen
86. ou can enter appropriate details Open Source CRM International Investment Group Divisions Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Hew Division Company International Investment Group Division Name Mutual Funds Division Address International Investment Group Y s ddiedit Addresses Handles mutual funds for the group Division Description aal Figure 17 New Division 6 Enter the following fields Company Displays the name of the company where you are adding a division Division Name Enter the name of the division Address Select the address from the drop down list Click Add Edit Addresses if you wish to add or edit an address You see the lt Company gt Addresses screen See Figure 14 where you can search and find an existing address or create a new address For details see 7 3 2 1 Choose New Address The Update button is replaced with two additional buttons in this screen Click Save Defaults to save the default address of the company or click Back To Company to return to the Company Details screen Division Description Enter a description about the division here 7 When you have added details of the new division click Add to save details of the new division You see the message Division Added The Divisions table of the New Division screen displays the details of the division you added 8 When y
87. ou wish to view a division of this company click Divisions in the Company Details screen In the Divisions table See Figure 18 of the New Division screen click the required division in the Name column to view its details 28 Divisions 6 2 Editing Division Details To edit a division 1 Click Divisions in the Company Details screen See Figure 8 You then see the New Division screen with the names of different divisions and their descriptions in the Division table Divisions Name Description Mutual Funds Division Handles mutual funds for the group Figure 18 Divisions Table 2 Click on the name of the division you wish to edit to reach the Edit Division screen Logged in as user1 Logout XRMS Open Source CRM International Investment Group Mutual Funds Division Edit Division Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Edit Division Company International Investment Group Division Mutual Funds Name Address International Investment Group v Handles mutual funds for the group Description Save Changes Delete Division Figure 19 Edit Division 3 Make necessary changes to the Division Name Address or Description fields as required 4 You can now Click Save Changes to save the edits you made You see the message Changes saved Click Delete Division to remove detail
88. pportunities Screen Search Criteria Enter any of the following fields to search for an opportunity Opportunity Name Enter the name of the opportunity that you are searching Company Enter the name of the company Campaigns Select the campaign from the drop down list Type Select the type of opportunity from the drop down list Owner Choose the employee assigned to establish a relationship with the company from the drop down list Status Choose the status of the opportunity from the drop down list Category Choose the category from the drop down list Close Date Click on the calendar icon to select the close date for the opportunity Saved Searches Searches that are saved are shown in the drop down list Search Title If you enter a search title in the box provided the search is saved If you select an item from the drop down list and click Delete this search is removed Add to Everyone Select this check box to add this search to all your contacts After entering all the information click Search 63 XRMS Open Source User Guide Click Clear Search to clear the fields so that you can enter new search values 11 1 1 Search Results The opportunities that meet the specified Search Criteria are filtered by XRMS and displayed in the Search Results table Unable to get to search results screen since opportunity details that we add are not being saved Figure 56 Search Results Opportunities 11 2 V
89. rovided the search is saved If you select an item from the drop down list and click Delete this search is removed Add to Everyone Select this check box to add this search to all your contacts After entering all the information click Search 72 Files Click Clear Search to clear the fields so that you can enter new search values 13 1 1 Search Results The files that meet the specified Search Criteria are filtered by XRMS and displayed in the Search Results table Search Results Hide Page 14 1 records found Hame Description Date ID Mary The firm s Mary The firm s name is International Investment Group and my contact is Mrs Elizabeth Boyer 2004 1436 name is_ I m sorry for the rush and appreciate your helg 11 08 International Investment Group Export Mail Merge Figure 65 Search Results File Click on the file name or file id to view the file You can also Click Hide to hide the Search Results table Click Export See Export in 9 1 1 Search Results Click Mail Merge See 4 1 2 2 13 2 Attaching a File You can attach a file to a company contact opportunity case or campaign To attach a file follow the procedure below 1 Click any one of the following links Companies Contacts Opportunities Cases or Campaigns For example click the Contacts link to see the Search screen 23 After the link is chosen enter the criteria to search for a contact if it is not in the
