Home Getting started

Getting started

Christian
By Christian
• 50 articles

Create and manage users in Simply CRM

Simply CRM allows you to create user accounts for all of your employees, which helps you track their tasks and monitor their information. How to create and manage users There are two types of users in Simply CRM: admin users and standard users. An admin can add others as standard users and access their information, check their tasks and overlook their progress. Important: Only admin users can create and manage standard users. To create a new user, follow the steps below: Under your Avatar select Manage Users option. In his window click on the green +Add User button at the top right corner of the screen. In the User Name field, enter a unique user name. We suggest using the First name and Last name combination. Note, that you cannot use special characters, like a space. In the Primary Email field, enter their email address. When you create a user, Simply CRM will automatically create a new user record. However, keep the following rules in mind: - If a record with the same Primary Email already exists, Simply CRM will only link to it. - In case there are multiple records with the identical Primary Email, Simply CRM will link only the first one. - In the event that there are no records with the same Primary Email, Simply CRM will create a new user record. The First Name and Last Name fields are self-explanatory. Enter the user’s first and last name, respectively. In the Password field, you will need to create a password for the new user. The password will be emailed to the user and they will be free to change it using the My Preferences page. Re-enter the password in the Confirm Password field. You can check or uncheck the Admin box, depending on whether you want the new user to have admin privileges. The Role field allows you to set the current position of the new user. After that, you can set the currency, number, address and additional information of the employee. Press Save when you finish entering all the information. Change user names Administrators are the only users who have the privilege to change usernames. To change a username, go to the Users page and press on the Three-Dots icon on the left side of the user’s name and select Change Username option. Enter the new username and password in the pop-up box that appears. Press Save to send the user an email with the new credentials. ### Change email address You can change the email address in the same way that you edit usernames. Go to Settings and select Users under User Management. On the Users page, press on the Three-Dots icon on the left side of the user you want to update and choose the Edit option. Replace the information in the Primary Email field and press Save to confirm the changes. Change names Similar to the username, you can edit each user’s first and last name by updating the information in the relevant fields. Select the user you want to edit by clicking on their record and, in the next window, click on the Edit button at the top right corner of your screen. Change the information in the First Name and Last Name fields. Press Save to rename the user and confirm the changes. Transfer ownership Account owners can transfer their ownership to an admin user. To transfer ownership, open the page of the user you want to edit and press the User Settings button in the top right corner. From the drop-down menu, select the Change Owner option. In the pop-up box that appears, simply select the user whom you wish to grant the ownership privilege and press Save. In the event that an account owner moves and changes his unit, an admin user can transfer the ownership or mark the user as inactive. Important: Keep in mind that the admin user who changes the ownership of the inactive account will become the new account owner. Change ownership Admin users can also change the ownership of an employee account. If you wish to change the ownership of an account, log into your admin account and open the Users page. Press the only option on the left side of the user name and email and choose Delete. A pop-up box will appear and ask for confirmation. After that, you will be asked if you want to transfer the records to another user. Select the desired user and check the Delete User Permanently box. Press Save. Important: Once you delete a user, Simply CRM will permanently transfer all records to the new user. Confirm email address Email confirmation allows you to avoid spoofing and Simply emails being sent to the spam folder. All you have to do is verify each email in your CRM instance. Keep in mind that each email needs to be verified only once. Admins have the option to send confirmation emails to verify the user name and primary email address of each user in the CRM instance. Important: You can always confirm your email under My Preferences. Unless you verify your email, you will not be able to save your email settings or send emails. How to delete users Admin users can delete users or make them inactive. To do this, open the Users page and press on the option on the left side of the user name and email. Select the Delete option and leave the Delete Permanently box unchecked if you only want to make the user inactive. If you want to delete the user, check the Delete Permanently box. In any case, you will be asked to transfer the records to another user. Select the desired user and press Save. Important: Inactive users can be re-activated. How to import and export users Simply CRM allows you to quickly import and export all your users. To import users, select the Import option in the right corner and upload the .csv file with the user records. Keep in mind that record importing can fail for various reasons, which will be listed in the import summary. This way, you can quickly fix the issue and re-upload the problematic records. To export your records from Simply CRM, open the Settings in the top right corner and use the Export option. Frequently asked questions Can I change the user’s primary email? Yes, you can change the primary email of each user in your CRM instance, if you have admin privileges. Open the Users page and press on the user whose email you want to change. Simply CRM will load the user’s profile information. Press the Edit button and enter a new email address in the Primary Email field. Click Save to confirm the change. How can I reactivate an inactive user? Open the Users page and press on the Inactive Users button. Click on the only option on the left side of the user name and email and select the Restore option. The inactive user will automatically be moved to the Active Users list. Why can’t I change the user name, first name, last name or email address? If you follow all the instructions given here, but still can’t edit the necessary information, please check if you have admin privileges and/or contact your administrator for help.

Last updated on Aug 26, 2024

User roles in Simply CRM

When you invite your team to join Simply CRM, you can start assigning them different roles and privileges to recreate the structural organization of your company within your Simply instance. This brief guide will help you create new user roles and define their privileges. How to create user roles By default, Simply CRM provides you with certain predefined roles, such as CEO or Sales Manager. You can assign these roles to different users to restrict their access to certain features or records in Simply CRM. To create a role, go to Settings and select Roles under User Management. Click on the plus icon next to an existing role. In the new window, you’ll be prompted to enter the role information, such as its name, who it reports to and who the role can assign records to. ### How to assign role privileges When you’re creating a new role, you can also define its privileges using the radio buttons next to the Privileges section, as seen in the image above. You can choose between two predefined options for role privileges: - Assign privileges directly to Role - Assign privileges from existing profiles. Assign privileges to Role If you choose the Assign privileges to Role option, you’ll need to manually define each privilege that the role will have. You can configure the individual role privileges in the tables shown below – simply check or uncheck the box next to the privilege name. To expand and view all the privileges associated with each application listed in the table, press the arrow in the last table column. In the expanded view, you can use the sliders next to specific field privileges to adjust what the user role will be allowed to view or edit. If you set the slider to Invisible next to a field privilege, the entire field will be hidden from the user. He will not be able to view it. By moving the slider to Read Only, you allow the user to view the field, but not edit its information. If you use Write, the user will be able to both view and edit the field. When you configure the privileges, press the Save button at the bottom of the screen. Assign privileges to existing profiles If you choose the option Assign privileges to existing profiles, you’ll just need to choose the profile from which the role will inherit all the privileges. Click on the Choose Profiles drop-down field and select the user profile from which the privileges will be inherited. Then, press Save. How to assign user roles To assign a role to a user, go to Settings and select Users under the User Management tab in the main menu. Find the user that you want to edit and press on their name to open the detailed view. Then, locate the Role field and select the desired role from the drop-down menu. Press Save to confirm the changes. Important: Multiple users and profiles can be associated with the same role. In case you associate multiple users to the same role, they will not be able to see each others’ records.

Last updated on Aug 26, 2024

User profiles in Simply CRM

Simply CRM allows you to utilize user profiles to control actions and restrict people from certain modules, fields and tools. When you associate a user profile with a role in Simply CRM, you automatically apply the rights configured for the profile to all users with the specific role. How to create user profiles To create a new user profile, open Settings. Under User Management, opt for Profiles. Then, click on the Add Profile button in the top right corner. In the new window, enter the Profile name and description, but keep in mind that this information is only used for your reference. Define the profile privileges by checking or unchecking the boxes in the table of privileges. Press Save to confirm the profile settings. Important: Admins can view the roles associated with user profiles on the Profiles page. How to define user permissions Simply CMR lets you define the user permissions to revoke or grant access to modules, fields and tools for specific user profiles. You can define the permissions by enabling or disabling the checkboxes referring to specific operations, such as View, Create, Edit and Delete on each available module. For example, if you don’t want your sales representatives to delete your records, you can uncheck the appropriate Delete box. When you save the settings, your sales reps will only be able to create, edit and view records – they will no longer have the option to delete them. You can edit each permission separately. This means you can allow the user profile to edit the existing records, but not let him create new records, or vice versa. In case you want to disable the profile permissions on a certain module, you can simply uncheck the corresponding field. For example, if you don’t want your support team to be able to delete your calendar, you will need to uncheck the Delete box for the Calendar module. You can also define the user profile permissions for fields and tools within a given module. To do that, simply open the drop-down menu in the Field and Tool Privileges column. There, you will be able to customize the permissions for each field and tool. The toggle buttons are colour coded. 1. Green is used to represent the permission to write. This means that the user can edit all fields in green colour. 2. Orange is used to represent the permission to read only. This means that the user can only view the field – he cannot edit it or make any adjustments in it. 3. Black is used to represent field invisibility. Fields coded in black colour are hidden and they are not visible to the user. How to assign users to a profile To assign a user to a profile, you will first need to associate the user profile with a role. The profile privileges are automatically assigned to all users with the chosen role. Follow the instructions below to assign a user to a profile. Go to Settings and select Profiles under User Management. Then, choose the preferred role and the corresponding profile. Important: In Simply CRM, multiple users and profiles can be associated with the same role. In case you associate multiple users with a role, keep in mind that the users with the same role won’t be able to see each others’ records, unless you change the sharing rule away from private. How to delete user profiles If you no longer need a user profile, you can delete it and transfer its responsibilities to another profile. To delete a user profile, open the list view of Profiles and click on the ellipsis icon on the left side of the profile name and choose Delete. In the pop-up window that appears, you will be asked to transfer the roles to another profile. Choose the preferred profile and press Save.

Last updated on Aug 26, 2024

How to configure user calendar settings

Simply CRM allows you to configure your calendar and customize it in accordance with your needs. This means you can personalize Reminder Interval, Time Zone and many more calendar fields. How to set up calendar preferences To set up your calendar preferences, you’ll need to open My Preferences and select Calendar Settings. This will lead you to the screen shown below, where you can configure the settings according to your personal preferences. Below, we’ve created a table that describes each option available under Calendar settings. We recommend that you go through it carefully before updating your calendar preferences. | Field | Description | |---|---| | Starting day of the week | Allows you to select the starting of the week. For example, Monday. | | Day starts at | Allows you to set when your work day starts. | | Date format | Allows you to choose the preferred date format. | | Calendar hour format | Allows you to select the time format, 12 or 24 hours. | | Time zone | Allows you to set the time zone from the drop-down menu. | | Default My Calendar view | Allows you to select the preferred calendar view from the drop-down menu. | | Default call duration (Mins) | Sets automatic updates for End Date and Time for calls. | | Other event duration (Mins) | Sets automatic updates for all events other than calls. | | Default event status | Allows you to select the default event status from the drop-down menu. | | Default activity type | Allows you to select the default activity type from the drop-down menu. | | Popup reminder interval | Sets the time interval after which the event reminder popup appears again after it is closed. | | Hide completed calendar events | Allows you to hide the completed calendar events. | | Default calendar view | Allows you to select the default calendar view from the drop-down menu. | Important: With User Calendar settings, you can set up sharing with view only or view and edit permissions.

Last updated on Aug 26, 2024

How to manage your emails with Mail Manager in Simply CRM

Simply CRM has an integrated email client called Mail Manager that allows you to perform various actions – create Leads, Contacts, Organizations, etc. from the emails that you receive. Once you match the sender’s email ID with a Simply CRM record, you can perform additional actions, such as add tasks, comments etc. How to use the Simply CRM Mail Manager ### Step 1: Configure your incoming mail You can configure your email provider to send emails directly to your Simply CRM instance. If you’re using Gmail, Yahoo or Fastmail, the mail server name will be filled automatically. However, if you’re using another email provider, you will need to enter the server name or IP address on your own. To configure your incoming mail server, press on the mail icon in the top right corner. Click on Configure Mailbox and select your email provider in the pop-up window. If you use Gmail, Yahoo or Fastmail, the mail server name will automatically be populated. You will only need to enter your user name and password. Click Save to confirm the settings. Important: If you get the Authentication error while configuring your Gmail account, please refer to this guide to resolve the issue. In case you’re using an email provider other than Gmail, Yahoo and Fastmail, select the option Other for the Select Account field. Then, you will need to enter all information manually – this includes the mail server name or IP, the user name, the password, the supported protocol, the SSL options as well as the Certificate Validations field. Once you enter all the necessary information, press Save to confirm the new settings. Important: Simply CRM only supports IMAP at the moment. Step 2: How to integrate your Gmail account If you’re using a Gmail account, you’ll need to configure your email settings before you can start using your email from the Mail Manager. First, you’ll need to allow your Gmail account to override your account’s security settings. You can do that by logging into your Gmail account and opening the Less Secure App Access settings. Simply toggle the button and make sure that the configuration is set to Allow less secure apps: ON. After that, you’ll need to enable IMAP for Gmail. IMAP is an Internet protocol that allows email clients to communicate with email services. In other words, it allows the Mail Manager to integrate your email account into the Simply CRM system. To activate IMAP, you’ll first need to log into your Gmail account and press on the gear icon in the top right corner. In the drop-down, select Settings. Image Source: LifewireIn the new window, open the Forwarding and POP/IMAP tab. Scroll down to the IMAP access section and select Enable IMAP. Image source: LifewirePress Save changes to update your settings. If you still cannot connect your account to the Mail Manager, try updating your Display Unlock Captcha settings in Gmail. Simply press the Continue button to change your settings and grant access to the Mail Manager. Once you configure your email settings and set up your account in Mail Manager, you’ll be able to use Simply CRM for all your email communication. Continue reading to find out more about all the useful options that you can use in the Mail Manager. Step 3: Create new records from your emails If you receive an email that does not match the email field of an existing record, you can create leads, contacts, organizations, cases, tasks, events or deals within the email. To do that, follow the instructions below. Open your email. Based on the email ID, the lookup will be made in the Related Records part on the right side of the page. In case the email doesn’t match any records, click on the Action drop-down menu and select the type of record you want to add. If necessary, you can edit the values in the resulting pop-up. When you’re done, press Save. In case the email matches an existing record, you will have a few more options at your disposal. You’ll be able to associate a task, event, case or comment with it. You’ll also be able to attach an email to it. ### Step 5: Perform additional operations Aside from performing actions on incoming emails, you can execute certain additional operations from the Simply CRM Mail Manager. For example, you can send new emails, reply and forward emails, create drafts, group emails in different folders, etc. You will also have various custom filters available in your email account. In other words, you’ll be able to use Mail Manager as your email app. #### How to send emails Mail Manager allows you to send out emails directly from Simply CRM. To send an email, open the Mail Manager by pressing on the Mail icon in the top right corner. Then, click on the Compose button. In the resulting pop-up, you will be able to enter the recipient email and search for email IDs across records in Simply CRM. You can also attach files or browse Simply for documents to send. If you want to send your email later, you can save it as a draft by pressing the Save as Draft button. Save Email Draft in Mail ManagerYou can use the Select Email Template button to use a previously saved template for your current email message. After you finish composing the email, press Send Email. A pop-up window will appear, telling you whether your email was sent successfully. Mail Sent SuccessfullyImportant: Don’t forget to configure the outgoing server before you start sending emails. How to view sent emails You can view all emails that you sent in the appropriate mail folder, e.g. [Gmail/Sent Mails] for Gmail accounts. To only view the emails sent from the CRM, you will need to create a new email report. You can do that by opening can open the Reports > Email Reports folder. To find the Email Reports folder, open Reports under Tools on the left menu. Reports in Simply CRMIn the Reports module, click on the Email Reports in the left sidebar. In the new window press on the Add Reports button in the top right corner and select Detailed Report. In the new window, enter the Report Name and select Emails under Primary App. Then, press Next. Under Select Columns, choose the following options: Emails Date Sent, Emails Source, Emails Created Time and Emails Subject. Then, press Next. Email Columns in ReportsIn the next window, set up a filter that will only display emails sent from Simply CRM. To achieve that, set the following filter under All Conditions: (Emails) Source equals CRM. Then, press Save & Generate Report. Generate Report in Simply CRMThis report will now contain only the emails you sent from the Simply CRM Mail Manager. Sent Emails ReportImportant: The emails in the Sent folder are not necessarily sent from the Simply CRM Mail Manager. This folder contains emails sent from all channels. Follow our instructions to configure a mailbox that only contains emails sent from the Mail Manager.

