How to… Use Tags

Tags are a flexible tool for segmenting and managing your data within BuddyCRM, both at Company and Contact level.

You can use Tags for many different purposes – some examples used by our customers include:

1. Highlighting Pipeline statuses above and beyond existing segmentation

2. Marking records for specific telephone campaigns or focus

3. Managing renewal dates

4. Highlighting contact roles within an organisation, i.e. Decision Maker, or their departments

and many more… contact us to discuss if you want any more help or suggestions.

To create and edit Company tags, you need to open up the Account or Lead record you wish to tag. In the top left hand part of the record card, you can see the tag box.

how to add a tag to your record card in BuddyCRM

Click the  icon to open a box to type your tag. Add your text and click the  icon again to save it. The tag will appear below ‘Record Tags’ – In this example ‘Farming’ has been added as a tag.

image of a tag having been added to your record card in BuddyCRM

Providing you have edit rights, you can click on the tag icon and then click into the tag box and type the text you wish to tag with.

To remove tags or add tags already in your database, click the  icon. A box will appear showing all the tags assigned to this record. You can delete them by pushing the ‘x’ to the immediate left of a tag.  Pushing the  icon will save your amends.

 

To add a tag to a contact, this is done when editing the contact – the same type of tag box appears at the bottom of the edit popup.

You can analyse tagged records a number of ways. Firstly through the MailChimp link to use these tags to build segments within your MailChimp account. For more information on that, search “mailchimp” on this support portal.

In addition, you can access tags via multiple reports. Notable reports to access company tags include “Record List by Field Selection” under general reports. “Contact Report” under contact reports allows you to access contact tags.

tags3

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”.

Screen Shot 2013-10-29 at 20.03.23

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.

Screen Shot 2013-10-29 at 20.03.29

 

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.

Screen Shot 2013-10-29 at 20.04.20

 

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, simply bcc. the address “maildrop@buddycrm.com”

Screen Shot 2013-09-27 at 19.54.11

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.

Screen Shot 2013-09-27 at 19.55.24

 

With regard to received mails, simply 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

Introduction to the Record card

The Record card in BuddyCRM gives a full picture of that account. You can view company details, contacts, your history with this account and sales amongst other things.

You can access the Record of a company by clicking on their name when displayed. This can either be from an item displayed on the front page, in the Calendar, or from the Companies displayed in search results.

how to access the record card of a company in BuddyCRM

Alternatively, click the Companies icon in the Buddy Bar and the records you have dealt with most recently will appear at the top. Select a company name to take you to their record card.

companies shown in search results in BuddyCRM

 

Alternatively, you can use the Search function to search for a specific record (see ‘How to…Search BuddyCRM‘).

When you have selected the record you wish to view, the record card will appear.

record card shown in BuddyCRM

 

A Full Picture in One Screen – Overview of the Record Card

The Record Card gives a full picture of an account.

record card shown in BuddyCRM

 

The Central section has eight tabs – Activities, Sales, Opportunity, Documents, Pricing, Auto Feed, Background, Mailchimp

– Activities – This gives a picture of all recent activity with this account including any:

  • Calls
  • Appointments
  • Tasks
  • Opportunities
  • Notes
  • Cases
  • Quotes
  • Documents
  • Emails
  • Campaigns

Should you wish to view any of these in more detail, simply click on the heading of that activity, for example, in this screenshot below you would click on the date (WEDNESDAY, 4 MARCH 2015) or icon to see more information.

activity feed closeup

 

A pop-up will then appear with more details of this activity, an appointment in this case.

completed appointment activity popup in BuddyCRM

 

You can edit the details by selecting Edit. If you do alter any details don’t forget to select Update to update and save these details.

You can filter your Activity Feed to only include calls or appointments for example, by selecting the type of activity you wish to view. In the screenshot below, we have used the dropdown to select only Appointments. You can select Calls, Notes, Appointments, Tasks, Cases, Quotes, Documents, Emails and Campaigns. The default is to show All.

filter your activity feed by type in BuddyCRM

 

– Sales – Sales data can either be drawn from your won opportunities or can easily be imported regularly from your accounts/ERP package. For more details on how to perform this import see the Admin section of this support site or contact our support desk.