90. s Opportunities Cases Files Reports Administration Preferences Open Source CRM Edit Message Customer Service Inquiry From eboyer interniny com Subject Customer Service Inquiry Dear We would like to enquire whether you have received our email regarding the new investments in Cash Rich Computers Regards Elizabeth Boyer Attachments Add Continue Update Template Save as New Template Figure 12 Edit Message Enter the e mail address of the sender in From A valid e mail address should be entered in the From field The Subject field automatically displays the subject matter of the e mail according to the selected template Enter the content of the mail according to your requirement in the body of the mail In the Attachments field click Browse to select a file Click Add to add the attachment to the message You can now Click Update Template if you entered or added some text in the template You see the message Changes saved Click Save as New Template if you want to save the template with a new name For this first enter a name for the new template or edit the existing name in the Subject field You can now see the new template in the Mail Merge Bulk E Mail screen 8 Click Continue to view the Confirm Recipients screen 23 XRMS Open Source User Guide 5 Logged in as user Logout Confirm Recipients Open Source CRM Home Activities Compani
91. s Table C S 29 Edit RI EE 29 Contacts SCHON eege ii AEA a a A 30 New Contact for Company Name Screen sssssssssssssnrrnnununnnnnnnnnnnnnnnnnnnnnnnnnnnnnna 33 New Contact Search for a Company Screen 1 eee 35 New Contact Search for a Company Screen 2 seeeee 35 Contact Details Screen rine pi 37 Edit Contact Information Screen KKK KEREN KREE nennen enhn anna nada 38 Figure 26 Figure 27 Figure 28 Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Figure 34 Figure 35 Figure 36 Figure 37 Figure 38 Figure 39 Figure 40 Figure 41 Figure 42 Figure 43 Figure 44 Figure 45 Figure 46 Figure 47 Figure 48 Figure 49 Figure 50 Figure 51 Figure 52 Figure 53 Transfer to Another Company Screen 1 eene 39 Transfer to Another Company Screen 2 eene nnn 40 Addresses Table c S 41 Categories Sidebar BOXx eiie ierit Aana EARRANN ESTEER eE cueetcecetseni e 43 Manage Categories 2 2 02c ccccccecieecctiaceccsercenagettecedycessscectcdsedtesaasnanstnsceendeesnenecdedecerstesze 43 Opportunities Sidebar BoxX eeeeeeceee eee eeeeeeee eee e eee eeeee esses saasaaaaeeaeeeeeeaeeeeeeeeeee 44 Open Cases Sidebar Boxer eee enne 44 Relationships for Company Sidebar BoX
92. s chapter presents the salient features of XRMS and the hardware and software required to install this product 1 1 Key Features of XRMS XRMS is a Web based application that is designed so that users can Manage client companies and contacts within a company Initiate and manage marketing campaigns Initiate and manage cases opportunities and activities related to companies and contacts Upload files associated with activities or contacts Generate activity reports that help to monitor salesforce operations Customize and Administer the XRMS environment 1 2 Terms Used in this Manual Activity Action taken or task performed by a user that puts him or her in touch with a contact in a company Activities can take the form of a telephone call a letter meeting with or e mails to a contact Activities are linked to companies and contacts and can also be related to campaigns cases and opportunities Campaign A set of related tasks aimed at achieving a particular goal for example creating awareness about a specific product or service that XRMS offers or plans to offer A campaign usually extends for a fixed duration and is not related to a specific company Case A client support issue Company Business entity that has a relationship with XRMS Contact An employee of a company with which XRMS has a business relationship Contacts interact with XRMS employees on various fronts Customer A company that has contacts In other w
93. s of this division 29 XRMS Open Source User Guide 7 Managing Contacts Contacts are organizations and individuals within those organizations with whom your organization has a business relationship Contacts include institutional customers private clients or anyone who might work for the selected company or who has an important relationship with these contacts or with a company in XRMS In the case of High Net Worth clients the company may represent a family a family office or a trust The contacts in such a company are the family members Click Contacts on the top bar of any XRMS screen to reach the Contacts screen S Logged in as user Logout Open Source CRM Contacts Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Contact Options Search Criteria ew Gola Last Name First Names Company Email Phone Boyer Recently Viewed we Title Description Owner Category fone Contact Company 3 n Phone v v Diane Marsh International 713 Investment 670 Saved Searches Search Title Group 0965 No Saved Searches A Elizabeth Boyer International 713 Klee Investment 670 Grou 3257 Search Clear Search Tony Walls International 414 Search Results Hide Investment 089 Group 2341 Page 1 1 1 records found llame Company Code Title Description Owner Boyer Elizabeth International Investment Group WG V
94. the Search Criteria box These criteria are described below Company Name Enter the commonly used name or trade name partial or full name of the company Owner Choose the employee who created or is responsible for maintaining a relationship with the company from the drop down list Category Choose the category from the drop down list Industry Choose the industry from the drop down list XRMS Open Source User Guide Phone Enter the phone number of the company City Enter the name of the city to search for the respective companies State Enter the name of the state to search for the respective companies Country Select the name of the country from the drop down list Saved Searches Searches that are saved are shown in the drop down list Search Title If you enter a search title in the box provided the search is saved If you select an item from the drop down list and click Delete this search is removed Add to Everyone Select this check box to add this search to all your contacts Click Search to extract the relevant information Click Clear Search to clear all the fields so that you can begin with new search criteria Click Advanced Search to search for a company with criteria not available in the Search option above You now see the Companies screen where you can enter any criteria and click Search You now see the results of the search in the Search Results table Every time you click