Last updated on Aug 26, 2024

How to use picklists

Simply CRM allows you to create picklists fields in which the users can only select one of the defined options. Picklist field values Picklist field values represent drop-down fields within which only one of the available options can be selected. For example, Lead Status in the Leads module is a picklist field. In Simply CRM, you can use picklist fields to add new values, edit or delete existing values. It’s important that you understand that picklist values depend on the user roles. Users can only access the picklist values assigned to their role. How to add a custom field to an existing picklist Simply CRM allows you to a custom picklist field within an existing picklist. After you add the custom field, the users will be able to select them in the corresponding module. To add a new picklist value, click on the Customize button for a module of your choice. Select the Picklists Values option from the drop-down menu. In the new window, press the Add Value button. Enter the new picklist value in the Item value field and select which user roles can access it. Select the preferred colour from the palette and assign it to the new picklist value. Press Save. The new picklist value will become visible in the All Values tab. How to customize existing picklist values To edit an existing picklist field value, you will have to select the Module from the Select Module drop-down and Select Picklist in [Module Name]. The Select Picklist option will allow you to choose from the set of all existing picklist fields within the module. #### Rearrange existing picklist values Simply CRM also allows you to edit the order of picklist values within a certain picklist field. You are free to select the sequence according to your personal requirements. Follow the instructions below to rearrange the picklist values. Select the desired module and the picklist field. When you click on the picklist field, simply drag and drop the field to your preferred location. #### Edit or rename existing picklist values You can edit and rename the existing picklist values within a certain picklist field. To rename a picklist value, select the desired module and picklist field. Then, go over the All Values list, hover over the desired picklist field and press on the pen icon to edit its name. In the resulting pop-up window, enter the new field name and press Save. Delete existing picklist values In case you no longer need a picklist field value, you can easily delete it. To remove an existing value, go to the All Values list, hover over the desired picklist field and press on the trash can icon. Press Delete in the resulting pop-up window. ### How to assign picklist values to specific roles To assign a picklist value to a specific role, open the Values assigned to a role tab. Click on Role Name and select the desired role. Press Save to confirm the changes. Important: The new item value will be added to the desired role and only users with the specific role will be able to access and use the picklist values.

Last updated on Aug 26, 2024

How to create products in Simply CRM

Generally speaking, products are goods in your inventory and they can be rendered to customers or procured from suppliers, depending on the nature of your business. In case your company resells goods, the Products module will function as a link between the Sales and Purchase departments. Create products manually If you need to enter the product details individually, you can create a product manually in the Products module. To do this, you will need to open the Products module from the Inventory tab on the left menu and press the Add Product button in the top right corner. In the resulting window, you can enter all the product information and press Save to confirm the creation of the record. Quick create products If you don’t have time to enter all the product details, you can use the quick create option, which is represented by a plus icon in the top right corner. Fill in the product details in the create view and press Save. Import products Products are no different than other modules in regards to importing records. For a detailed guide on how to import records in Simply CRM, visit this link. Export products If you need your products data in the form of an external spreadsheet file, you can export your records from the module homepage. Press More > Export to initiate the process. A pop-up window with the following options will appear: Choose the preferred settings and press Export Products. | Field | Description | |---|---| | Export selected records | Choose this option to export the records selected in the list view | | Export data in current page | Choose this option to export all records on the current page in the list view | | Export all data | Choose this option to export all records in the module | Manage products Operations you can perform from the list view of products The Products homepage represents the list view of the module and you can perform the following operations in it: - Search the records - Filter records according to custom criteria - Perform mass actions, such as edit or delete records - Customize the field layout in the Layout Editor - Set up workflows using Products Workflows - Modify picklist values according to your needs Operations you can perform from the detailed view of products When you open the detailed view of the desired Products record, you will be able to: - Edit the existing product details - Select More > Delete to delete the Product record - Select More > Duplicate to create a duplicate copy of the Product record - Select More > Create Quote to create a quote for the Product record - Select More > Create Invoice to create an invoice for the Product record - Select More > Create Sales Order to create a sales order for the Product record Product bundles Product Bundles is a feature that allows you to create sub-products for your products. This way, you will automatically choose all sub-products when you select a parent product while you’re creating a quote, an invoice or a sales order. Follow the instructions below to find and select the sub-products of any given product in Simply CRM. Open the Products module and go to the detailed view of the desired product by simply clicking on it in the list view. In the detailed view, press on the shopping cart icon, which denotes the Product Bundles option. Then, press Add Product to create a sub-product within the selected product or click Select Product to choose from the existing products. After you create the product bundle, you will be able to select it under quotes, invoices, etc. Let’s add this product bundle to an invoice. First, we will open the Invoices module under the Inventory tab on the left menu. Then, we can either create a new invoice or choose an existing one. In any case, we will move to the Item Details block of the invoice and select the parent product. You will notice that all sub-products are automatically added together with the parent record, as can be seen below. If you do not want to display the sub-products in the invoice, you can simply disable the appropriate checkbox, as shown in the image below. #### How to calculate the product bundle price The product bundle price depends on the currency set in the User Preference window. You can click on Update Bundle Price to convert, calculate and display the total cost of the product bundle in the preferred currency, as set in My Preferences, regardless of the currency in which the product is listed. | Field | Description | |---|---| | Product Name | Enter the product name. This field is mandatory. | | Product Active | Check this box if the product is available | | Sales Start Date | Specify the date when the sale will start | | Sales End Date | Specify the date when the sale will end | | Support Start Date | Specify the date when the support will start | | Support End Date | Specify the date when the support will end | | Vendor Name | Select the name of the vendor | | Unit Price | Select the price of the product unit | | Handler | Select the user or group that is the product owner | | Quantity in Stock | Specify the number of products in stock | | Product Image | Upload an image of your product | | Purchase Cost | Specify the purchase cost of the product | Important: The sub-product price does not affect the net price in invoices, quotes, etc. The stock quantity of sub-products will be reduced when you create an invoice for the parent product. Select products When you create a quote, invoice or sales order, you can click on the Products icon to select an existing product or press the Add Products button to include more products. ### Product stock updates How an invoice impacts the product stock Let’s illustrate the impact of an invoice on the product stock through a real-life example. - The stock quantity of the Earphones product is 500. - The invoice for the Earphones product has the quantity specified as 100. Now, we can inspect how the product stock quantity will be affected by the invoice and its status. Let’s deconstruct the following scenarios: 1. If Invoice Status is Created, then the stock quantity will decrease by 100 and equal 400. 2. If Invoice Status is Cancelled, then the stock quantity will increase by 100 and equal 500. 3. If Invoice is Deleted, then the stock quantity will return to the original value, which is 500. Important: These updates will be put in effect only if UpdateInventoryProducts On Every Save workflow for Invoice is active.

Last updated on Aug 26, 2024

How to integrate the Google Calendar in Simply CRM

To help our clients use Simply CRM to its full extent, we have implemented support for the Google Calendar, which can easily be integrated into Simply. This article will explain how you can utilize all the features of Google Calendar within your instance of Simply CRM. How to set up Google APIs Before you start using Google Calendar, you will need to configure it in Simply. To achieve this, you will first need to open the Google API console and press on Select a project in the top left corner, as shown in the screenshot below. Press on New Project in the pop-up window and enter the project name. Open the new API overview, as shown below. In the overview, press on the Enable Apps and Services button. From the library, select and activate the Google Calendar API. Then, search for the Contacts API and enable it. You can enable the Contacts API by pressing it on the results page and using the Enable button, as highlighted in the image below. After you enable the Google Calendar API and the Contacts API, return to the project overview. It should show that you have activated the two APIs in the APIs & Services section. Now, when you open APIs & Services, you will need to select the Credentials tab on the left menu. Under Credentials, choose OAuth Consent Screen and fill in the details. Set simplyhq.com and simply-crm.com as the authorized domains. Enter yourcrmdomain.simply-crm.com as the application homepage link. Here, yourcrmdomain is a variable and you should enter the CRM domain that you selected when you set up your CRM instance. After that, you will need to create OAuth client ID credentials. Choose Web application as the app type and set https://{your_CRM_URL}/index.php?module=Google&view=Authenticate&service=Google as the redirect URL. Now, log into your instance of Simply CRM. How to configure Google Calendar in Simply CRM Copy the client ID and client secrets, go to CRM > Settings > Configuration > Configuration Editor and paste the credentials in the highlighted fields. Google Calendar Integration - Simply CRMIn Simply, open Settings and go to Extensions. Select Google and sign in with your Google account. If you see a security alert, open the Advanced section and click on Go to simply-crm.com. You will be asked to grant certain permissions to Simply CRM. Press Allow and confirm the choice. To make a sync, go to Calendar (or the Contacts module) and open its List view. From Extensions, select Google. In the new window, press Sync Now. You have now successfully integrated Google Calendar into your Simply CRM instance and synchronized its data.

Last updated on Aug 26, 2024

How to integrate WordPress and WooCommerce with Simply CRM

Simply CRM integrates WordPress and WooCommerce to provide you with real-time information about your customers, products and orders on your eCommerce website. The WordPress and WooCommerce Integration module in Simply CRM functions as an extension of the WooCommerce plugin, which means you must have the plugin installed to sync your data with Simply CRM. How to install the Simply CRM integration plugin The installation process is fairly simple. Open your website’s WordPress dashboard and open the Plugins tab on the left menu. Under Plugins, select the Add New option to initiate the installation process. In the new window, press on the Upload Plugin button and choose the module file from your computer. After the plugin is installed successfully, you will need to activate it. Keep in mind that the module will not work unless you activate it after the installation. How to configure the integration settings After you install the module, you will need to configure its settings before you can start using WordPress/WooCommerce data in your Simply CRM instance. Follow the steps outlined below to configure the module settings. In your Simply CRM instance, open the My Preferences window. From the User Login & Role section, copy the user name to the Simply CRM integration module plugin, which you can access on your website’s dashboard, as shown in the screenshots below. In the Simply CRM module plugin, open the Settings page. Alternatively, you can open the WooCommerce plugin and its settings. From there, go to the Simply CRM integration tab on the WooCommerce settings page. Paste the user name into the appropriate field. Return to Simply CRM and scroll down to the bottom page to find the User Advanced Options. Then, repeat the same procedure with the access key. ### WooCommerce options When you add the user name and the access key to the WooCommerce plugin, you will notice that the plugin offers additional options to you, as can be seen in the following screenshot. The following table breaks down all of these additional options and provides a brief description of each option. | Option | Description | |---|---| | Simply CRM user | Refers to the user name from Simply CRM | | Simply URL | Refers to: https://yourdomain.simply-crm.com/webservice.php | | Simply Access Key | Refers to the access key from Simply CRM | | Register User to Lead | Converts users registered in WooCommerce to leads in Simply CRM | | Orders in WooCommerce into contact of Simply CRM | Converts customers from the orders in WooCommerce to contacts in Simply CRM | | Product in WooCommerce into product of Simply CRM | Syncs products from WooCommerce and saves them as products in Simply CRM | | Orders in WooCommerce into Simply CRM | Syncs the settings for WooCommerce orders | | Sync Simply | Syncs records with Simply CRM | The last two options in the table allow you to choose from a drop-down menu. For Orders in WooCommerce into Simply CRM, you can select the following options: - Disable sync – The orders will not be synced. - Sales Orders – The orders will be synced as Sales Orders in Simply CRM. - Invoices – The orders will be synced as Invoice records in Simply CRM. For Sync Simply, you can choose from the two following options: - Auto Sync Simply – The records will be synced with Simply CRM immediately after you create them. - Add to Queue – The records will be synced only after you manually run the synchronization process. How to sync your data To sync WordPress/WooCommerce and Simply CRM, open the Simply CRM Integration tab on the left menu. Choose the Sync Simply CRM option and press on the Sync buttons in the new window. Before you perform a sync, make sure that the Organization Name in the Invoices and/or Sales Orders module in Simply CRM is not set as mandatory. You can do this by opening the Settings window in your instance of Simply CRM. On the settings page, choose Module Management and Module Layouts & Fields. Select the necessary module (Invoices or Sales Orders). This will open a window with all fields within the chosen module. Find the Organization Name field and press on the pencil icon that appears when you hover over the field. In the new pop-up window, uncheck the option Mandatory Field. When you sync your WordPress/WooCommerce data with Simply, you will have all the important information available in your instance of Simply CRM. This will make it easier for you to manage your products, orders and payments, as well as create a better overview of your entire business. If you run a WordPress or WooCommerce-based website, it’s highly recommended that you integrate your store with Simply CRM and sync your data, either automatically or manually.

Last updated on Aug 26, 2024

How to use campaigns in Simply CRM

Simply CRM provides you with the Campaigns module that allows you to plan and monitor your marketing campaigns. This lets you track the most important campaign information, such as the budget, actual cost, expected revenue, ROI, etc. Campaigns also allow you to track your marketing activities, such as emails, chats and phone calls. All of this data recorded in the Campaigns module allows you to analyze your advertising campaigns and optimize your marketing efforts. In Simply, you can create campaigns manually or import them from an external .vcf or .csv file. Create campaigns manually If you want to create a campaign manually, you will need to open the Campaigns module under the Marketing tab on the main menu. In the list view of the module, press the Add Campaign to open the new window and start entering the campaign information. Enter the campaign details and press Save to create the new campaign. Quick create campaigns If you don’t have the time to enter all the campaign details, you can quickly create a campaign by using the plus icon in the top right corner of your Simply instance. This option will allow you to create a campaign with only the most essential information. Of course, you will later be able to edit the campaign and add more details to it. Import campaigns Similar to other modules, campaign records can be imported from an external file. For more information on importing campaigns, consult our article on how to import records. How to use campaigns When you create or import a campaign, you should get a detailed view similar to the one shown in the screenshot below. Aside from the details and updates, you can browse the contacts, leads, deals, activities and organizations linked with the campaign. Associate campaigns with other records To create a more comprehensive view of the most important data, you can associate your campaigns with other records. The following table outlines what records can be associated with campaigns in Simply. | Module | Description | |---|---| | Contacts | Allows you to associate contacts with a campaign record | | Leads | Allows you to associate leads with a campaign record | | Deals | Allows you to associate deals with a campaign record | | Activities | Allows you to associate activities with a campaign record | | Organizations | Allows you to associate an organization with a campaign record | Contacts, leads, deals and organizations provide you with the target audience of your campaign. You can use their information to quickly execute a marketing campaign and follow its results. Activities allow you to plan tasks and events that will help you operate and organize your campaign. This can include calls, emails, appointments, letters, etc. If you want to add a record to your campaign, simply go to the appropriate tab and press the Add button. Alternatively, you can choose to add records from your existing database by using the Select button. When you associate other records with campaigns, you will be able to: - Plan marketing activities - Outline the campaign objectives - Define the campaign success metrics - Test campaigns and measure their effectiveness - Track customer inquiries - Monitor the sales process - Send bulk emails to contacts, leads and organizations

Last updated on Aug 26, 2024

How to create webforms in Simply CRM

Simply CRM allows you to create personalized webforms to improve your conversion rates and capture leads from your website. Visitors that enter their details in the webforms will automatically be added as leads. Create webforms To create a webform in Simply, open Settings and choose Webforms under Automation. Click on the Add Webform button in the top right corner. In the new window, enter the webform information. If you’re uncertain what each field requires, consult the table below. | Field | Description | |---|---| | Webform Name | Enter a unique webform name (used only for your reference) | | Return URL | Enter the URL to which the user will be sent after submitting the details | | Status | Allows you to choose whether the webform is active or not | | Description | Provide more details about the webform (used only for your reference) | | Module | Select the module in which the new record will be created | | Assigned To | Select the user to whom the record will be assigned | | Captcha | Allows you to prevent spam and bot generated leads (it’s highly recommended to enable this option) | Important: Aside from the default modules, you can also create webforms for custom modules. In the User Assignment block, you can assign the records generated from the webform to users in your instance of Simply using the round robin method. You can select the users from the Round Robin Users List option on the right side. In the Field Information block, you can choose which fields you want to include in your webform. Keep in mind that the fields that you select here will be displayed as part of the webform on your website. Important: Mandatory fields are automatically selected in Simply. Upload documents You can allow your website visitors to upload documents using the File Upload Field. These documents will be attached to the record that is created when the user submits the webform. Simply press on the File Upload Field to enable this option. When you finish configuring all the settings, press Save. Generate ready-to-use webforms in HTML After you create a webform, you will automatically be led to its detailed view. There, you can press on the Show Form button in the top right corner and copy the HTML code to add the webform to your website. Integrate existing webforms In case you already have webforms on your website, you can integrate them with Simply CRM by establishing a relationship between the two entities. Public ID and Post URL, which are configured automatically when you create a webform in Simply, are especially useful here. You can find these two fields in the detailed view of your webforms. - Public ID is used to establish a relation between the existing form and Simply webforms. For example, <input type=”hidden” name=”publicid” value=”Paste Your Public Id Here”>. - Post URL is used to specify the location where the webform information will be submitted. For example, <form name=”Place Your Webform Name Here” action=”Paste Your Post URL Here” method=”post” accept-charset=”utf-8″>. Modify field names in existing fields In case your existing forms have different field names, you will need to change them in accordance with the Webforms Reference Field name. You can find the corresponding values in the detailed view of your webform in Simply CRM.

