Creating and Editing Products

The Product area enables you to search and view product details.

To search products, simply enter a search term in the search box in the right hand side. You can also search by product category and sub category

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Select the product you wish to view from the middle pane by clicking in the product code

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The product will be displayed in the right hand pane to review

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To Add a product, click on the Add Icon. Please note that you need to be a system administrator to edit or add products.

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Fill in the details and select any images or linked documents and press save.

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To edit a product, click on the edit option when viewing a product.

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If you wish to upload products en-masse then you can do so via the CSV feature in the admin section. Look that up in this support section for more details.

Why won’t my Records Upload – Quick fixes to common issues

Uploading lists of accounts, leads or contacts en-masse can be a daunting process. If at all unsure, we encourage you to ask for help via support@buddycrm.com. However, here are some common issues that you can face and how to fix them. Most relate to excel and having a good knowledge of excel is always useful!

1. Commas or Apostrophes. These cannot be in the CSV document or it will not load. Remove by doing a quick replace (Ctrl+H in excel)

2. Save as a CSV, not XLS or XLSX.  If using a Mac then please select “CSV (Windows Comma Delimited)”

3. Only have as many columns in the CSV as you intend to upload, remove any extras before you start

4. Ensure that all Mandatory fields are mapped – for example for Accounts, the following are needed: Owner, Company Name, Contact Title, Contact First Name, Contact Lastname, Account Profile, Rating, Lead Source and Contact Frequency

5. If uploading new records, only one contact can be uploaded when creating a Lead or Account. To add more, first create the Account or Lead with the primary contact and then use the Contact CSV upload to add the extra contacts

6. If updating records or contacts, ensure you have the ACC# or CONTACT# number in the CSV so Buddy knows where to put the data

7. If uploading a lot of data, it will be paged into batches of 100 automatically. You will need to validate and save each page to upload, not just the first page

90% of the preparation is done in Excel. Taking the time means your BuddyCRM database will be clean and lovely to use!

How to…Reschedule a Call

Should you wish to reschedule a call in BuddyCRM, locate your call from the Activity widget on your home screen.

Call listed in activity in BuddyCRM

 

 

Click on the phone icon to view the details of this call, and then change the date and time you would like to reschedule to.

 

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A Reschedule Reason box will now appear on the pop-up.

 

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Please select the most suitable option. Reschedule reasons can be customised in BuddyCRM by going to Admin then Settings.

 

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Once you have selected your Reschedule Reason, please select Update.

You can view any previous rescheduling and the reschedule reasons by hovering your mouse over Hover to See Reschedule Reasons.

 

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How to…Complete an Activity

You can complete an Activity in BuddyCRM either on Home or Calendar.

To complete an activity in Home, select in the Buddy Bar and view your Activity widget. Find the activity you wish to complete and click on the relevant icon, for example .

 

list of calls today show in the activities section of the home screen on BuddyCRM

A pop-up will appear with all the details of the activity.

popup of call in activities screen in BuddyCRM

 

Select Edit and then click in the Tick here to complete activity box.

 

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Select Update and a confirmation will be provided that the activity has been completed.

 

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To complete an activity in Calendar, select  in the Buddy Bar to view your calendar and click on the activity you wish to complete.

viewing call in the calendar area of BuddyCRM

 

A pop-up will appear.

popup for call activity screen shown in BuddyCRM

 

Select Edit and then click in the Tick here to complete activity box.

 

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Select Update and a confirmation will be provided that the activity has been completed.

 

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How to…Complete a Mass Upload of Contacts

Completing a mass upload of contacts on BuddyCRM can often be useful if you would like to add a number of secondary contacts to an upload of leads or accounts. You cannot upload a contact to BuddyCRM unless you are linking it to an account or lead that already exists. A primary contact can be added at the point of uploading leads or accounts.

Each record in BuddyCRM has a unique Account # and you will need these to upload your contacts and link them to a particular record. This can be done by selecting Reports in BuddyCRM, then General Reports and Record List by Field Selection. 

 

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Now tick Account Name and Account # and Next. This will generate a report of your accounts and their corresponding account # Export this to Excel by clicking on this icon to create what I will call ‘Excel Sheet 1’ Screen Shot 2013-11-18 at 16.40.13

 

You can then manually extract the Account # for the records you wish to append contacts to.

 

Create an Excel Spreadsheet ‘ Excel Sheet 2’  with these columns:

  • Account/lead #
  • Title
  • First Name
  • Surname
  • Job Title (optional)
  • Email (optional)

Save this as a Windows CSV file.