95. the case Case Number Internal number awarded to the case Company Enter the name of the company Owner Choose the employee assigned to establish a relationship with the company from the drop down list Category Choose the category from the drop down list Type Choose the type of the case from the drop down list Status Choose the status of the case from the drop down list Saved Searches Searches that are saved are shown in the drop down list Search Title If you enter a search title in the box provided the search is saved If you select an item from the drop down list and click Delete this search is removed Add to Everyone Select this check box to add this search to all your contacts After entering all the information click Search to get the required information Click Clear Search to clear the fields so that you can enter new search values Click Bulk E Mail to send the same e mail to different contacts It is similar to the Mail Merge option For details see Send E mails to Contacts Mail Merge 59 XRMS Open Source User Guide 10 1 1 Search Results The cases that meet the specified search criteria are filtered by XRMS and displayed in the Search Results table Search Results Hide Page 1 1 1 records found Case Company G Owner G Type G Status G Priority G Due Help001 International Investment Group user Help Item New Critical 2005 08 31 Select Column Layouts Mail Merge
96. the drop down list Open Source CRM Add Relationship for Company Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Company International Investment Group 30Quired company Global Secur Search Figure 34 Add Relationship for Company Screen 1 3 Enter the search criteria company name or contact name in the box adjacent to the relationship type field In this case you wish to identify the company that was acquired 4 Click Search to see the Add Relationship for Company screen 2 where you can select the company or contact with which your organization has a relationship Open Source CRM Add Relationship for Company Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Companies International Investment Group acquired Global Securities Inc sl More Info Add Relationship for Company Figure 35 Add Relationship for Company Screen 2 5 Choose the appropriate company or contact from the options given in the drop down list 6 Click More Info to view the details of the company or contact that you select 44 Managing Contacts 7 To ensure the relationship is saved click Add Relationship for Company 8 4 2 Deleting a Relationship for Company To delete a company relationship 1 Go to the Relationships for Company sidebar box t
97. the drop down list Click More Info to view the company details of the selected company Click Save to save details of the contact s transfer and return to the Company Addresses screen See Figure 14 7 Click Save and Update All Records to save the updates and return to the Company Addresses screen 7 3 2 Editing an Address In the Edit Contact Information screen See Figure 25 the Business Address and Home Address fields display the address entered by the user You can also choose a new address edit an existing address or add a new address The buttons in these fields that perform these functions are described in the following sections 7 3 2 1 Choose New Address Click Choose New Address to select or create a new business address You see the Company Addresses screen See Figure 14 In this screen you can search for an address update the contact s address or add a new address 7 3 2 2 Search Addresses This helps you to search for an address based on the criteria entered in the fields Enter the search criteria as described under the Search Addresses section in 5 5 2 Searching for a Company Address 7 3 2 3 Addresses The Addresses table displays the results of the search or the different addressed that have been created Addresses Hide Page 1 1 2 records found Address Hame Used By Contacts Formatted Address Business Address International Investment Group Elizabeth Boyer International Investment Group O
98. the scheduled date for the completion of the case Description Enter the description of the case Division Select the division in the company where this case is applicable from the Owner Choose the employee assigned to establish a relationship with the company 62 Cases 11 Opportunities Opportunities in XRMS are sales related Opportunities need to be associated with a company and a contact within the company If no contact is specified XRMS considers the assigned default contact for the company 11 1 Searching for an Opportunity Click the Opportunities link to see the Search screen You can also view opportunities that you have recently worked with in the Recently Viewed sidebar box Opportunities Home Activities Companies Contacts Campaigns Opportunities Cases Files Reports Administration Preferences Recently Viewed Search Criteria Opportunity Company Status Close Date Opportunity Name Company Campaigns Type Ni ntl iti a EE International Investment I Email campaign Sep05 w Sales Opportunity ze Owner Status Category Close Date One User vw Preliminaries sve v Before v 2005 10 31 Es Saved Searches Search Title No Saved Searches Add to Everyone Search Clear Search Search Results Hide Opportunity Company G Owner G Opportunity Size Weighted Size Type G Status G Close Date No matches Select Column Layouts Mail Merge Figure 55 Search O