Last updated on Aug 26, 2024

How to configure personal information in My Preferences

Each user in Simply CRM can use My Preferences to configure their personal information and select what information will be displayed publicly. Configure personal information To configure your personal information in Simply CRM, you will need to press User in the top right corner. In the drop-down menu, select My Preferences. This will load a new window in which you will be able to configure your information by pressing the Edit button in the top right corner. Update your details and press Save. User Login & Role In the first edit box, you can edit your first name, last name, primary email, role and default lead view. | Field | Description | |---|---| | First Name | Enter the user’s first name | | Last Name | Enter the user’s last name | | Primary Email | Enter the user’s primary email address | | Role | Allows you to assign roles to users (only admins have this option) | | Primary Group | The admin can set the primary group of each user | Currency and Number Field Configuration When you manage modules such as Invoices, Quotes, Sales, etc., you will need to enter a currency format, decimal separators, number of decimal places, symbol placements, etc. You can configure these settings under the Currency and Number Field Configuration box in My Preferences. | Field | Description | |---|---| | Currency | Select the preferred currency from the drop-down menu. Keep in mind that the base current rates will be applied to conversions | | Digit Grouping Pattern | Select the digit group separator that makes high numbers easier to read | | Digit Grouping Separator | Select the digit grouping separator from the drop-down menu | | Decimal Separator | Select a separator that will be used to divide the decimal and integer parts of the number | | Symbol Placements | Select the placement of the currency symbol from the drop-down menu | | Number of Currency Decimals | Select the number of decimal places | | Truncate Trailing Zeros | Check this box to drop the values after the decimal point | More information | Field | Description | |---|---| | Title | Specify the user’s title | | Fax | Specify the user’s fax number | | Department | Specify the user’s department | | Other Email | Specify the user’s other email addresses | | Office Phone | Specify the user’s office phone number | | Secondary Email | Specify the user’s secondary email address | | Mobile Phone | Specify the user’s mobile phone number | | Reports To | Specify the senior user to whom the selected user reports | | Home Phone | Specify the user’s home phone number | | Secondary Phone | Specify the user’s secondary phone number | | Documents | Attach documents related to the user | | Internal Mail Composer | Check this box to display the integrated Simply CRM email window | | Language | Select the preferred language | | Default Record View | Select the preferred record view – detailed or summary view | | Left Panel Hide | Check this box to hide the left panel menu | | Signature | Allows you to create and add a signature to your emails | User Address This box allows you to edit all information related to the address of the user. | Field | Description | |---|---| | Street Address | Specify the street address | | Country | Specify the country | | City | Specify the city | | Postal Code | Specify the postal code of the city | | State | Specify the state | User Photograph In this box, you can set a profile picture for the user by pressing the Upload button and selecting the desired photograph from your computer.

Last updated on Aug 26, 2024

How to create service contracts in Simply CRM

A service contract represents an agreement under which you are required to provide service for a purchased product over a limited time period. As per the negotiated terms, your service centre will need to provide customers with help during the agreed time period. This means that a service contract as a warranty and it improves customer satisfaction, helping you build long-term relationships with your customers. Create service contracts manually You can create a service contract manually by opening the Service Contracts module from the Support tab on the left menu. When you enter the module, press the Add Service Contract button in the top right corner and enter the service contract details. Click Save to confirm the changes. Field information The following table breaks down the information found in the create view of a service contract. | Field | Description | |---|---| | Organization/Contact Name | If the service contract is added from an invoice, quote, sales order or purchase order, this field will be automatically updated | | Contact Start Date | The service contract becomes effective on this date | | Contract End Date | The service contract ends on this date | | Tracking Unit | Select the desired tracking unit from the drop-down menu | | Total Units | Specify the number of the offered service instances | The following table explains the information seen in the detailed view of a service contract. | Field | Description | |---|---| | Used Units | This field is automatically updated when the Status field is set to Closed | | Contract Completion Date | This field is automatically updated when the Status field is set to Complete or when the Used Units reaches Total Units | | Planned Duration | This field is automatically updated when the Status Contract comes to end | | Actual Duration | The total time (calculated in days) taken to finish the service contract | | Progress (%) | This field is automatically updated when you modify the Used Units field. Calculated as: Used Units/Total Units * 100 | Quick create service contracts If you don’t have time to fill in all the service contract details, you can use the Quick Create option by pressing on the plus icon in the top right corner and selecting Service Contract. Fill in the basic information about the service contract and press Save. Import service contracts Simply CRM allows you to import thousands of service contracts from an external file at once. Check our guide on importing records for more details on how you can import service contracts. Export service contracts You can also export all your service contract records to an external file if you ever need them in a spreadsheet. Follow the instructions listed below to export your service contracts. Open the Service Contracts module homepage by selecting Service Contracts under the Support tab on the left menu. From the list view, select the records that you want to export and press the More button to open a drop-down menu. From there, select Export. This will open a new pop-up window with the following options: Select the preferred option and press Export Service Contracts. Associate service contracts with other records By associating service contracts with other records, you will get a complete overview of all module relations and its entire log history. | Field | Description | |---|---| | Esign Documents | Allows you to associate service contracts with cases | | Documents | Allows you to associate service contracts with documents | | Cases | Allows you to link the case registered with a service request | | Activities | Allows you to add or link a service activity | | Work Order | Allows you to list work orders |

Last updated on Aug 26, 2024

How to create invoices in Simply CRM

Simply CRM supports invoices, allowing you to bill customers for your services and products. An invoice represents a bill statement issued for services and products provided to the customer. It is usually sent to the customer upon purchase and it contains the details of the purchased items. Create an invoice If you want to create an invoice, open Invoices under the Inventory tab on the left menu. In the new window, press the Add Invoice button and fill in the necessary information. Press Save to confirm the creation of the invoice. Item details In the Invoices module, you will have a new block called Item Details, which will provide you with greater flexibility, allowing you to add and edit products and services, as well as manage their prices. To use the Item Details block, open the Invoices module from the Inventory tab. In the create or edit view of an invoice, you will find this block at the bottom of the page. You will find a detailed breakdown of each option in the Item Details block below. | Field | Description | |---|---| | Tax Region | Allows you to select the tax region from the drop-down menu | | Currency | Allows you to choose the preferred currency from the drop-down menu | | Tax Mode | Allows you to specify the tax mode – individual or group | | Product | Allows you to add products to the invoice | | Service | Allows you to add services to the invoice | | Discount | Allows you to offer discounts on the invoice items | | Add Product | Allows you to add a new product block | | Add Service | Allows you to add a new service block | Create an invoice from a deal After you win a deal and close a sale, you can create an invoice from a Deals record by following the instruction below. Under Sales, click on Deals. Select the desired Deals record from the list view of records to open the detailed view of the given deal. Then, press the More button to open a drop-down menu and press Create Invoice. Create an invoice from a quote After your quote gets approved, you can use that quote to create an invoice which will automatically use all of the quote’s information. Follow the instruction below to create an invoice from a Quote record. Open the Quotes list view and press on the desired record to open the detailed view. There, you will need to click on the More button and use the option Generate Invoice. If necessary, you can edit the invoice details, before you press Save to confirm the creation of the invoice. Create an invoice from a sales order When you create a Sales Order, you can use its record to automatically generate an invoice with the same information. Follow the instruction below to create an invoice from a sales order. Open the Sales Order module from the Inventory tab on the left menu and click on the desired record in the list view. In the detailed view of your preferred record, press the More button to open a drop-down menu with additional options. Choose Create Invoice and modify the invoice details according to your needs. Press Save. Manage invoices Operations you can perform from the list view of invoices Similar to other modules, the Invoices module allows you to perform various actions from the list view. To explore these options, open the Invoices homepage. In the top left corner, you will have the option to edit, delete or comment on the selected invoice records. Press on the More button to Find Duplicates in the selected range or export it to an external file. In the top right corner, you will find the Customize button, which will open additional options, allowing you to edit the fields with the Layout Editor, configure workflows that will automatically perform certain tasks or modify the picklist values using the Picklists Values option. Operations you can perform from the detailed view of invoices The detailed view allows you to perform operations over a certain invoice record. To access the detailed view, you will need to open the Invoices module by selecting Invoices under Inventory on the left menu and pressing on the desired record. This will allow you to perform various actions on the selected invoice – you will be able to tag the record, edit or delete it, export it in PDF format, send it via email, create payments or sales orders, etc. Associate invoices with other records If you associate Invoices with other modules, you will be able to display a complete view of its relations as well as the entire log history. | Field | Description | |---|---| | Activities | Allows you to schedule tasks | | Documents | Allows you to associate documents with your invoices | | Assets | Allows you to associate assets with your invoices | | Payments | Allows you to accept online payments on the invoices | | Updates | Allows you to track all changes on the invoices | Payments for invoices By default, Simply CRM provides you with many-to-many relationships between payments and invoices. This means you can relate multiple invoices to a single payment record. To create a payment record for multiple invoices, open Payments from the Inventory tab on the left menu. In the new window, press on the Add Payment button to open a drop-down menu and select Payment From Customer.

Last updated on Aug 26, 2024

How to manage contacts in Simply CRM

Contacts in Simply CRM can represent a wide variety of people: they can be sales leads, qualified customers or unqualified customers, they can be business representatives or individuals acting on their own behalf. Create contacts manually Simply CRM allows you to enter contacts manually by using the Contacts module. To do that, open the module and press the Add Contact button. Fill in the contact details and press Save. Quick create contacts If you don’t have time to enter all the contact information, you can use the quick create options to add the basic contact details. To use this option, press on the plus icon in the top right corner and select Contact. Fill in the contact information in the new window and press Save. Import contacts Simply CRM allows you to import contacts from external .csv and .vcf files. This option is particularly useful if you have a large number of contacts that need to be added quickly. Read our guide on importing records for more details. Export contacts If you need to view your contacts in the form of a spreadsheet, you can export them by following the instructions below. Open the Contacts module in Simply CRM and press the More button. Then, select the Export option from the drop-down menu. In the new window, you will be given the options seen below. Click on Export Contacts to start the export. Check the table below for a detailed breakdown of all the options that you can use when exporting records. | Field | Description | |---|---| | Export selected records | Choose this option to export the records selected in the list view | | Export data in current page | Choose this option to export all records on the current page in the list view | | Export all data | Choose this option to export all records in the module | How to manage contacts Manage contacts in the list view You can manage your contacts in Simply CRM by creating custom filters to classify the records according to your needs. You can also edit and delete contacts as well as add comments to them by pressing on the appropriate icon next to the contact name. Press on the More button in case you want to perform one of the following actions over the contact: send an email, transfer ownership, follow, unfollow, add tags, merge selected records, find duplicates or export records. Additionally, you can click on the Customize button in the top right corner to perform the following actions: edit fields using the Layout Editor, edit workflows using the Contacts Workflows option or edit picklist values through the Picklists Values option. If you want to create a better overview of contacts in the list view, we recommend adding the first name, last name, title, organization name, primary email and phone number for each contact. You can add this information by opening the contact and moving to the Details tab. Press the Edit button in the top right corner and fill in the necessary information. Edit Contact InformationWhen you fill out this information, your list view will provide you with more useful information about each contact, as seen in the screenshot below. List View of Contacts With Details### Manage contact information in the detailed view You can perform the following operations in the Contacts detailed view, which you can access by pressing on any contact record: - Edit the existing content - Delete the record - Duplicate the record - Send emails - Print or export in PDF format - Send SMS notifications - Add events or documents In the Details tab, you can edit each contact’s information, such as first name, last name, phone number, email, email preferences, address, etc Associate contacts with other records Simply CRM lets you associate contacts with other records and view all relations of the Contacts module, together with the complete history log. | Field | Description | |---|---| | TouchPoints | Allows you to view the modifications and actions on the record | | Comments | Allows you to view comments associated with the record | | Deals | Allows you to track the deals associated with the record | | Activities | Allows you to view or create events and tasks on the record | | Emails | Allows you to view the emails sent to the record | | Tickets | Allows you to view the ticket records associated with the record | | Quotes | Allows you to view the quotes associated with the record | | Purchase Order | Allows you to view the purchase orders associated with the record | | Sales Order | Allows you to view the sales orders associated with the record | | Products | Allows you to view the products associated with the record | | Activity History | Allows you to view the events and tasks that are marked as completed or held | | Documents | Allows you to view the documents associated with the record | | Campaigns | Allows you to view the campaigns associated with the record | | Invoice | Allows you to view the invoices associated with the record | | Service Contracts | Allows you to view the service contracts associated with the record | | Services | Allows you to view the services associated with the record | | Projects | Allows you to view the projects associated with the record | | Phone Calls | Allows you to view the phone call details associated with the record | | Assets | Allows you to view assets associated with the record | | Chats | Allows you to view chat details associated with the record |

Last updated on Aug 26, 2024

How to manage projects in Simply CRM

A project represents a highly organized work assignment that contains specific goals, budgets, progress parameters, etc. In Simply CRM, projects allow you to define budgets, tasks, goals and allocate time to your work processes. Projects can also help you identify and resolve issues more quickly, as well as facilitate team work and collaboration. Create projects manually You can create projects manually by opening the Projects module and entering the project details. To do this, simply press on the Add Project button in the top right corner of the Projects module. When you enter the necessary project information, press Save to confirm the creation of the project record. Summary view In Simply CRM, projects have a special summary view that contains the key metrics and key fields, which are based on the Priority and Progress field of the project. Only projects that contain billable tasks and invoiced hours will have the Project Metrics widget displayed. ### Field information The following table breaks down all the information that can be found in the Projects module. | Field | Description | |---|---| | Project Name | Specify the name of the project (this field is mandatory) | | Start Date | Set the start date of the project | | Target End Date | Set the target end date of the project | | Actual End Date | Provide the actual end date of the project | | Status | Configure the status of the project | | Type | Select the project type | | Progress | Specify the progress of the project | | Target Budget | Set the target budget of the project | Quick create projects If you don’t have time to enter all the project details, you can use the Quick Create option and enter only the basic project information. To quick create a project, press on the plus icon in the top menu and select Project. Enter the basic project details in the new window and press Save. Import projects Simply CRM allows you to import thousands of projects from an external .vcf or .csv file. This option will save you time if you need to handle a large number of projects. Learn more about importing records in our detailed guide. Export projects Similar to other records, projects can quickly be exported from Simply CRM in the form of a spreadsheet. To export a project, open the module homepage and press on the More button. Select Export and choose your preferred settings before you initiate the process of exporting files. Associate projects with other records You can associate your projects with other modules and records in Simply CRM to create a more complete overview of the most important information. The following table outlines what records can be associated with projects. | Field | Description | |---|---| | Recent Updates | Displays the complete history of all actions performed on the project record | | Charts | Provides you with a graphical representation of your project’s progress | | Comments | Allows you to view comments associated with the project | | Project Tasks | Allows you to view or create project tasks | | Project Milestones | Allows you to view or create project milestones | | Documents | Allows you to view the documents and notes added to the project | | Events and Tasks | Allows you to view the activities associated with the project | | Quotes | Allows you to view quotes associated with the project | | Emails | Allows you to view the sent emails associated with the project | Important: By default, all comments on projects are marked as internal. Create project tasks A project task represents a smaller work assignment within a project, typically assigned to a user or group that needs to execute it in a certain time period. To create a project task, you will need to open the Project Tasks module and press on the Add Project Task button in the top right corner. Fill in the project task details and press Save. Alternatively, you can also create a project task from the detailed view of a specific project or a project milestone by using the button outlined in the following image. Once you press the Add Project Task button in the detailed view of a specific project, you will need to enter the project task details and press Save. Create project milestones A project milestone represents an important moment in the life cycle of a project. It is used to denote significant achievements and monitor the overall progress of a project. To create a project milestone, you will need to open the Project Milestones module by selecting it from the Projects tab on the left menu. In the new window, press the Add Project Milestone button in the top right corner and enter the milestone information. Press Save. Keep in mind that project milestones can also be created from the detailed view of a specific project, as shown below.