When you select sales, you are shown six graphs – Year vs Year Sales, Rolling Sales, Year vs Year Margin, Rolling Margin, Year vs Year Profit and Rolling Profit. The blue line indicates this year’s figures and the black line indicates last year’s figures. The x-axis represents months of the year, so 1 is January and so on; the y-axis represents the amount of sales in whatever currency you are using.

The second graph is rolling sales for the last 12 months, so for example, if it is currently September 2013, 1 will indicate sales in September 2012.

Margin is measured in percentage on the y-axis.

Sales Charts in BuddyCRM

Select Sales Summary and you will be taken to a summary of sales information in a tabular format (below).

sales summary in BuddyCRM

Select Sales Cycle and you will be taken to a tabular summary of sales statistics for the past 24 sales cycles. A sales cycle will depend on your company and can be monthly, four weekly or quarterly. In this example, the account is set up as a monthly sales cycle, so 9 indicates September.

sales cycle table in BuddyCRM

 

– Opportunity – the first thing you will see on this page is a list of your open and closed opportunities. In this example, you can see one open opportunity.

opportunities screen in record card of a company in BuddyCRMTo view the detail of an opportunity click the right pointing arrow to dial down.

detail of an opportunity in BuddyCRM

Screen Shot 2013-09-15 at 15.39.15

 

You can view charts for your previous year or current year; by opportunity count (as in the chart above) or by opportunity value (as in the chart below); and by opportunity lost or won, or both.

 

Screen Shot 2013-09-15 at 15.41.05

Next on the Opportunity tab, you can Add an Opportunity. Push the  to do this.

Add an opportunity in the record screen of BuddyCRM

Once you have added an opportunity, push Save. Once the opportunity is listed, you can add notes to it, link a product to the opportunity, view any activities relating to this opportunity and change any contact roles relating to the opportunity.

To add a note to your opportunity, start writing in the “Write a Comment” box.

Write a comment in the opportunity section of BuddyCRM

If you would like to link a product to your opportunity, start typing your product into the field and any relevant products will be populated here, select the one you want, click  and it will appear when you expand your linked products section.

Link a product to an opportunity in BuddyCRM

To view any Activities relating to this opportunity expand your Activities section by clicking the right pointing arrow icon.

To add an activity in this section, click and a popup will open for you to add the call, appointment or task .

You can Add Contact Roles to this opportunity, for example if you have a Sales Manager listed as a contact on this account and they are the main decision maker for this opportunity, you can add this to your Contact Roles section. Simply click on the  icon.

add a contact role to an opportunity in BuddyCRM

A pop-up will appear, select the contact you wish to add and click Add

Screen Shot 2013-09-15 at 16.09.08

Expand your Contact roles section by clicking the right pointing arrow icon.

You can click in the role box and add your own role such as ‘Key Decision Maker’, click out of the box and this will be saved against your opportunity.

shows contact role added to a contact in opportunity screen of BuddyCRM

 

– Documents – this gives you a list of all the documents that have been linked to this opportunity.

linked documents area of the record card in BuddyCRM

You can link a document to this company by clicking on the  . Choose your file in the pop-up and press Save.

linked documents list shown on a record card in BuddyCRM

– Pricing – You can use the pricing tab to log any agreed pricing for an account, so everybody in your team is on the same page.

Push the icon and type in the name of the product in the left hand box and add a price in Product Price box. Pushing space in the Product Name will reveal a list of all products. Alternatively begin typing in the box and all products beginning with that letter will be shown.

pricing tab shown on the record screen of an account in BuddyCRM

Auto Feed – Auto Feed may sound boring but is actually one of the most powerful features of BuddyCRM. Here, your organisation can set up automatic feeds from other applications in your business and BuddyCRM will automatically associate them with the correct account.