Now return to BuddyCRM, select the Admin icon and then Data Management and ImportCSV.

admin menu item in BuddyCRM

import csv in admin section of BuddyCRM

 

Then select Upload Contact CSV before browsing for and selecting ‘Excel Sheet 2’.

upload contacts in the admin section of BuddyCRM

Map the columns headers in the screen that follows. Click Validate and if there are no problems with the data, you can then select Validate and Save and your contacts will save to your selected records. Remove any special characters and symbols before validation.

If you have a lot of data and adding the account # manually would be a big job, you can use a ‘Vlookup’ to look up the account numbers for your data. To do this add a extra column in the start of ‘Excel Sheet 2’ for company name. This must match the company name in Buddy exactly. Then you can perform a vlookup between sheet 1 and sheet 2 to add the Account # to sheet 2. Help on vlookups can be found here http://www.howtogeek.com/howto/13780/using-vlookup-in-excel/. This then automatically gets the account # into the spreadsheet to upload. If you feel more adventurous, you could extract the e-mail domain from a contact and match on that instead. We are happy to advise on more complex and detailed ways to help keep your database clean.

Data uploading is always the hardest part of any database system so if you need help, please email support@buddycrm.com. We love data so would be happy to help check your files prior to uploading.

 

How to…Complete a Mass Upload of Leads or Accounts

Select the Admin icon in the Buddy Bar, followed by Data Management and ImportCSV in BuddyCRM.

admin menu item in BuddyCRM

 

import csv in admin section of BuddyCRM

From here, you should select either Upload Account CSV or Upload Lead CSV.

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You should prepare your data in an Excel Spreadsheet and save it as a CSV file. There are certain mandatory fields that will need to be completed:

  • Company Name
  • Owner email (i.e.sales person)
  • Title
  • First Name
  • Surname
  • Account profile
  • Rating type (for accounts)
  • Lead Source
  • Lead Status (for leads)
  • Contact Frequency

Ensure that there are no commas within the data.

Once your data is prepared, select Choose File and select the spreadsheet you wish to upload.

 

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In this example, I have shown a record I wish to upload to BuddyCRM that is a lead.

 

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Once I have selected this file, the data will appear in BuddyCRM.

 

The next step is to match all of the BuddyCRM fields with the fields I have uploaded.

 

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In this example, I have already matched Owner Email ID and Company Name, I now need to match all the other fields. Once this is done, click Validate. BuddyCRM will tell you if all the records are valid or if there were any issues with the data. If there are no problems with the data, then click Validate and Save and your records will now be saved in your BuddyCRM.

How to…Add an Activity

There are two ways you can add an activity (Call, Appointment or Task) in BuddyCRM. The first is by clicking on the Plus icon in the top right of the screen.

add action by clicking the plus icon in BuddyCRM

push the plus icon to add an activity in BuddyCRM

 

 

Select which type of activity you wish to create. A pop-up will appear.

 

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Fill in the details and select Save. In this case, the call will be saved against your selected lead or account and will appear in your calendar for the date you select.

 

An alternative way that you can add an activity in BuddyCRM is to select Calendar, and click on the day you wish to add the activity for. A pop-up will appear as shown below, select which type of activity you wish to add, and as before simply fill in the activity details and select Save.

 

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What are Pre-Set Objectives and how can they help you?

Pre-set objectives help you track what types of activity you and your team are creating or completing. This encourages best practice by standardising activity objectives. These objectives can cover things like “Deliver Quote” and “Introductory Meeting” – whatever suits your business.

To create pre-set objectives, visit the customisation area of the ADMIN tab and select “Customise Activities”.

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To add an objective, type in the objective box and tick the orange boxes at the top to confirm which type of activity (Appointment, Call, Task) it applies to – or a combination of any 2, or all 3.

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To save, remember to click on the orange save icon in the top right hand corner.

Once created, when you or a team member create a new activity, the objective boxes with autofill with the pre-set objectives, or press space to view all available. As always, you can still type free text into this box if you do not want a pre-set objective.

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Screen Shot 2013-10-29 at 20.04.39If you need any help, please drop us an email at support@buddycrm.com

 

How to… Link your emails to BuddyCRM

Linking e-mails that you send and receive to your contacts within BuddyCRM is easy and works with any mail client including Outlook, Gmail, Hotmail and Apple Mail as well as all mobile devices.

Firstly, the contact you are e-mailing must be in your BuddyCRM database.

When sending an email, use the bcc function of your email program with the address “maildrop@buddycrm.com”

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Within 5 minutes the e-mail will appear in the record card along with any attachments.

You can even reply or forward from within BuddyCRM.

screenshot of an email in the activities time line of BuddyCRM

 

With regard to received mails, forward the mail with no extra notes to the same address “maildrop@buddycrm.com” and it will appear.

Not only will these emails appear within BuddyCRM, they will also count to the manager KPIs and display within the relevant activity reports