Last updated on Aug 27, 2024

How to create vendors in Simply CRM

A person, company or organization that supplies you with services or products is considered to be a vendor. Manufacturers and resellers can also be viewed as vendors. Create vendors manually To create a new vendor manually, select Vendors under the Inventory tab on the left menu. Press the Add Vendor button in the top right corner. In the new window, enter the vendor information and press Save. Quick create vendors Similar to other module records, you can use the quick create option to create a new vendor. Press the plus icon in the top right corner and select Vendor. Then, enter the vendor details in the the Quick Create view and press Save to confirm the creation of a new vendor record. Import vendors Simply CRM allows you to import all types of records, including vendors, from external files. Follow our guide on importing records, if you want to import a file with your vendors. Export vendors Similarly, you can easily export all your vendor records from Simply CRM, if you need your vendor data in the form of a spreadsheet. To export vendor records, open the Vendors homepage by selecting Vendors under Inventory on the left menu. Press the More button and choose Export. When you press Export, you will see the following pop-up that presents you with your export options. Select the options according to your needs and press Export Vendors. Operations you can perform from the Vendors homepage The module homepage represents the list view of all records. This means you can perform the following operations on Vendors (and any other module homepage): - Search records - Filter records - Perform mass actions, such as edit or delete - Rearrange the field layout using the Layout Editor - Set up workflows using Vendors Workflows - Modify picklist values in the module - Configure the module numbering - Create module webforms Operations you can perform from the detailed view of Vendors Once you enter the detailed view of a specific vendor record, you will be able to: - Edit vendor details - Select More > Delete to delete the vendor record - Select More > Duplicate to duplicate the vendor record - Select More > Create Quote to create a quote for the vendor record - Select More > Create Invoice to generate an invoice for the vendor record - Select More > Create Sales Order to form a sales order for the vendor record Associate vendors with other records When you associate vendors with other records, you will get a complete overview of all module relations as well as its entire history. | Field | Description | |---|---| | Products | Allows you to view products associated with vendors | | Purchase Order | Allows you to view purchase orders associated with vendors | | Contacts | Allows you to view the contacts associated with vendors | | Emails | Allows you to view the emails associated with vendors |

Last updated on Aug 27, 2024

How to create services in Simply CRM

Services typically represent all types of assistance that you provide to your customers. They can be free or paid and they can also be viewed as non-stock items rendered to customers. Naturally, there are no service bundles. Create services manually Similar to other modules, you can create service records manually and enter their details individually. To create a service manually, open Services under the Inventory tab on the left menu and press the Add Service button in the top right corner. Fill in the necessary service details and press Save. Quick create services If you need to create a service and you’re running out of time, you can use the quick create option in the top right corner. In the Create Service view, fill in the service information and press Save. Import services If you already have a .csv or .vcf file with your services, you can import it and save time on creating service records. Follow this guide to import records in Simply CRM. Operations you can perform from the list view of services The Services homepage represents the list view of all module records and it allows you to perform the following operations: - Search the service records - Filter services according to custom criteria - Perform mass actions, such as edit or delete records - Customize the field layout in the Layout Editor - Set up workflows using Services Workflows - Modify picklist values to fit your requirements Operations you can perform from the detailed view of services When you open the detailed view of the desired service, you will be able to: - Edit the existing details - Select More > Delete to delete the Service record - Select More > Duplicate to create a duplicate copy of the Service record - Select More > Create Quote to create a quote for the Service record - Select More > Create Invoice to create an invoice for the Service record - Select More > Create Sales Order to create a sales order for the Service record Export services If you ever want to have your services neatly listed in the form of a spreadsheet, you can export them from Simply CRM. To export service records, open the Services module from the Inventory tab on the left menu. In the Services homepage, select the desired records, press the More button and choose Export. This will open a pop-up window with the following options: In case you need help understanding the options, here is a quick breakdown of each option: | Field | Description | |---|---| | Export selected records | Choose this option to export the records selected in the list view | | Export data in current page | Choose this option to export all records on the current page in the list view | | Export all data | Choose this option to export all records in the module | Select the options according to your needs and press Export Services. Field information | Field | Description | |---|---| | Service Name | Enter the service name (this field is mandatory) | | Active | Check this box if the service is available | | Category | Select the category to which the service refers (installation, support, etc.) | | Usage Unit | Select the type of units: hour, day, incidence | | Number of Units | Specify the number of available units | | Sales Start Date | Specify the date when the sale will start | | Sales End Date | Specify the date when the sale will end | | Support Start Date | Specify the date when the support will start | | Support End Date | Specify the date when the support will end | | Price | Specify the service price | | Handler | Select the service owner from groups or users | Select services When you’re creating a quote, invoice or sales order, you can select to add existing or new services to it.

Last updated on Aug 27, 2024

How to create sales orders in Simply CRM

Sales Orders help your team monitor all the products that need to be produced, shipped or warranties given in accordance with the agreed deals, prices and dates. A sales order contains important information, such as: Sales Order Number, Purchase Order, Recurring Invoice, Billing and Shipping Address, Products or Services, Prices, and Taxes, etc. Create a sales order To create a sales order, open the Inventory tab on the left menu and select Sales Orders. In the new window, press the Add Sales Order button in the top right corner and enter the necessary details in the resulting window. Press Save to confirm the creation of the Sales Order. Create a sales order from a quote When your quote gets approved, you can create a sales order from it. This way, you will automatically transfer all the Quote record information to the new sales order. In order to create a sales order from a quote, you will first need to open the detailed view of the desired quote. Then, you will need to press the More button in the top right corner to open a drop-down menu and select the Generate Sales Order option. If necessary, you can edit the details of the Sales Order before you press Save to confirm its creation. Operations you can perform from the list view of sales orders Similar to other modules, the list view of Sales Orders allows you to perform mass operations and actions on your records. Here, you can edit, delete or filter records in bulk, as well as edit fields, workflows and picklist values. Naturally, to perform list view operations in Sales Orders, you will first need to open the module. You can do that by selecting the Sales Orders option from the Inventory field in the menu on the left side of your screen. Then, click on the checkboxes on the left side of each record to select them. When you select all the desired records, you can press on the pencil or trash can icon to perform mass editing or deletion. In the top right corner, you can press on Customize to configure fields through Layout Editor, edit workflows or picklist field values. Operations you can perform from the detailed view of sales orders Similar to the list view, the detailed view allows you to perform various operations on the records within the Sales Orders module. Follow the instructions below to manage operations in the detailed view of Sales Orders. Open the Sales Orders list view, as described earlier in this article, and select the desired record. This will open the detailed view, where you will be able to perform the following operations: - Tag the record - Share the record through email - Edit specific fields within the record - Delete the record - Export it in PDF format - Duplicate the record - Create an invoice, etc. Item Details Item Details provides you with additional flexibility when adding products or services, managing their prices and discounts in the Sales Orders module. Follow the steps outlined below to find the Item Details block in Sales Orders. Open the module, by choosing Sales Orders under the Inventory field on the left menu. In the list view, open the detailed view of an existing record or add a new record. You will find the Item Details block near the bottom of the detailed view. | Field | Description | |---|---| | Tax Region | Allows you to select the desired tax region | | Currency | Allows you to select the preferred currency | | Tax Mode | Allows you to configure the tax mode, either group or individual | | Product | Allows you to add a product from your inventory | | Service | Allows you to add a service from your inventory | | Price Book | Allows you to set different price values | | Discount | Allows you to offer discounts on products and services | | Add Product | Allows you to add a new product | | Add Service | Allows you to add a new service | Associate sales orders with other records You can associate sales orders with other records to display a complete overview of the Sales Orders module relations with other modules. In addition, this will help you maintain a log of entire module history. | Field | Description | |---|---| | Updates | Allows you to monitor all updates and edits on the sales record | | Activities | Allows you to schedule tasks | | Documents | Allows you to associate documents with the sales order | | Invoice | Allows you to view the invoice created for the current sales order |

Last updated on Aug 27, 2024

How to manage deals in Simply CRM

Simply CRM provides you with the Deals module, which you can use to create and manage your deals, qualify them and view their records. Important: The Deals module was formerly known as Opportunities. If you’re looking for instructions on Deals, this support article will provide you with helpful advice on how to use them. In the module, the Sales Stage field represents the progress towards the sale closure, while the fields Amount and Expected Close Date are used to drive the Sales Pipeline reports. Let’s cover all the different views available in the Deals module, before we explain how to create a deal. The types of views In the Deals module, Simply CRM users have three different views available: - List View allows you to quickly filter records and customize them according to your needs. - Kanban View provides you with a card view of records which allows you to quickly act on blockers, view and plan the work, as well as to optimize the work process and increase productivity. - Calendar View lets you have a wider scope and examine the deals that you expect to close in the future. How to create deals Now, we will explain how you can create deals for the different types of customers. The sales process can begin from various stages and you may need to create deals for leads, existing contacts or organizations, or new customers. Deals for a lead You can convert a lead into a deal and track the sales process to its closure (i.e. whether the deal is won or lost). This is a great option because Deals allow you to: - Track the sales stages - Schedule calls, meetings, presentations, etc. - Negotiate prices - Send quotes Deals for an existing customer In Simply CRM, existing customers represent all contacts that are already collaborating with you. The customer details can be stored in the form of a contact or an organization record. In case an existing customer qualifies as a lead for a new business deal, you can create a new Deals module record for it and associate it with its existing record. Deals for a new customer Simply CRM considers all customers without a record in your instance as a new customer. If you plan to collaborate with a new partner, whether an individual or a company, you can create a contact or an organization record for them and associate the newly created record with a deal. Deal projects To track the progress of a deal that is won, Simply CRM allows you to create deal projects. When you create a project, all related modules, such as Quotes, Comments and Activities, will be mapped from the Deals record. Create a deal manually You can create a deal manually and enter its details by pressing the Add Deal button in the Deals module, which can be found under the Sales tab on the left menu. Once you enter all the details, press Save to create the deal. Quick create a deal If you don’t have time to enter all the details, you can use the quick create option in the top right corner to create a new deal. Quick Create a DealPress on the plus icon to access the quick create option, select Deals and enter the necessary details. Press Save to confirm the creation of a new deal. How to manage deals Simply CRM lets you view and configure the deal’s sales stage, probability, close date, amount, weighted revenue and many other properties. Weighted Revenue The Weighted Revenue field helps you anticipate the scope of the business that you can agree with the deal. It is calculated automatically when you enter data in the Amount and Probability fields. The formula used to determine Weighted Revenue is simple: Amount*Probability/100. In other words, if Amount=2000 and Probability=10%, then Weighted Revenue=200. This formula is configured under the workflow called Deals: Calculate or update weighted revenue. You can edit or disable this workflow by following the instructions in this article. Deals list view operations Simply CRM allows you to perform the following operations from the Deals list view. You can create custom filters and browse through the records according to your needs. You can also Edit, Delete and Add comments to desired records and you can select multiple records to perform the same operation on the selected range. Similar to other modules, you can use the Deals Fields & Layout in the Customize drop-down menu to edit the fields and organize their layout. The Deals Workflows option allows you to edit or set new workflows on the module to automate tasks and actions. The Picklists Values lets you edit the values of picklists. Edit field mapping When you decide to convert a deal into a project, you can use the Deal to project mapping option from the Customize drop-down menu to edit and add new mapping options, as shown below. Import deals Simply CRM allows you to import thousands of deals at once and save time. To import deals from an external source in the form of a .csv or .vcf file, read our guide on importing records. Export deals If you need all your deals’ data in the form of a spreadsheet, you can export it by clicking on the More button on the Deals homepage and selecting Export. The following options are available in the Export pop-up window: | Field | Description | |---|---| | Export selected records | Choose this option to export the records selected in the list view | | Export data in current page | Choose this option to export all records on the current page in the list view | | Export all data | Choose this option to export all in the module | Select the preferred option and click on the Export Deals button to initiate the exporting process. Set Top Deal notifications To avoid missing out on important deals, you can set up a workflow that will send you notifications whenever you have a big deal on your hands. Follow the instructions below to configure a workflow that will notify you whenever you can close a big deal. Open the Deals module from the Sales tab on the left menu. Click on the Settings icon and choose the Deals Workflows option. In the new window, click on the New Workflow button in the top right corner. Enter the workflow details and set its recurrence. You can use Only first time conditions are met, for example. Then, configure the desired condition for your workflow. For instance, you can set Amount greater than 1000. Press Save. After that, you can create a new task that will send you an email. Here, select Send mail as the task type and click on the Create button. You can enter the task title (only for your reference) and configure the email recipients by selecting the options from the drop-down menu or entering them manually. Enter the email subject, body text and press Save. Now, this workflow will automatically send you an email whenever you have a big deal, i.e. a deal whose amount is greater than the condition you set. Associate deals with other records You can associate deals with other records to create an all-around view and monitor the following details: | Field | Description | |---|---| | Comments | Allows you to view comments exchange between users | | Activities | Allows you to schedule activities | | Contacts | Allows you to associate contacts with deals | | Products | Allows you to associate products with deals | | Documents | Allows you to associate documents with deals | | Quotes | Allows you to view or create quotes | | Sales Order | Allows you to view or create sales orders | | Activity History | Allows you to view events and tasks that are marked as completed or held | | Services | Allows you to associate existing services with deals |

Last updated on Aug 27, 2024

How to manage organizations in Simply CRM

In Simply CRM, an organization represents an institution, a company or a group that contains multiple employees. All contacts can be configured as employees of a certain organization and organizations do not have to represent current customers. For example, you can also place an organization under Deals or Leads. Create an organization manually To create an organization manually, select the Organizations tab under Sales on the menu on the left side of the screen. In the new window, press the Add Organization button. Fill in the Organization details and press Save. Quick create an organization If you need to create an organization with basic settings, you can use the quick create option in the top right corner. Select Organization and enter the organization details. Press Save to confirm the details. Convert a lead When you determine that a lead can be qualified as a potential sale, you can convert it into a deal. This way, a Contact and an Organization record will be created simultaneously to store the deal information. Import organizations If you have your organizations in an external .csv or .vcf file, you can quickly import to Simply and save time. Learn more on how to import records to Simply CRM here. Export organizations All types of records, including organizations, can quickly be exported from Simply CRM in the form of a spreadsheet. To export your organizations, open the Organizations module, click on the More button and select Export. You will have the following options in the Export pop-up window. Select the preferred option and press the Export Organizations button. If you’re unsure what the available option are, check the image below for a detailed breakdown of each option. | Field | Description | |---|---| | Export selected records | Choose this option to export the records selected in the list view | | Export data in current page | Choose this option to export all records on the current page in the list view | | Export all data | Choose this option to export all records in the module | Manage organizations from the module homepage You can perform a number of different operations and use various options in the Organizations module. You can search the desired records or use custom filters to quickly browse and arrange the organizations according to your current requirements. As with any other record in Simply, you can edit and delete organizations as well as leave comments next to it. Using the More button, you can open additional settings and options. There, you can choose to send emails, transfer ownership, follow, unfollow, add tags, merge selected records, find duplicates or export records. In addition, you can use the Customize button in the top-right corner to perform the following operations: Edit fields with the Layout Editor, edit workflows to view existing workflows and create new ones, edit picklist values using the Picklist Editor. Manage organizations in the detailed view The detailed view of the Organizations module also allows you to perform various actions. For example, you can follow the organization, edit the existing data, or send emails to the organization. Under More options, you can delete the organization, duplicate records, configure the hierarchy of the organizations, transfer ownership, as well as add events or tasks. In the detailed view of the Organizations module, you can also check the activities of related records using the Roll Up toggle bar under the Comments section. Field information The following table breaks down all fields and describes how they should be used. | Field | Description | |---|---| | Organization Name | Allows you to specify the name of the organization | | Website | Allows you to specify the company URL | | Member Of | Allows you to create a parent record for the organization | | Ticker Symbol | Allows you to set the company ticker symbol | | Primary Email | Allows you to configure the email address of the organization | | Ownership | Allows you to specify the type of ownership | | Employees | Allows you to specify the precise number of company employees | | Industry | Allows you to choose the company industry from the drop-down menu | | Assigned To | Allows you to specify the user who is the owner of the organization | | Description Details | Allows you to enter additional details about the organization | | Email Domain | Allows you to specify the domains that you receive via emails. | Associate organizations with other records When you associate organization with other records, you get a more complete overview of all relations in your instance of Simply CRM, as well as the entire history log. The following details can be tracked and monitored in the Organizations module. | Field | Description | |---|---| | TouchPoints | Allows you to view the modifications and actions on the record | | Comments | Allows you to view comments associated with the record | | Deals | Allows you to track the deals associated with the record | | Activities | Allows you to view or create events and tasks on the record | | Emails | Allows you to view the emails sent to the record | | Sales Order | Allows you to view the sales orders associated with the record | | Invoice | Allows you to view the invoices associated with the record | | Activity History | Allows you to view the events and tasks that are makred as completed or held | | Documents | Allows you to view the documents associated with the record | | Tickets | Allows you to view the ticket records associated with the record | | Products | Allows you to view the products associated with the record | | Service Contracts | Allows you to view the service contracts associated with the record | | Services | Allows you to view the services associated with the record | | Campaigns | Allows you to view the campaigns associated with the record | | Assets | Allows you to view assets associated with the record | | Projects | Allows you to view the projects associated with the record | | Contacts | Allows you to view the service contracts associated with the record | | Quotes | Allows you to view the quotes associated with the record |