For details on how to set up auto feed, see the Admin section of this support site but to view them simply click on the Auto Feed tab and the available data will show here. There can be up to 5 different feeds from your other applications and you can chose between them within the Auto Feeds tab.

 

– Background – This tab gives you an overview of the company and/or any opportunities.

Click the pencil icon to open up a text box, type in the box and click the save icon to store it.

background notes for record section of BuddyCRM

 

How to…Convert a Lead to an Account

If you add a Lead to BuddyCRM, the record card will have a blue theme.

lead record card shown in BuddyCRM

Should you wish to convert a Lead to an Account, click the back arrow icon at the top right-hand side of the record card and this lead will be converted to an account. Remember to push Save in the popup box to complete the conversion.

convert a lead to an account in BuddyCRM

How to…Create a Lead or Account

Select Create Account from the  menu as shown in the screenshot below in order to create an account; or select Create Lead to create a lead.

 

create a new lead in BuddyCRM

 

An Add Account or Add Lead pop-up will appear, fill in the Master Details then click Next.

Step 1 - add an account in BuddyCRM

Now add the Contact Information and click Next

Step 2 - add an account in BuddyCRM

Finally fill out the details for the Trading Profile

Step 3 - add an account in BuddyCRM

Select Save and the account will be live in BuddyCRM. Remember you can press Save at any time and update your record with more details at a later time (see ‘How to…Edit a Record Card).

How to…Distinguish between a Lead and an Account

BuddyCRM has two different types of organisation records – Leads (Blue) and Accounts (Green). Opportunities can only be raised against Account records.

Leads:

example of a lead in BuddyCRM

 

Accounts:

example of an account in BuddyCRM

 

Leads can be converted into accounts but accounts cannot be turned back into leads.

The definition and differential of leads and accounts depends on your business. Some organisations only turn a lead into an account when they have started trading because they don’t use the Opportunity (See ‘How to…Create an Opportunity‘) functionality.

However, most customers use the lead record to denote a “suspect” organisation that is either totally unqualified or going through the qualification process.

Once a record is qualified as a bona-fide prospect then it is converted into an account, ready to help generate an opportunity and hopefully turn them into a client. This helps both the account manager properly segment their database and helps the Marketing Department adjust their message to different types of records as communicating to a “suspect” is different as to a past client.

You should think as to what is the best approach for your business and when leads should be converted to accounts.

If this is making your head hurt, don’t worry! It can get a bit daunting but your sales process will be the better for it. If you want to chat it through drop us an email.

How to…Edit a Record Card

Search for the Record you wish to view in the Search box and click Screen Shot 2013-09-10 at 15.27.58

 

Screen Shot 2013-09-14 at 11.46.04

 

Your record will appear in your search results and you you click on the company name to view the record card.

 

If you have permission to edit this record, Screen Shot 2013-09-14 at 11.54.19 will appear at the top of the Master Details and Trading Profile.

 

Screen Shot 2013-09-14 at 11.54.30

 

 

If you click  Screen Shot 2013-09-14 at 11.54.19  for the Master Details or Trading Profile. A pop up will appear where you can change and amend the details.

 

Screen Shot 2013-09-14 at 12.00.23

 

Once you have made your changes, click on Update to update and save.

How to…Share a Record

Find the record you wish to share by searching for your record in the search bar.

Screen Shot 2013-09-14 at 11.46.04

 

When you have found your record, select Screen Shot 2013-09-14 at 12.16.32 and a pop-up will appear.

A list of your colleagues will appear and you can click  Screen Shot 2013-09-14 at 10.43.42 to share with individuals. In this example I have selected one colleague (Aydin Sullivan) to share my calendar with. This Screen Shot 2013-09-14 at 10.47.23 indicates that he is only able to view my record .

 

Screen Shot 2013-09-14 at 12.20.18

 

Should I click on Screen Shot 2013-09-14 at 10.49.23this will turn to green Screen Shot 2013-09-14 at 10.50.29 and he will also be able to edit my record.

If you wish to remove an individual you can click Screen Shot 2013-09-14 at 10.52.06 .

Don’t forget to click Share to save your changes.