99. ttet tcr Peter ER iRn 11 e Ei HEINEN DE EE 11 4 1 2 4Sort items IN COLUMNS EE 12 4 4 3Gompany Options diode ein aod std en as 12 4 1 4How do Add a Contact to an Existing Company 15 4 1 4 1About the Edit Address check box eene 16 4 1 5Recently Viewer 17 4 1 6Viewing Company Details iiae i a Ide 18 5Working with the Company Screen Buttons eese 20 5 1Modify Company Information Edit 20 5 1 1Edit Former El 20 5 2Change Credit worthiness Details Admin 21 5 3Duplicate Company Details Clone emen 22 5 4Send E mails to Contacts Mail Merge em 22 5 9 AdGresses uc t ete e e loe tata eon Less I Eon n Cose tope esu 24 5 5 1Adding a Company Address 24 5 5 2Searching for a Company Address 26 5 5 3Viewing and Editing a Company Address 26 5 5 4Entering a Default Company Address 27 DEIER Ee EE dee 28 6 1 Creatingta DIVISION D 28 6 2Editing Division Details 29 TManaging COM Le EE 30 fl Search fof ele 31 72Adding a New ne EE 32 7 2 1Adding a New Contact from the Company Details screen 32 7 2 2Adding a New Contact from the Contacts screen 35 7 3Viewing Contact Detalls ernai nena A a deetren tee cett rine opt R e Ren etn eta 36 7 3 TEditing Contact RL UE 38 7 3 1 1To Transfer Contact Details to Another Company eene 39 L E e Tute Re Be TEE 40 7 3 2 1Choose New Address enter ceti ier ee eror REESE
100. with in the Recently Viewed sidebar box of the Company Contact Case Opportunity or Campaign Details screens Search Criteria File ID File Name File Description On What 1436 v On what Name Date Owner v Saved Searches Search Title No Saved Searches Add to Everyone Search Clear Search Figure 64 Search File Screen Search Criteria Enter any of the following fields to search for a file File ID This number is automatically generated by XRMS when a file is created Enter the number File Name Enter the name of the file File Description Enter the description of the file On What Choose the category that the file is associated with companies contacts contacts of companies campaigns cases or opportunities from the drop down list On What Name Enter the name of the company contact campaign case or opportunity depending upon the option selected in the On What field For example if you select the Contacts of Companies option in the On What field you have to enter the name of the company in the On What Name field to find files associated with contacts within a specific company Date Enter the date of the file in the format YYYY MM DD Owner Choose the employee assigned to establish a relationship with the company from the drop down list Saved Searches Searches that are saved are shown in the drop down list Search Title If you enter a search title in the box p
101. xists In the case of a company this feature is used when a single company has several entities that provide different services from the same location under different names Company Companies Refers to any company in the XRMS database Contacts can only be associated with companies Companies can be associated with cases and activities Company Code Companies Unique code assigned to a company by any user Company Name Companies The commonly used name or trade name partial or full name of the company In the case of high net worth clients it could be the name of family family office or trust Company Source Companies Source where company found your business This could be Advertisement Direct Mail Other Radio Search Engine Seminar Telemarketing Trade Show Web Site Word of Mouth Company sources can be added and modified by the Administrator Company Types Companies Indicates the type of company Example Competitor Customer Partner Special and Vendor Company types can be added and modified by the Administrator Contact Contacts Contacts are organizations and individuals within those organizations with whom your organization has a business relationship Contacts include Brokers High Net Worth clients Institutional customers private clients or anyone who might work for the selected company or who has an important relationship with these contacts or with a company
102. y Click the Activities link on the top bar 9 3 1 To add an activity from the Activities box under a case opportunity contact or company Click on the name of the case opportunity contact or company from the Recently Viewed sidebar box to see the details screen of any of the respective links Hew Activity Summary User Type Contact Scheduled End ToDo Thielen Me Client Revie 2005 08 31 11 24 22 Es Done Figure 50 New Activity Table 1 In the New Activity table enter the following details Summary Enter a brief description of the activity User Choose the employee assigned to establish a relationship with the company from the drop down list Type Choose the type of activity from the drop down list Contact Select the name of the contact to whom you want to add the activity from the drop down list Scheduled End Enter the date or click on the calendar icon to select the date by which the activity should be complete 2 Click Add to save the activity details You now see the Activity Details screen of the new activity that you added See Figure 46 9 3 2 To add a completed activity from the Activities box under a case opportunity contact or company Click on the name of the case opportunity contact or company from the Recently Viewed sidebar box to see the details screen of any of the respective links 1 In the New Activity table See Figure 50 enter the Summary and select the User Type

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