Last updated on Aug 27, 2024

How to import records

If you have already collected your data in .csv or .vcf format, you can now easily import it into Simply CRM by following the steps outlined below. Import records in 3 simple steps Simply CRM allows you to import your records in a number of different categories, including Contacts, Organizations, Deals etc. Before we explain the process of importing data into Simply CRM, it’s important to emphasize a few prerequisites. Mandatory fields Your .csv or .vcf file should address all mandatory fields, which are denoted with a red star icon. Fields such as Last Name are mandatory for the Contacts module, for example. If the mandatory fields are left empty, they will automatically be set to ????. If you’re trying to import a list of customers, you’ll need to dedicate a column to their last names in your .csv or .vcf file. Otherwise, the system will return an error. File size Your files cannot exceed the maximum size of 5 MB. Permission Admin users can disable the Import option for non-admin users. If you can’t find the Import option in Simply CRM, contact your administrator to request permission. 3 simple steps to importing records Now, let’s focus on the process of importing records in .csv or .vcf file format. To get started, open the menu on the left side and select a module, Sales > Contacts, if you want to import your customers. Then, click on the Import button in the top right corner. Step 1: File upload In step 1, you will need to upload your file to Simply CRM. Once you press on the Import button, you will need to select the file format. At the moment, Simply CRM supports two formats: .csv and .vcf. For the purposes of this guide, we will use a .csv file. When you select the format, you will need to press on the Select from My Computer button and choose your preferred file. You will notice three more fields in the Import Contacts pop-up box: Has Header, Delimited and Encoding. When you import a file, Simply CRM compares your headers with fields in the system. Keep in mind that the first row in the .csv file is considered a header. If your file has a header, check the Has Header box. Simply CRM supports four types of delimiters: comma, semicolon, Pipe and Caret. The system will recognize fields in your .csv file only if they are separated by one of the supported delimiters. Always select the right character set in which your file was encoded, regardless of the file content. Keep in mind that Simply CRM supports two character encoding sets: UTF-8 and ISO-8859-1. If your sheet contains special characters such as ø, æ or å, choose UTF-8 to preserve the characters in their original form. After you have configured all fields, click Next. Step 2: Duplicate handling The second step is optional. It allows you to determine how duplicate entries in your .csv file will be handled by Simply CRM. Here, you can select to skip, overwrite or merge the duplicate records. After you import the file, Simply CRM will check the records to avoid duplicate and redundant data. If you decide to use the Skip option, Simply CRM will ignore the duplicate records and they will not be imported. In case you use the Overwrite option, the duplicate records from the .csv file will overwrite and replace the records in Simply CRM. The Merge option lets Simply CRM examine the duplicate records and only import the new, relevant data. Check the sample image below for a graphical representation of the skip, overwrite and merge functions. Skip, Overwrite and MergeImportant: Keep in mind that import records will never bypass the duplicate prevention rules. Step 3: Field mapping In the final step, you will need to map the headers or columns of the import file in Simply CRM. If your header or column directly corresponds to the Simply CRM, it will be mapped automatically. Here, you can set default values for mapping fields and they will be used in case the value of any field in the file is empty. If you’re reusing mappings, you can save them and they will be accessible to all users. The saved mappings can later be deleted by simply pressing the Trash icon. After you successfully map your fields, click Import. Important: If you do not map fields, their values will be lost. For example, if you do not map the field Address to a Simply CRM field, all address data will be lost. After you import a file to Simply CRM, the results will be presented in the form of a table, which can be seen below. Importing from another CRM Simply CRM allows you to import records from other CRM systems. To import data from another CRM, you will first need to export data in the form of a .csv file. After that, simply follow the steps previously explained in this guide. Tips for importing records For the end of this guide, we have prepared a few useful tips to help you better use our service. Date values You can set the date values in Calendar Settings. All date formats that are not specified there will not be imported and the field will remain empty. In case the Date field is mandatory and the date is specified in an unsupported format, the records will not be imported. Assigned To values When you are mapping to Assigned To value, you can either have the username (login address) or their first and last name in the .csv file. If no user has the necessary value present, the import records will be automatically assigned to the user who imports the data. Numbers If the imported values have more decimals than specified for the given field, the numbers will be rounded up to the specified number of decimal places. For instance, if the .csv file has the value 12.48923 and My Preference Decimals are set to 2 decimals, the imported value will be rounded up to 12.49. In case you import an empty number in the mandatory field, Simply CRM will assign the value 0 to the record. Picklist values When mapping to the Picklist field, if the import value is not present in the Picklist, Simply will insert a new value into the record. If the Picklist field is mandatory and the import record has no value, Simply will use the default value selected during the import. If the default value is blank, Simply will pick the default value of the field. If all fields are blank, then Simply will use ???? for the record. Time values When mapping Time values, Simply CRM will set the time to 12 AM if the field value is left blank. Multiselect combo In case you are importing multiselect Picklist values, you should specify multiple values in the .csv file, using the following format: value1 |##| value2 |##| value3. Keep in mind that this field is case-sensitive. Reference fields When you import values into reference fields, e.g. Organization field in Contacts, and there is no record with the value, Simply CRM will create a new record. Mandatory values will automatically set to ????. The import will fail if a record has a mandatory Reference field with no value. Inventory fields When you are importing files into your inventory, please keep the following notes in mind. 1. The item name in the .csv file must be identical to the one present in the Product or Service list. 2. By default, the item name will always be searched in the Product list first and then in the Service list. To make the work easier, you can use the following format to append the item name with product or service: ::::Product_Name Services::::Service_Name. 3. The Quantity and Selling price fields must be specified correctly and mapped. If they are not specified, your import will fail. 4. The Tax values must be presented with percentages, as calculated on the Total amount. 5. Discounts can be applied to individual items or groups of items, but you need to specify the type of discount. 6. The tax type has to be mapped correctly. In the .csv file, the tax type should be specified as group or individual. If left unspecified, the default tax type will be used. 7. If there are 2 records with 2 different items, but the same Subject, Simply CRM will consider them as a single record. 8. All specifications of the Items Total, Pre-Tax Total, Received, Balance and Grand Total fields in the .csv file will not be considered, because they depend on Item Total, Discount and Taxes Added To It, as well as other fields like Quantity, Selling Price, Discount, and Tax added to it. Notes Scheduling imports If your file contains more than 1000 records, your import will be scheduled and you will receive an email notification after the import is finished. Data error The data error occurs when the import is interrupted. It indicates that the import table did not import all records into the system and that all the information related to the interrupted import is lost. This means that the records cannot be imported and that you will need to clear the data before starting a new import. Import locked error This error occurs when another user has already started an import on the same category or module. All details regarding the already initiated import are displayed within the error message. Import interrupted error In case an administrator is performing an import and a non-admin user attempts to initiate an import on the same module, he will receive the import locked error described above. However, if a non-admin user is performing an import and an admin tries to perform an import on the same module, he will be able to examine the current import status and even cancel it. When the admin cancels an ongoing import, the user who started the import will receive the import interrupted error. Data imports Once you start an import, you will not be able to start any other import until the first import is finished. When you initiate an import in a particular module, other users will not be able to import records into the same module. However, they will still be able to import records into other modules in Simply CRM.

Last updated on Aug 27, 2024

How to create workflows

Simply CRM allows you to streamline your business by automating certain tasks and operations, such as sending emails, creating activities, etc. This will save you time and allow you to focus on more important operations. How to create a workflow process To create a new workflow, go to Settings and select Workflows under Automation. Press the New Workflow button in the top right corner. Step 1: Provide basic information Once you press the New Workflow button, a new window will appear. In it, you will need to provide the basic information about the workflow, including its name, module and conditions. Important: All workflow conditions are predefined. Workflow triggers This determines when the workflow will be activated. Record creation – triggers the workflow when a new record is created. Record update – triggers the workflow when a record is updated (including the creation). Recurrence Only first time conditions are met – triggers the workflow if the conditions, which will be specified in step 2, are met. After the first execution, the workflow will not trigger again on the same record. However, it will still trigger actions on other records within the same module. Every time conditions are met – triggers the workflow whenever the condition is met. Step 2: Add conditions When you add conditions, the workflow is only executed on the records that satisfy the conditions that you define. For example, if you want to create a workflow for the Contacts module and send a greeting email on the Contact’s birthday. In this case, you will need to configure the condition as shown below. When you define conditions, you will have to options at your disposal: All Conditions and Any Conditions. 1. All Conditions filters reconds according to the AND condition and triggers the workflow only when all defined conditions are satisfied. 2. Any Conditions filters records according to the OR condition and triggers the workflow if at least one condition is satisfied. Simply CRM allows you to compare different fields with the Equals To condition. For example, if you want to create a workflow that executes a certain operation on the records in the Deals module when the Amount is 1000. You can select this option from the drop-down menu options. Simply CRM also allows you to add conditions for dates in regards to the current date. For example, if you want to create a workflow that sends an email 2 days before the Support End Date, your condition will be Support End Date less than days ago 3. Important: To help you group the conditions, Simply CRM automatically enables the AND Condition for All Conditions and Any Conditions. When you’re defining a condition, you can use the predefined criteria or create a custom criterion. You can configure multiple conditions for your workflows. Press the Add Condition button to add new conditions to a workflow. Count only workdays in workflows You can configure workdays to only include workdays configured in Business Hours. For instance, you can set up a workflow that will send an email to a customer three days before the Deal Closing Date. After you define the conditions, don’t forget to configure the workflow actions. Set up workflows on the email opt-in field Simply also allows you to set up workflows on the email opt-in fields. For example, if you want to know when a customer confirms an email subscription, you can create a workflow for the Contacts module. Then, set the Entry Criteria to Email Opt-in as Double Opt-in. Configure the Update action to configure the Email Confirmation Date as Today. Step 3: Add actions You can configure the previously described tasks using actions instead of workflows. All you need to do is press the Add Action button and choose your task. Below, you will a list of all available actions and their descriptions. | Field | Description | |---|---| | Send Mail | Used to send an email | | Invoke Custom Function | Used to update the target fields of records within a module when certain actions are executed over the source fields in another module | | Create Task | Used to create a new task | | Create Event | Used to create a new event | | Update Fields | Used to update the fields of the selected module | | Create Record | Used to create/update fields when the conditions on the parent record are met | | SMS Task | Used to send SMS notifications | | Mobile Push Notification | Used to notify a user when a task is assigned to him | Important: Workflows are executed in the instance owner context, even if the record owner does not have the write permission. For example, if you have a workflow that creates a Deal when the Lead Status is Hot, and a Sales representative who does not have the permission to create a Deal edits the Lead record to configure the status to Hot, the Deal will still be created. The Created By/Last Modified will automatically be set to the instance owner in this case. Similarly, scheduled workflows also run in the instance owner context. However, the create and update actions are done in admin context to ensure that the workflows will not be blocked by user profile restrictions. How to edit a workflow To edit or modify a workflow, go to Settings and choose Workflows in the Automation drop-down menu. Open the workflow that you want to edit by pressing on it and edit its properties. Once you’re done modifying the workflow, press Save to confirm the changes.

Last updated on Aug 27, 2024

How to create a custom filter

Simply CRM allows you to use filters or views to separate records from a group of records and place them in different buckets. For example, you can filter the records in a specific area and assign them to a Sales Agent located within the same area. Further, you can perform various operations on the filtered records, including mass edits, deletion, sending emails etc. How to create custom filters Now that you have familiarized yourself with the concept of filters, let’s explain how you can create custom filters in Simply CRM. You can follow the instruction that will be given below to create filters on whatever module you want. On the left menu, open Sales and select Deals, for example. Press the plus icon next to the Lists header on the left side. In the resulting pop-up window, enter the list information and select the columns that you want to be displayed in the custom view. Keep in mind that you cannot select more than 15 columns here. After that, you will need to specify the conditions for the filter. To make your job easier, Simply CRM allows you to choose from a set of predefined conditions. You have two options for the conditions: All Conditions or Any Conditions. All Conditions uses the AND condition to filter your records. For example, Condition 1 AND Condition 2 AND Condition 3 displays the results if and only if ALL conditions are met. If one condition is not satisfied, no query will be executed. Any Conditions uses the OR condition to filter your records. For example, Condition 1 OR Condition 2 OR Condition 3 displays the result if at least one condition is met. If one query fails, the others will still be executed. Important: Simply CRM enables the AND condition between All Conditions and Any Conditions by default. This helps you group the conditions. You can use predefined or custom filtering criteria. How to configure permissions After you create a filter, you will need to configure permissions to get the most of your filter. Set as default The Set as default option allows you to configure your filter to automatically filter your records and hide the irrelevant ones. When you check this box, the filter will be made default for all users in your Simply CRM instance. ### List in metrics To enable this option, check the box beside List in Metrics. Move to the dashboard and go to Add Widget > Key Metrics. Provide viewing permission You can restrict the list to certain users by using the Share the list option. There, you can add or remove the users who can view the list. ### Delete a list To delete a list, simply open the drop-down menu to the right of the list names. Select the Delete option.

Last updated on Aug 27, 2024

How to configure picklist dependencies

Simply CRM allows you to configure picklist dependencies between two picklist fields – the source and target picklist field. This allows you to have full control over the target picklist fields by choosing a value in the source picklist field. Let’s use a real-life example to illustrate how picklist dependencies work. We can set a picklist dependency between two different fields in the Products module, for example. Let’s say that Manufacturer is the source picklist field, while Usage Unit is the target field. If we select a specific value in the Manufacturer field, we will only be able to use the values referring to the selected manufacturer in the Usage Unit field. Now, before you configure a picklist dependency, you will need to select the module, set the source and the target field. To do that, you will need to press on the User option in the top right corner and select Settings. Then, in the new window, select Picklist Dependency from the Configuration drop-down menu. Press the Add Picklist Dependency button and configure the settings. Once you select the module, target and source field, you will see a list of all picklist values in the source and target field. There, you are free to choose the desired target picklist values under the appropriate source fields. Important: The values in blue are selected and all white values are unselected. Press Save to confirm the changes. Your picklist dependency will automatically be set. Once you select a value in the source picklist field, you will only be able to choose from specific values, which are related to the value chosen in the source field, in the target field. This way, picklist dependencies allow you to limit the choices in picklist fields and avoid entering inaccurate data in the system.

Last updated on Aug 27, 2024

How to integrate and use MailChimp with Simply CRM

Simply CRM integrates with MailChimp and allows you to connect two platforms to make sure all data is in sync and nothing is missing. Before you start using MailChimp with Simply, you will have to establish a connection between the two. To create the connection, you will need to: - Access your MailChimp account - Generate MailChimp access key for Simply - Create a MailChimp list. How to integrate MailChimp with Simply CRM In order to integrate MailChimp with Simply CRM, you need to have an active MailChimp account. For instructions on how to set up a MailChimp account, please visit the help section on their official website. Now that you have your MailChimp account, you’ll need to generate access keys in order to integrate your MailChimp data with Simply CRM. Activate MailChimp module in SimplyCRM In your Settings go to App management –> Apps Scroll down or use the search bar to locate MailChimp App and click Activate. Refresh your page to reflect the changes. ### How to generate MailChimp access data In your account click on your avatar at the bottom left corner –> select Profile –> and click on the Extras tab to select API Keys. Scroll down and click on Create A Key to generate an access key that can be used for Simply. Copy the string of symbols in the API key. How to assign the access key Now head back to the Settings and select App Settings –> MailChimp On the MailChimp page, enter your API key in the relevant field, as shown below. Mailchimp options in Simply CRM Aside from the API key, you can configure additional MailChimp settings here. You can choose whether to import MailChimp subscribers as contacts or leads. You can also select the sync type, specifying which app will have priority when synchronizing data. If you choose MailChimp, the MailChimp data will overwrite the Simply CRM data in your instance. If you choose Simply CRM, then your MailChimp account will be updated with your Simply CRM records. Sync Mode lets you select whether the sync will be done manually or automatically. If you choose the Cron option, the data will be periodically synchronized on its own. Selecting the Manual option here will require you to manually sync the time every time. Once you configure your settings, press Save to confirm the changes. How to create lists in MailChimp MailChimp now uses the Audience feature (formerly known as Lists) to organize email contacts. A MailChimp Audience are all the recipients of your emails. You need to have at least one Audience in MailChimp to be able to integrate with Simply CRM. You can create an Audience by opening the Audience window from the MailChimp main menu. In the new window, press on the Create Audience button. In case you don’t see the button, click on View Audiences and follow the instructions to create as many lists as you need. Keep in mind that all of these lists will be available in Simply. ### How to sync MailChimp and Simply CRM To sync MailChimp with Simply, open the menu on the left side and use MailChimp under the Marketing tab to create a new entry. This entry actually represents a group entry that functions in the same way as MailChimp group entries. To sync the records, you will need to open the detailed view of the MailChimp group in Simply and click on the button Synchronize. Here, you will see a list of your MailChimp audiences and select the one that you want to synchronize with your Simply data. ### How the MailChimp synchronization works MailChimp utilizes two-way synchronization, which means that all contacts within the chosen MailChimp CRM group will be synced with the chosen MailChimp audience. All contacts from the MailChimp audience will be synced with the MailChimp CRM group (and the contacts module). In case a subscriber uses the Unsubscribe option in MailChimp, they will be removed from the MailChimp CRM group, but they will stay in the MailChimp Audience after the next sync. If you delete a contact from the MailChimp CRM group, it will be marked as Unsubscribed in the MailChimp Audience after the next sync. Important: MailChimp will only sync the CRM contacts with designated email addresses. How salutation handling works in MailChimp Leads and contacts have a field called Salutation in Simply CRM. When you transfer CRM data to a MailChimp list for the first time, Simply will create the Salutation field, which will be filled by all subsequent data transfers. ### How to use the MailChimp Connector We will explain how the MailChimp Connector is used on a specific example. For instance, let’s imagine we have created a MailChimp Audience called Tradeshow New York 08/18. Now, we would like to invite prospects from New York, Boston and Washington DC through a bulk emailing campaign. We would also like to use these lists of prospects for future events and emailing campaigns. Therefore, we only want to compile the list once and reuse it whenever necessary. To achieve that, we will follow the steps outlined below: 1. Create a CRM group entry with the name Boston prospects and add all prospects from the Boston area to the group. 2. Sync this group with the MailChimp audience Tradeshow New York 08/18. 3. Create a CRM group entry with the name New York prospects and add all prospects from the New York area to the group. 4. Sync this group with the MailChimp audience Tradeshow New York 08/18. 5. Create a CRM group entry with the name Washington DC prospects and add all prospects from the Washington DC area to the group. 6. Sync this group with the MailChimp audience Tradeshow New York 08/18. By executing the previous steps, we will add all prospects to the MailChimp audience called Tradeshow New York 08/18, which can be accessed by using the menu [Audience] -> Tradeshow New York 08/16 -> [View Contacts]. In addition, you may find each individual group in the menu [Audience] -> [View Audience]. The Audience of subscribers essentially combines the content in the related groups in the following way: Tradeshow New York 08/13 = Boston prospects + New York prospects + Washington DC prospects. How to use MailChimp with Simply CRM When you integrate MailChimp using the access key, you will be able to use MailChimp as an additional module in Simply. You can start by creating a MailChimp group by pressing the Add Record button in the top right corner. In the new window, you will have to enter the Group Name and assign the group to a user. Additional options such as Group Status and Group Type are also available, but they’re not mandatory. When you enter the necessary information, press Save to create the group. Alternatively, you can import records for the MailChimp group, as explained in our earlier articles. When you create or import a group, you will have a number of different options at your disposal in the list view. You can edit, delete, or export the list as well as locate duplicates in the groups. In the detailed view, you have even more options, including follow, edit, synchronize, empty log display, duplicate and delete. You can use the Synchronize option to sync data from the MailChimp lists to your CRM instance, and vice versa. Through Simply CRM you can even attach documents to your MailChimp groups. When you use the Synchronize button, your CRM data will immediately become available in MailChimp, allowing you to start executing mass email campaigns from your dashboard.

Last updated on Aug 27, 2024

How to set up recurring events in Simply CRM

Thanks to its powerful calendar feature, Simply CRM allows you to set up recurring events and automate their execution in specified time periods. If you want to create a recurring event in Simply, you will need to log into your dashboard and press on the plus icon in the top right corner. Select Event in the new drop-down menu. If you want to create a one-time event, you can use the Quick Create window and enter the event details. However, if you want a recurring event that repeats itself in the exact periods that you specify, you will need to press on the Go to full form button. In the new view, enter the event details. Keep in mind that the fields marked with a red star are mandatory. When you finish entering the basic event details, scroll down to the Recurrence Details section and check the Repeat option. Specify the necessary recurrence interval in the appropriate fields. Press Save to confirm the creation of the recurring event. How to use workflows to set up recurring events If you prefer to work with workflows, you can open your Simply dashboard and select Workflows under Automation. In the new window, click on the New Workflow button in the top right corner. Enter the workflow details and select Time Interval for the Trigger Workflow On option. Specify the recurrence period and scroll down to Workflow Actions. Add a new workflow action by pressing on the appropriate button. When you click on Add Action, a new drop-down menu will appear. Select what action you want to execute in the intervals you specified and enter its details. This way, the workflow will automatically execute the selected action in the specified time periods.

Last updated on Aug 27, 2024

Sharing rules in Simply CRM

Sharing rules specify what data can be accessed by all users in a role hierarchy. In Simply CRM, the default access for CRM records is set to public, which means that everyone can see all CRM records. Basic rules Simply CRM has three basic rules: 1. Admin has full access to all records, but Read Only files can only be changed by the CRM system. 2. Record creators and their superiors have full access to records, as defined in their profile settings. 3. On a user level, profiles can restrict the rule sharing privileges. Sharing modes Simply CRM operates two sharing modes: 1. Public mode grants access privileges for the public using Public Sharing. If you want to allow certain users write access, use the custom sharing rules. 2. Private mode blocks public access to records. You can use custom sharing rules to extend the access to specific records for certain users. Sharing rules and permissions In Simply CRM, sharing rules allow you to configure permissions for all users. The following table breaks down the permissions available in Simply CRM. | Permission | Description | |---|---| | Private | All users can only access the records that have been assigned to them and the users with lower roles in the hierarchy. | | Public Read Only | Everyone can view all records, but cannot edit or delete them. | | Public Read, Create/Edit | Everyone can access all records and modify them, but cannot delete them. | | Public Read, Create/Edit, Delete | Everyone can view all records, edit and delete them. | How to configure sharing rules If you need to configure sharing rules in your organization, follow the instruction given below. Log into your Simply dashboard and click on Settings. Select Sharing rules under User Management. Use the radio buttons to configure the sharing rules. When you finish configuring the sharing rules, scroll down and press on the Apply New Sharing Rules button to confirm the changes. Important: If you do not press on Apply New Sharing Rules, your changes will not be saved. How to configure custom sharing rules Custom sharing rules allow users with lower roles in the hierarchy to access the records of their superior. As a user with higher hierarchy, you can allow your subordinates to access your records, while keeping the record module private. You can grant the same access by setting the sharing rules to Public, but that will allow everyone to view the records. With custom sharing rules, you only allow a specific user, group or role to access your private records. For example, a sales manager has a high place in the role hierarchy and he can view the records of a sales representative. When the sharing rules are set to private, the sales representative cannot access the records of his sales manager. If the manager wants the sales rep to view his records, he can set the sharing rules to public, but that will allow everyone to view his records. By setting up custom sharing rules, the sales manager can grant the sales representative exclusive rights to view his records. Follow the instructions below to set up custom sharing rules in Simply CRM. Open the Sharing Rules window, by going to Settings > User Management > Sharing Rules. Press on the drop-down option in the Advanced Sharing Rules column. Press on the Add Custom Rule button that appears below the selected Advanced Sharing Rules field. Define the sharing rule settings in the new pop-up window and press Save. The following table breaks down the meaning of each field that can be customized in the custom sharing rules pop-up window. | Field | Description | |---|---| | Records of | Denote whose records will be made accessible | | Can be accessed by | Choose who will be able to access the records | | With permissions | Set the privileges of the new user | Important: Custom sharing rules have to be configured separately for each module. Read and Write access allows the users to Import/Export records.

Last updated on Aug 27, 2024

Introduction to the Simply CRM Inventory

Simply CRM Inventory allows you to automate your order processing, product shipping activities and inventory stock management. This article will explain how the inventory works and how you can use it to make your business more efficient. The inventory process flow chart The following chart explains how the inventory functions. Delivery notes represent documents that accompany the goods. They list out the product description and the quantity of goods. Receipt notes are internal documents that serve as proof that the recipient received the exact goods that they ordered. Bills are invoices that list out the products or services sold by the vendor. Inventory stock management Whenever you receive an order or deliver a product to a customer, the Quantity in Stock field of the appropriate product gets updated automatically. By default, workflows are preconfigured in the delivery notes and receipt notes modules. In other words, the product stock is automatically updated when the Receive Note status is Received and Delivery Note status is Delivered. You still need to enable them, however. Important: You can set workflows to update the inventory stock whenever a purchase order is fully received, a sales order is fully shipped, or whenever you receive or deliver a stock. Keep in mind that the purchase order workflow is automatically disabled when you enable the Receipt Note workflow, and vice versa. Similarly, when you enable the Delivery Note workflow, the Invoice workflow is automatically disabled, and vice versa. Stock reversal If you reopen a receipt note or a delivery note, the status changes back to Open and the stock update is reversed. This means that the stock is decreased in the receipt note and increased in the delivery note. How to create receipt notes The Simply CRM Inventory provides you with an order management system that lets you create receipt notes for purchase orders linked to specific vendors, as well as generate bills when the order is successfully completed. Receipt notes allow you to: - Track all items; - Generate bills from payment orders; - Automatically update product stocks. You can quickly create receipt notes from Purchase Order records. Open the Purchase Order module and select the desired record. Click on the ellipsis icon and select Create Receipt Note. Enter the necessary receipt details. You can use the Item Details tab to view all products in the purchase order. This allows you to configure the items and their quantity. Click Save. Once you save the receipt note, the purchase order status will automatically be set to Receipt Initiated. The following table breaks down all line item options in Simply CRM. | Line Item option | Description | |---|---| | Item Name | Specifies the product you purchased from the vendor. | | Ordered | Specifies the items ordered in the original purchase order. | | Received | Specifies the items received as part of a previous receipt note. This tracks the total number of items received across all receipt notes from the original purchase order. | | Receiving | Specifies the items received as part of this particular receipt note. | | Outstanding | Items that are yet to be received from the original purchase order. | Receipt note and purchase order statuses Receipt notes can have one of three following statuses: - Open – set when you create the receipt note; - Received – set when you receive the item from the vendor; - Canceled – set when you cancel the items you ordered. Purchase orders have five different status options: - Created – set when you create the purchase order with vendor items; - Receipt Initiated – set when you create the first receipt note referring to the purchase order; - Partially Received – set when you receive a part of the ordered items (we recommend this option if you’re receiving the item in multiple shipments); - Fully Received – set when you receive all ordered items from the vendor; - Canceled – set when you cancel the order from the vendor. How to create bills In Simply CRM, bills are used to initiate payments to vendors in regards to items received from a purchase order. To create a bill from a purchase order, open the desired purchase order record to view its details. In the detailed view of the record, open the Bills tab and press the Add Bill button in the top left corner. In the new window, enter the bill information, such as bill date, due date, vendor name, etc. After you fill out the bill information, move to the Item Details tab and select the items that you’re paying with the bill. Press Save. How to create payments Once you create a bill, you’ll need to initiate a payment for the purchased items. To create a payment, you will need to open the detailed view of a Bill record. Press on the ellipsis icon and choose Create Payment. Fill out the payment details, such as the amount, recipient, etc. Press Save. How to create delivery notes Simply CRM allows you to create delivery notes for sales orders linked to customers, which will automatically generate an invoice when the order is completed. To create a delivery note, you’ll need to open the desired Sales Order record and press on the ellipsis icon to find the Delivery Notes tab. There, press the Add Delivery Note button. Enter the details of the delivery note, configure the items and their quantity. Press Save. When you save the delivery note, the status of the order will change to Delivery Initiated. The following table explains the line item options for delivery note: | Line item option | Description | |---|---| | Item Name | Chooses the product that will be delivered to the customer | | Quantity | Specifies the number of products that will be delivered | | Outstanding | Shows how many products from the purchase order are yet to be delivered | Delivery note and sales order statuses Delivery notes in Simply CRM always have one of the following statuses: - Open – set when the delivery note is created; - Scheduled for delivery – set when the shipment date is specified; - Shipped – set when the items are shipped from the storage; - Delivered – set when the items are delivered to the appropriate customer; - Canceled – set when the delivery is canceled (for whatever reason). Similarly, sales orders have a limited number of statues, which can be: - Created – set when the sales order with the items that need to be delivered is created; - Delivery initiated – set when the first delivery note linked to the sales order is created; - Partially delivered – set when a part of the delivery has been completed; - Fully delivered – set when the delivery is finished and the order completed; - Canceled – set when the order is canceled. How to create invoices After you fulfill an order, you will need to generate an invoice from the sales order and email the customer. You can learn more about invoices here. Frequently asked questions How can I print a delivery note? You can print a delivery note by opening the detailed view of the desired record. Press on the ellipsis icon and choose Print/Export PDF. Click on Print or Save PDF, depending on your preferences. How can I send a delivery note to a customer? If you want to send a delivery note to a customer, you’ll first need to open the desired record in Simply CRM. Can I adjust the stock only after the purchase order or sales order is fully received/delivered? Yes, if you open the appropriate module and turn on the workflow named Update Inventory Products on Every Save. Can I adjust the stock after each delivery or receipt note? Yes, but you need to enable the delivery or receipt note workflow named Update Inventory Products on Every Save. Does the inventory get affected when I create an invoice? Yes, the stock quantity of the product specified in the invoice will automatically be reduced. Does Simply CRM offer stock management? Yes, Simply CRM provides all users with stock management features as well as predefined workflows that automatically update your inventory.

Last updated on Aug 27, 2024

How to export data from webCRM

WebCRM is an established Danish CRM that functions similar to Simply. The default version comes in Danish language, which may be a problem for non-Danish speaking people. However, you can change the CRM language configuration by logging in with your credentials and following the steps below. How to find the settings in webCRM Press Konfiguration in the top right corner and select Brugere in the new window. Under Brugere, press on the pencil icon next to your name to start editing the details. WebCRMScroll down and select English in the drop-down menu next to Sprog. Then, press Gem in the top left corner to save the changes. For the language change to be applied, you will need to reload the Main Menu by pressing Startside in the top left corner. How to retrieve data from WebCRM Before you start exporting data from WebCRM, you will need to go to Utilities and select Overviews. In the new window, press on the plus icon to create a new overview. WebCRM OverviewsIn the create overview window, you will need to define the module for which you will be creating the overview. After that, you will be asked to enter the overview name. Data Display WebCRMPress Save to confirm the creation of the overview. Once the overview is created, you will need to choose the relevant columns and fields in the Display data tab. Choose the preferred settings and press Save in the top left corner. Repeat this entire process for all necessary modules in WebCRM. When you create the overviews for all modules, go back to the list view of overviews and press on the eye icon on the left side of the overview name. This will open a new pop-up window with the overview settings. Select the desired option by using the blue icons – you can export the overview in Excel, Word or print it. Hover over each icon to see what actions you will perform by clicking on them. Overview Export Icons

Last updated on Aug 27, 2024

How to prepare sheets for importing

Our article on importing records already explains how to import sheets in Simply CRM. However, before you start importing your files, you should prepare them carefully to avoid losing valuable information. What to do to prepare your sheets Before you start uploading sheets to import your data, please read through the following 12 rules which will ensure quick and efficient imports. 1. Make sure that each module has a separate .csv or .vcf file. Combining different modules into a single, comprehensive sheet that contains a large amount of data might make field mapping difficult. In addition, large files may break the upload size limit. 2. Reserve the first row in your sheet for column headings, which correspond to field names in Simply CRM. For easier navigation and quicker field mapping, use headings that match or closely follow the formatting in Simply CRM, such as First Name, Last Name, Organization Name, Address, Phone Number, etc. Column HeadingsImportant: Do not use multiple lines in the first row because you risk losing valuable data. The system may not recognize the information outside of the first line. 3. Do not use commas or semicolons within cell values. Simply CRM uses these symbols as delimiters. 4. Check the size and format of your sheet file. Files larger than 5 MB cannot be uploaded to Simply CRM. If your sheet contains special characters such as ø, æ, etc. that you want to preserve, make sure to save the sheet in UTF 8 format. With other formats, you risk losing the special characters. 5. Fill out all mandatory fields. If you’re importing a sheet with User records, your file must contain fields that map onto Last Name, Primary Email, User Name, Password, Confirm Password and Role. If you’re unsure what fields are mandatory, you can access the module in Simply CRM and try creating a record manually. The mandatory fields will be denoted with a red asterisk, as shown below. Simply Mandatory Fields6. Be conservative with custom fields. If you’re adding custom fields, try to keep them down to a reasonable number. It may be tempting to add custom fields to save every bit of information about your records, but this will only create additional work down the line. Not sure how to get rid of custom fields? Try adding their data to existing fields or trim down the unnecessary information that you may be storing. 7. Whenever possible, merge columns that contain the same type of data. If you store multiple addresses for each Contact record, try adding all the address information into a single column. 8. Ensure that there is no invalid data in your sheet. All data saved in an incorrect format will be considered invalid during import. For example, if your Email column contains data in a format that does not correspond to an email, e.g. johndoe.com or john@doe, your data will not be imported. 9. Remove all unnecessary empty spaces because they may cause your data to be imported incorrectly or not imported at all. 10. For dates, always use the YY-MM-DD format. If you prefer a different format, you’ll be able to select it once your data is imported. 11. Map all fields during the import process. Simply CRM will not import any data in the columns that you do not map onto fields in the system. 12. Import sheets in the correct order. In case you’re importing multiple sheets, be mindful of the order in which you import the sheets. General modules should always be imported first, especially if you plan to attach a secondary module to them. For example, if you want to attach contacts to an organization, you should import the organizations file first. Later, when you import the contacts, you will be able to link your contact records to the organizations by mapping the Organization Name column during the import. Final checklist In case you’re unsure whether you have imported the sheet correctly, you can go through the checklist written below. If you skipped any of the following bullet points, we recommend restarting the process. - Select the type of records, i.e. module, that you want to import - Add column headings to the sheet - Use column headings that correspond to Simply’s fields (if possible) - Use separate First Name and Last Name columns or place both names into the Last Name column - Do not separate data with commas or semicolons - Remove all unnecessary empty spaces - Make sure your records contain relevant data in the mandatory (*) fields - Keep the custom fields down to a reasonable number - Ensure your date column uses the YY-MM-DD format - Save the .csv file in UTF 8 character encoding set to preserve special characters - Keep your file size below 5 MB - Map the fields during the import - Import the sheets in the correct order When you cover each bullet point in the checklist, you should go ahead and import your sheets. For more details on importing records, please check our guide listed below: How To Import Records In case you need more help with importing records or preparing sheets, feel free to drop us a message through LiveChat or email us at support@simply-crm.com.

Last updated on Aug 27, 2024

How to integrate E-conomic with Simply CRM

Simply CRM allows you to integrate E-conomic with your Simply instance to better track your payments and accounting information. This integration provides you with a clear overview of all your E-conomic information within the CRM. How to set up E-conomic Please note that E-conomic is now preinstalled in Simply CRM. If you’re an existing customer and you don’t have E-conomic, please contact our support team. They will install the E-conomic module for you. If you don’t already have an E-conomic account, you’ll need to create a new account on the E-conomic website. After you set up your E-conomic account, you’ll need to integrate it with Simply CRM, which you can do by following the link below: - E-conomic In the new window, click on Add App. Economic integrationThis will give you a unique key that you will need to copy to your instance of Simply CRM. Economic integration keyNow, you’ll need to open your Simply CRM instance, go to Settings and select Other Settings. Under Other Settings, choose E-conomic and then Options. Use the Edit option to update your information and paste the E-conomic key that you generated into the Public Token field. Press Save. When you paste the key, make sure that the status icon changes to a green checkmark. If it does not change, the integration failed and we recommend that you redo the entire process. How to configure E-conomic account pre-settings In case you haven’t configured your E-conomic account, check this brief guide on how to set up an E-conomic account and collect as much billing information as possible. First, go to All Settings and open the Subscription tab on the left side menu. Press Subscription Status. We highly recommend that you activate the Dimension (Department) add-on, which will allow you to allocate your company’s revenue, expenses and departmental balance. This will help you assess the profitability of each department in your company. You can read more about this add-on here. If you didn’t activate the add-on when you created your account, you can press on the Go To Market button. Economic configurationSelect the Add-ons module on the left menu and choose Dimension. E-conomic add-onsOn the Dimension homepage, click on Add App. Add Dimension add-on in E-conomicAfter you activate Dimension, go to All Settings > Categories and Units > Departments. Press the New Department button. New department E-conomicHow to use the E-conomic module in Simply CRM To find the E-conomic module in Simply CRM, log into your dashboard and navigate to the Settings page by using the drop-down menu in the top right corner. Press Other Settings and choose E-conomic from the drop-down. E-conomic moduleThis will lead you to the E-conomic configuration page, where you can choose your own preferences and settings. The following table explains each option and its practical use. Please go through each option carefully before you configure your settings. | Option | Description | |---|---| | Agreement | Specifies the E-conomic Agreement number, which you receive after you enter the E-conomic API key. | | User Name | Specifies the E-conomic User Name, which you receive after you enter the E-conomic API key. | | Public Token | Refers to the E-conomic API key, which is generated during the installation process. | | Event | Allows you to sync every event in the Simply CRM Calendar as a separate department. | | Update Records | Update Records allows you to choose from two options: Skip – ignores all entries synchronized entries from CRM to E-conomic. Overwrite – applies all changes in synchronized CRM entries to the E-conomic records. | | Service | Specifies how the data will be synchronized. Cron – automatically synchronizes the data every 15 minutes. Manual – requires you to press the Sync button on the module settings page to initiate synchronization. | | Download PDF for Invoices with Cron | Automatically downloads the PDF file for invoices during sync. | | Download PDF for Quotes with Cron | Automatically downloads the PDF file for quotes during sync. | | Download PDF for SalesOrders with Cron | Automatically downloads the PDF file for sales orders during sync. | | Status | Displays a checkmark when the E-conomic integration is set up successfully; otherwise, it shows an exclamation mark. | | Sync Limit | The maximum number of records during synchronization (1000 is the recommended value). | | Number of records per request | Specifies the number of records when the E-conomic modules makes requests through API. The maximum number of records is 1000; the recommended value is 50. | The default configuration When you install the E-conomic module in Simply CRM, your settings will be preconfigured, as shown below. The following table breaks down each column and explains their options. | Column name | Column description | |---|---| | Simply CRM Module | Specifies the Simply CRM module that will be synced | | Connection Type | Determines the type of connection and sync direction between Simply CRM and E-conomic: two-headed arrows sync records in either of the two applications whenever changes are made, while one-way arrows specify the sync direction (right-headed arrow syncs from Simply CRM to E-conomic and left-headed arrow syncs from E-conomic to Simply CRM) | | E-conomic Module | Specifies the E-conomic module that will be synced | | Direction | Decides how data will be handled or overwritten: Econ records to CRM, CRM records to Econ or Overwrite based on source of data | | Action | Allows you to save the changes | If you want to change the type of synchronization or its direction, simply press the Connection Type drop-down and select the preferred settings. Then, press Save in the Action column. Simply CRM automatically configures the default value settings. Exchange rate represents the rate between the invoice currency and the base currency of the agreement. The exchange rate expresses how much base currency it will cost to buy 100 units of the invoice currency. Margin in base currency shows the different between the cost price of the invoice items and the sales net amount in the invoice. Credit notes will have a negative number in this field. Margin percentage represents the margin expressed in percentages. This number will also be negative for credit notes. Cost price in base currency shows the total cost of all items in the base currency. VAT zone number corresponds to the customer settings in the invoice section of E-conomic. Depending on the customer, this option can be set to: - Domestic - EU - Abroad - Domestic without VAT VAT Zone number in E-conomicBarred shows if the account is barred from us. Enabled for customer specifies whether the VAT zone is applicable for the customer. Enabled for supplier specifies whether the VAT zone is applicable for the supplier. Layout number refers to the invoice layout and it corresponds to E-conomic Sales > Settings > Design and Layouts. E-conomic Invoice LayoutDraft only lets you synchronize Simply CRM invoices as drafts.S Currency shows the ISO 4217 currency code of the entry. Corporate Identification Number specifies the customer’s corporate identification number. For example, CVR in Denmark. Payment Terms Number shows the unique identifier of the payment terms. It corresponds to E-conomic > Setup > Payment terms. E-conomic payment termsCustomer Group Number represents the unique identifier of the customer group. It corresponds to E-conomic > Customers > Customer Group. E-conomic customer groupsDepartmental Distribution Number represents the unique identifier of the departmental distribution. A departmental distribution specifies which entry is distributed between different departments. Product Group Number is the unique number that identifies the product group. It corresponds to E-conomic > Products > Products Group. E-conomic products groupBarred (under Products) specifies whether the product can be sold. You cannot book an invoice for a product whose value is set to Barred. E-conomic and Simply CRM fields The following tables explain the relation between E-conomic and Simply CRM fields. Each table refers to a single module. Products | Simply CRM | E-conomic | Note | |---|---|---| | Product Number | Product Number | Required. Automatically set to PRO# (e.g. PRO1, PRO2, etc.) | | Product Name | Name | This field is required. | | Description | Description | N/A | | E-conomic Cost Price | Cost Price | Data collected from the CRM E-conomic Cost Price field. If the field is empty, the value will be set to 0. | | E-conomic Recommended Price | Recommended Price | Data collected from the CRM E-conomic Recommended Price field. If the field is empty, the value will be set to 0. | | Unit Price | Sales Price | N/A | | – | Bar Code | N/A | | E-conomic Barred | Barred | N/A | | Product Active | Unit Number | N/A | | – | Product Group Number | N/A | | E-conomic Department | Departmental Distribution | If blank, this field will not be synced with E-conomic. Can be set on the Default Value page. | | E-conomic Inventory | Inventory | If blank, this field will not be synced with E-conomic. | Accounts | Simply CRM | E-conomic | Note | |---|---|---| | E-conomic Customer Number | Customer Number | This field is required and it’s automatically set in E-conomic. | | E-conomic Barred | Barred | N/A | | Billing Address | Address | N/A | | – | Balance | Always set to 0. | | VAT No | Corporate Identification Number | If the VAT No value is blank, the Corporate Identification Number from the Default Values page will be used. | | Billing City | City | N/A | | Billing Country | Country | N/A | | – | Credit Limit | N/A | | – | Currency | This field is required. It can be set on the Default Values page. | | – | Email | N/A | | Organization Name | Name | This field is required. | | Billing Postal Code | ZIP | N/A | | E-conomic Public Entry Number | Public Entry Number | N/A | | – | Telephone and Fax Number | N/A | | Website | Website | N/A | | E-conomic Customer Group Number | Customer Group Number | This field is required. It can be set on the Default Values page. | | E-conomic VAT Zone Number | VAT Zone Number | This field is required. | | E-conomic Payment Terms Type | Payment Terms Number | This field is required. It can be set on the Default Values page. | | E-conomic EAN | EAN | N/A | | – | Layout | N/A | | – | Sales Person | N/A | Invoices | Simply CRM | E-conomic | Note | |---|---|---| | Invoice Date | Date | This field is required. | | Currency Code | Currency | N/A | | – | Exchange Rate | This field is set on the Default Values page. | | Sub Total | Net Amount | This field is set on the Default Values page. | | E-conomic Net Amount Base Currency | Net Amount in Base Currency | N/A | | Grand Total | Gross Amount | N/A | | – | Margin In Base Currency | This field is set on the Default Values page. | | – | Margin Percentage | This field is set on the Default Values page. | | E-conomic VAT Number | VAT Number | N/A | | E-conomic Rounding Amount | Rounding Amount | N/A | | – | Cost Price In Base Currency | This field is set on the Default Values page. | | E-conomic Payment Terms Number | Payment Terms Number | This field is required. | | Customer No | Customer Number | N/A | | Organization Name | Recipient Name | This field is required. | | Shipping Address | Recipient Address | N/A | | Shipping City | Recipient City | N/A | | – | Recipient VAT Zone Number | This field is required and it can be set on the Default Values page. | | Billing Address | Delivery Address | N/A | | Billing Postal Code | Delivery ZIP | N/A | | Billing City | Delivery City | N/A | | Billing Country | Delivery Country | N/A | | Current Date | Delivery Date | N/A | | Subject | Notes Heading | N/A | | Description | Notes textLine1 | N/A | | Invoice No | Notes textLine2 | Automatically named as INV# (INV1, INV2, etc.) | | – | References Other | N/A | | E-conomic Layout | Layout Number | This field is required. | | Product Index Numbe | Product Line Number | N/A | | – | Product Sort Key | Sends static value 1. | | Product Description | Product Description | N/A | | – | Product Unit Number | Sends static value 1. | | Item Name | Product Name | N/A | | Product Number | Product Number | N/A | | Quantity | Product Quantity | N/A | | List Price | Product Unit Net Price | N/A | | Product Discount | Product Discount Percentage | N/A | | E-conomic Cost Price | Product Unit Cost Price | N/A | | E-conomic Departmental Distribution Number | Product Departmental Distribution Number | N/A | E-conomic details section The following section contains a detailed break down of all fields available in the E-conomic module. Products | Field | Description | |---|---| | E-conomic Distribution Key | Represents the unique identifier of the departmental distribution. | | E-conomic Department | A departmental distribution defines the departments across which the entry is distributed. This requires the E-conomic Departments module to be enable | | E-conomic Last Sync Date | Shows when the last sync from CRM to E-conomic was executed. This field is empty for products created in E-conomic. | | E-conomic Recommended Price | Specifies the recommended price for E-conomic products. | | E-conomic Inventory | Represents a collection of properties that are only applicable if the inventory module in E-conomic is enabled. | | E-conomic Product Number | Shows the product number from E-conomic, which can be different from the CRM product number. | | E-conomic Cost Price | Displays the cost price of E-conomic products. | | E-conomic Barred | Specifies whether the product is barred or not. If a product is barred, you will not be able to create any invoices for it. | Organizations | Field | Description | |---|---| | E-conomic Customer Number | The customer number in E-conomic, which can be different than the CRM number. | | E-conomic Corporate Identification Number | The corporate identification number in E-conomic. For example, CVR in Denmark. | | E-conomic EAN | The European Article Number in E-conomic. EAN is used to invoice the Danish public sector. | | E-conomic City | The customer city in E-conomic. | | E-conomic Country | The customer country in E-conomic. | | E-conomic VAT Number | Specifies the customer VAT identification number. This field is only available for agreements in Sweden, UK, Germany, Poland and Finland. Not to be mistaken with the Danish CVR number, which is defined as a Corporate Identification Number. | | E-conomic Payment Terms Number | The unique identifier of the payment terms from E-conomic. | | E-conomic VAT Zone Number | Indicates the VAT zone in which the customer is located: Domestic, EU, Abroad, Domestic Without VAT. | | E-conomic Barred | Specifies whether the customer is barred from invoicing. | | E-conomic Currency | The default payment currency of the E-conomic customer. | | E-conomic Address | Customer Address from E-conomic. | | E-conomic ZIP | Customer ZIP from E-conomic. | | E-conomic Public Entry Number | The public entry number is used for electronic invoicing and it defines the account on which the invoices will be generated. | | E-conomic Customer Group Number | The unique identifier of the E-conomic customer groups. | | E-conomic Payment Terms Number | The default payment terms for E-conomic customers. | | E-conomic Last Sync Date | Shows the date of the last synchronization from Simply CRM to E-conomic. | Contacts | Field | Description | |---|---| | E-conomic E-invoice ID | The ID (e-invoice) field in E-conomic. This will appear on EAN invoices in the field cbc:ID. Keep in mind that this is not available on UK agreements. | | E-conomic Email Notification | Specifies for what evernts the contact should receive email notifications. Keep in mind that limited plans only have access to invoice notifications. | | E-conomic Customer Number | Shows the number of the organization to which the contact belongs in E-conomic. | | E-conomic Notes | Shows any notes that the contact has in E-conomic. | | E-conomic Contact Number | Represents the unique identifier of the customer contact. | | E-conomic Last Sync Date | Shows the date of the last synchronization from Simply CRM to E-conomic. | Invoices | Field | Description | |---|---| | E-conomic Booked Invoice Number | The number of the booked invoice in E-conomic. | | E-conomic Draft Invoice Date | The draft of the Simply CRM invoice (displayed if the invoice is created in Simply CRM and synced to E-conomic). | | E-conomic Net Amount In Base Currency | The total amount of the invoice in E-conomic (without taxes). | | E-conomic Rounding Amount | The total rounding error in the base currency in the E-conomic invoice. | | E-conomic Payment Terms Number | The payment terms number set in E-conomic. | | E-conomic Name | The customer name in E-conomic. | | E-conomic City | The customer city in E-conomic. | | E-conomic Draft Invoice Number | The number of the CRM draft invoice which is assigned during CRM to E-conomic synchronization. | | E-conomic Currency | The invoice currency in E-conomic. | | E-conomic VAT Number | The total amount of taxes in the E-conomic invoice. | | E-conomic Remainder in Base Currenc | The remaining amount to be paid in base currency in E-conomic. | | E-conomic Payment Name | Type of payment terms set in the E-conomic invoice. | | E-conomic Address | The customer address in E-conomic. | | E-conomic ZIP | The customer ZIP in E-conomic. |

Last updated on Aug 27, 2024

How to use the HelpDesk Email Widget in Simply CRM

The HelpDesk Email Widget in Simply CRM allows you to manage your communication with each contact stored in the Tickets module. It also provides you with a clear overview of your communication history and helps you create the best possible customer experience for each individual contact. You can do this straight from the Tickets record of your choice. Continue reading to find out how. How to configure the HelpDesk Email Widget When you log into your Simply CRM instance, you’ll first need to activate HelpDesk from the App Store. To achieve that, open Settings from your profile drop-down in the top right corner. Settings in Simply CRM for Time Tracker Then, click the App Management tab in the main menu and select Apps. Apps under App Management in SimplyIn the App Store, locate the HelpDesk widget and press the Activate button from the app card. Once you activate the app, it will become available in your instance. When you press Activate, please refresh the page to make sure that the new app is active. From then on, you can access HelpDesk by selecting HelpDesk Settings from the Other Settings tab in the main menu. Under HelpDesk Settings, you’ll be presented with the settings shown in the image above. Here, you will need to configure the Reply To, Sender Email and Email Signature settings. The Reply To field specifies what email will be automatically added as the recipient for the contact’s replies. Enter your preferred email address here. Sender Email determines what email will be used to send messages to the client. You can set the Sender Email to be the default CRM email or the logged-in user email. The default CRM email is configured on the outgoing server which is used by the entire system. In other words, this is the generic company email address, like info@simply-crm.com. The logged-in user email refers to the email address of the currently active user in MultiSMTP. Email signature allows you to set up your own signature that will be added at the end of each email that you send. The signature typically includes your name, your position and your company logo. Important: Once you set up your Reply To address, you’ll need to add the same email to the Mail Converter module. To do this, you’ll need to open the Other Settings drop-down menu and choose Mail Converter. Enter the following information in the To field: regex:(?&lt=ardi.zeneli+id)[0-9]+(?=@ Replace ardi.zeneli with your own email account details. In the Action field, select UPDATE HelpDesk Response. Press Save to confirm the changes. Update HelpDesk Response Pop-up Window Important: In the To field, you should not change anything aside from the email details. How to edit the HelpDesk settings in Configuration Editor You can also configure the default HelpDesk setting using the Configuration Editor option from the Configuration menu option that you can access by opening Settings in Simply CRM. In the Configuration Editor, update the Helpdesk Support Email-Id field with the email address that you want to use by default. Under Helpdesk Support Name, you can enter the user name that will be displayed for your outgoing emails. As seen in the image below, the Configuration Editor allows you to edit a variety of other settings as well. You can set up the maximum upload size, Google Client ID, Google Client Secret etc. Once you configure the settings according to your needs, don’t forget to press Save to confirm your changes. How to use HelpDesk When you set up your HelpDesk settings, you can use it within every ticket record in your Simply CRM instance. To find the HelpDesk widget, navigate to the Tickets module and open the detailed view of a specific ticket record. Under the Summary tab, you can see the widget on the right side. Simply type in your message in the text box and press Submit As Open to send your message. If you don’t want to submit your message as open, you can click on the drop-down and select Submit As Pending or Submit As Solved. Depending on the option you choose, you’ll set the ticket to open, pending or solved. In case you want to write out a detailed message, you can press on the T icon in the bottom left corner to open the formatting options. The clipboard next to the T icon allows you to attach documents to your message. Keep in mind that the To field is automatically filled in with the information you provided in the HelpDesk settings. If you want to change the recipient, you can edit the address manually. Simply press on the email address and type in your preferred contact’s email. Finally, HelpDesk also allows you to record notes in the system. If you want to create a note, open the Internal Note tab in the widget and write out your text. Press Post to publish the note.

Last updated on Aug 27, 2024

How to integrate Microsoft Office 365 in Simply CRM

Simply CRM integrates with a variety of third-party apps, including Microsoft Office 365, G Suite, WooCommerce and WordPress. This guide will cover the Microsoft Office 365 integration and explain how you can use your Microsoft account in Simply CRM. By connecting your Microsoft account with Simply CRM, you will be able to store, view and edit all your Office 365 data within the Simply CRM platform. This will provide you with a clearer overview of your data and allow you to better manage your company’s tasks and processes. Continue reading to find out how you can integrate your Microsoft account with Simply CRM. How to integrate Office 365 with Simply CRM Open your Simply CRM dashboard. Press your account name in the top right corner and select Settings. Under Extensions, choose Office365. In the new window, click the Sign in With Office365 button. The button will redirect you to the Microsoft login form. Microsoft 365 Login FormEnter your Microsoft account details and log in. Important: If your device is already logged into a Microsoft account, you will automatically be logged into that Microsoft account. If you want to use a different Microsoft account in Simply CRM, please visit the Microsoft website and log out of your current account before proceeding. In Simply CRM, you cannot use a Microsoft account that is not currently logged in on your device. When you log into your Microsoft account, you’ll need to tick the boxes in the Sync column. By doing this, you enable automatic synchronization between Simply CRM and your Microsoft account. Enable Sync in Office 365 IntegrationPress Save Settings to confirm your new configuration. Save Settings in Office 365 How to import your Microsoft contacts to Simply CRM If you want to quickly import your Microsoft contacts into your instance of Simply CRM, open the Contacts module from the menu on the left. In the list view of the Contacts module, press the All (add-on fields) at the top of the page and select Office 365 under Extensions. Office 365 integration addonThis way, you will open the Office 365 Sync Log for Contacts, where you can manually synchronize your contacts. To achieve that, simply click on the Sync Now button and your contacts will be imported. Important: If you receive the following error message when you click on Sync Now, please go back and re-log into your Microsoft account. Follow all the instructions provided in this article. Then, try to synchronize your data again. ### How to import your Microsoft Calendar events to Simply CRM If you want to import your Microsoft Calendar events to Simply CRM, you’ll need to repeat the synchronize your calendars. To achieve that, open the Calendar in Simply CRM by pressing the Calendar icon in the top right corner. In the Calendar module, select the list view. In the list view, press on the Office 365 item in the left sidebar. This way, you will open the Office 365 Sync Log for the Calendar. To import your Microsoft Calendar data to Simply CRM, press the Sync Now button. Important: If you receive the following error message when you click on Sync Now, please go back and re-log into your Microsoft account. Follow all the instructions provided in this article. Then, try to synchronize your data again.

Last updated on Aug 27, 2024

How to create and use buttons in Simply CRM

Simply CRM allows you to configure buttons to quickly perform various actions from the detailed views of records in your modules, such as Contacts, Organizations, Deals, etc. To start using buttons, open Settings and select Apps under App Management. In the new window, scroll down through the available applications until you find Buttons. Press on the Activate button in the bottom right corner to turn on the application. Once activated, the button will turn red and say Deactivate. On the left, a new button that will allow you to configure options or uninstall the application will appear. This means that you have successfully activated the Buttons app in Simply CRM. How to configure buttons Once you activate the Buttons app in Simply CRM, press on the Options button in the left corner of the Buttons box on the Apps page. Select Settings from the drop-down menu to open the buttons module. Alternatively, you can access the buttons module using the following path: Settings > Other Settings > Buttons. In the module, press on the New Button button in the top left corner. This will open a new window where you will be able to configure your button settings and details. First, you’ll need to use the Module field to choose the module in which the button will be used. After that, you’ll be required to set the name of the button, i.e. the text that will appear on the button using the Button Title field. You can also set the Icon/Label that will be shown on the button, as well as choose its sequence. Sequence determines the order in which the buttons will be displayed in the chosen module in case you create more than a single button for your module. The Sequence field requires a numeric value. If you want the button to be shown, simply enter 1. Input 2 to place the button in the second place, etc. If you leave this field empty, the buttons will be displayed in the same order in which you created them using the module. Important: By default, the first button is placed in the far right corner. All subsequent buttons will be placed to the left of the first button. Here, you can also specify the button color. To configure the appearance of your button, simply press on the blue box next to the icon. Active specifies whether the button will be available in the chosen module. After you configure these basic settings, you’ll be able to set up modal popups for your button. These settings determine what actions will be performed as well as what data can be entered when you press the button. The Fields on Popup option allows you to configure what fields will be displayed when you click on the button. If you leave this option blank, Simply CRM will only update the information set in the Silent Field Update option. This will be done automatically and you will not see any popups when you press on your button. In case you select fields in the Fields on Popup option, you’ll be required to set their values in the popup that appears when you click on the button. If you configure the Silent Field Update option together with Fields on Popup, the silent field will be updated only after you enter the values for the popup fields. Silent Field Update allows you to automatically update certain fields, i.e. information, when you press the button. Important: You won’t be able to change the Fields on Popup or Silent Field Update options without first selecting a module for your button. Conditions allow you to specify certain criteria that will automatically activate or deactivate your button in the module. If you have multiple conditions and want all of them to be met, use the All conditions option. In case you need only one condition (out of many conditions) to be required, use Any conditions. If you need to add new conditions, use the Add Condition button. Choose what field you want to be conditional and specify what criteria the chosen field needs to meet. When you finish configuring all the button settings, press the Save button at the bottom of the screen. How to use buttons Once you configure your buttons, they’ll automatically become available in the modules you specified for them. For example, if you set Contacts as the module in the button settings, you’ll find your button when you open the detailed view of a contact record from the Contacts module. To access the detailed view, open the module and select a record from the list view. In the detailed view of a record, you’ll find your button in the top right corner. When you press the button, you’ll automatically perform the actions specified in the Silent Field Update option or receive a popup, as defined in the Fields on Popup option. Below, you’ll see an example of a popup window that asks you to overwrite the First Name and Last Name fields, when you press on the button. When you press Save, the button will automatically apply the changes you entered in the popup as well as perform the Silent Field Update changes defined in the button settings.

Last updated on Aug 27, 2024

How to use color lists in Simply CRM

When your company operates a large number of data records, it often becomes hard to navigate through a vast sea of data and locate the necessary information. To help you better organize your records, Simply CRM allows you to create color-coding rules, which will automatically paint your records in a specific color. This way, Simply CRM creates a more visual overview that’s easier to use and navigate, even for absolute beginners. All you need to do is define the colors that you want to use and set the conditions under which your records will be colored. This in-depth guide will explain how to activate color lists, walk you through all of their settings and help you organize your data in Simply CRM. How to activate color lists In order to set up color lists in your Simply CRM instance, you’ll first need to activate the color lists application. To do that, log into your account and open Settings. Click on App Management and select Apps. Scroll through the apps until you find Color Lists. In the Color Lists block, press the green Activate button in the bottom right corner. When you activate the app, the button will convert to Deactivate. At the same time, a new button will appear on the left side of the Color Lists block. Press the Options button within the block and select Settings. This will open a new window in which you’ll be able to configure your color lists. How to configure color lists When you open the color list settings, you will be redirected to the app management page shown below. Press the Add Color button in the top left corner to initiate the color list configuration process. This will open the following pop-up window in which you’ll configure your color list options. The table below defines all available options and explains how you can use them to set up color coding on your records. | Option | Description | |---|---| | Condition Module Name | Specifies where the color list will be applied, i.e. allows you to choose which module will use the color list. | | Name | Determines the name of the color list. | | Status | Allows you to turn your color list on or off in accordance with your needs. | | Condition Text Color | Specifies the text color of all the list view information available for the records that meet the conditions defined in the color list. | | Condition Background Color | Specifies the background color of all records that meet the conditions defined in the color list. | | Related Record Color | Specifies the text color of all records that meet the conditions defined in the color list. | Once you configure these settings, you’ll need to define the conditions under which the colors will be applied to your records. To define a condition, press on the Add Condition button. In the first field, select what information will be checked when the system performs a lookup. Keep in mind that this field functions like a picklist. This means that you’ll only have a limited number of options at your disposal, depending on the module that you selected for the color list earlier. The second field allows you to define what criteria needs to be fulfilled in regards to the information selected in the first field. Here, you can choose between equals, not equal to, starts with, ends with, contains, does not contain, is empty and is not empty. Important: In order to configure this criteria, you must first fill out the first field and define what information will be checked. In the third field, you define the value that the field must respect in accordance with the criteria selected in the second field. For example, if you select First Name in the first field, equals in the second field and enter Wayne in the third field, you’ll only color the records whose first name is set to Wayne. Important: If you define multiple conditions under All Conditions, the records will be colored only if the records meet all conditions. However, if you define multiple conditions under Any Conditions, the records will be colored even if they meet only one of the conditions you defined. When you define your conditions, press Save to confirm the color list settings. Important: If you do not set up any conditions, Simply CRM will color all records in the module you selected when configuring your color list. When you save your color lists, the new color will appear in the Color Lists app homepage, displayed as a record that meets the conditions you defined. You can see an example color list below. How to edit color lists If you need want to edit a color list, open the Color Lists module by following the path: Settings > Other Settings > Color Lists. There, you’ll see a list of all color lists that were created in your instance of Simply CRM, as shown below. Here, you can edit or delete your color lists. To edit a color list, press on the pencil icon in the right corner. This will open the settings pop-up window that we described earlier and allow you to re-configure the color list. If you want to delete a color list, press the recycle bin icon next to it. You can also change the order of color lists in your module by holding the arrow icon on the left side, and then simply dragging and dropping the list to its new place. An example of a color list To illustrate how color lists can help you organize your Simply CRM data, we will now walk you through the set up process and examine how the color list affects your records. For example, let’s configure a color list that will automatically paint all records belonging to an organization titled The Hogwarts School of Magic. To achieve that, we’ll head over to the Color Lists app and press on the Add Color button. For Condition Module Name, we’ll choose Contacts, because the lookup will be performed on contacts (even though we’re checking their parent organizations). We’ll use Hogwarts as the color list name. We’ll keep the status Active and then we’ll configure the colors. We’ll set the Condition Text Color to purple, Condition Background Color to yellow and Related Record Color to red, for example. Under All Conditions, we’ll specify Organization Name equals The Hogwarts School of Magic. Now, this is what our color list configuration window looks like, once we define all the settings mentioned in this article. When we press Save, the color list will appear on the Color Lists app homepage, as shown below. If you want to see what this color will look like in the Contacts module, on which we decided to apply the color list, press on the Contacts option on the left menu. In the Contacts module, all records that satisfy the conditions defined in the color list will automatically be painted as specified in the color list settings. You can see what that looks like on our example below. This allows you to quickly identify all the records that belong to a specific organization. If you don’t want your records to remain colored all the time, you can simply deactivate your color list by setting its status to Inactive.

Last updated on Aug 27, 2024

How to create and use email templates in Simply CRM

Simply CRM provides you with the Emails app, which allows you to predefine email templates for your email marketing campaigns. Using this app, you can create and send highly responsive HTML emails to all of your customers. Our system comes with many useful variations for onboarding emails, invites, reminders and thank you notes. However, that’s only scratching the surface. With Simply, you can also create your very own templates from scratch. Use our powerful and intuitive template builder or import your premade templates from elsewhere. How to create email templates Before you start using the built-in email templates, you’ll first need to activate the Emails app in your instance. To do that, go to your Settings and select Apps under App Management. In the Simply App Store, find the Emails app and press Activate in its card. You should receive a notification informing you that the app was successfully installed on your instance. Once you install Emails, select the Tools option on the left menu and press Email Templates. This way, you’ll open the list view of the predefined email templates in Simply CRM. The templates shown in the image above come preinstalled with each instance of Simply CRM. Feel free to browse through them and check whether you can use them for your own business. You can click on any template in the list to open its detailed view. Then, you can customize the template according to your needs. For example, if you click on Customer Portal Login Details, you’ll open a window that shows you the email template and its properties. You can edit, duplicate or delete any existing email template using the buttons in the top right corner. If you wish to create a new email template, click the Add Email Template button in the top left corner. In the new window, you can add or change the template name and description as well as introduce variables made from your CRM data. To add variables, choose the app & field whose data you want to include in the email template in the Email Template Description section. Once you select the field, the variable will automatically be added to your cursor’s location. Important: You can only add variables to the email subject line or the email body text. For example, if you select Contacts as the app and First Name as the field, while keeping your mouse cursor in the Subject field, you’ll generate the variable $contacts-firstname$. If you want to edit the email body text, use the advanced visual editor shown below. You can edit your template using our drag-and-drop builder or enter HTML/CSS code directly. Edit the email template according to your personal needs and references. Feel free to add your own text, images and formatting to apply your company’s branding to the emails. After you’re done editing, press the Save button at the bottom of the screen. How to use email templates When you finish creating your email templates, you’ll be able to send them to any contact in the system. If you’re unsure how to send emails from Simply CRM, please check our detailed guide on Mail Manager. There, you will find instructions on how to integrate your email account with Mail Manager and send emails directly from Simply CRM. If you want to automate emails, you can configure workflows to send email templates whenever your predefined conditions are met.

Last updated on Aug 27, 2024

How to use the MailChimp module in Simply CRM

When you integrate your MailChimp account with Simply CRM, you get a variety of new features and options in your instance. You can sync your data between the two system, create new contacts, run mass emailing campaigns as well as get a better overview of your data. This guide will explain how you can get the most of our MailChimp integration and cover all the functions available in the MailChimp module. Important: If you’re unsure how to integrate your MailChimp account with Simply CRM, please consult our detailed guide linked below. How to integrate MailChimp with Simply CRM How to use the MailChimp module When you install the MailChimp module in Simply CRM, you’ll find it under Marketing in the main menu. Simply press MailChimp to open the module’s homepage. Mailchimp module under ToolsThere, you’ll find the following functions: - Two-way MailChimp sync - Creating Contacts and Leads - Creating or importing MailChimp groups - List View, which includes the options: Details, Edit, Delete, Export, and Find Group Duplicates - Detailed View, which includes the options: Add tag, Synchronize, Empty Log Display, Follow, Edit, Delete, Duplicate - Adding documents to MailChimp groups. Our guide will cover each available function and explain how you can use it in your instance of Simply CRM. Create contacts or leads Data syncs from your MailChimp audience to Simply CRM, and vice versa. During synchronization, the synchronization automatically creates contacts or leads depending on your MailChimp module configuration. You can access the settings by visiting Settings > Other Settings > Mailchimp. If you select Contacts, MailChimp subscribers will be created as contacts in Simply CRM. All contacts related to a group will be displayed in the Contacts tab of their group, as well as in the Contacts module. If you select Leads, MailChimp subscribers will be created as leads in Simply CRM. The records will be displayed in the Leads module, from where you can move them to Contacts later on. Create or add a MailChimp group You can create or add a MailChimp group by clicking the Add Record button in the top left corner. When you click on the button, you’ll be directed to a new page, where you’ll need to enter your MailChimp group information, as shown in the image below. In order to create your MailChimp group, you’ll need to enter information in the mandatory fields titled Group Name and Assigned To. Group Type, Group Status and Description act as optional descriptors here and you can leave them empty. Press Save when you finish adding the information. You’ll be redirected to the module homepage where you’ll see the list view of all MailChimp groups in your instance of Simply CRM. ### Import a MailChimp group If you wish to import your MailChimp group from an external file, click on the More button next to Add Record on the module’s homepage. From the drop-down, select Import. This will lead you to the Import MailChimp page shown below. Here, you’ll first need to select the CSV file that you wish to upload from your computer. When you locate and select your file, you’ll need to fill out the remaining fields on the page: - Has Header – Tick or untick this box depending on whether your file contains a header row. - Character Encoding – Choose the encoding format that you want to use. We recommend keeping the default format UTF-8. - Delimiter – Choose what symbol will be used as the delimiter in your file. Keep the comma option selected for CSV files. When you fill out all the necessary details, click the Next button to proceed to the Duplicate Handling tab. Here, you need to specify the matching fields and determine how the system will handle duplicate data. Once you finish configuring the duplicate handling settings, press Next to move to the Field Mapping tab. In this step, you’ll need to select how the CSV data will be mapped onto the Simply CRM records. Make sure that all selected fields have values. Then, click Import. You should soon receive a MailChimp import report along with its summary. If you’re still not sure how to import records to Simply CRM, we recommend our detailed guide on importing records: How to import records in Simply CRM The list view of the MailChimp module The MailChimp module homepage acts as a list view of all your records. From the list view, you can use the following functions: Details, Edit, Delete, Export, and Find Group Duplicates. Press on the three dots next to a MailChimp record to reveal a drop-down menu with the following options: - Details – Provides access to the detailed view of a record. - Edit – Allows you to edit the MailChimp record. - Delete – Removes the MailChimp record from your instance of Simply CRM. If you press the More button in the top right corner, you’ll find the following options: - Export – Lets you export the list of Mailchimp groups; you can choose to export all records, the current page or just the selected records in CSV or Excel format. - Find Duplicates – Allows you to enter a match field and run a check to find any duplicate records in the list view. ### The detailed view of the MailChimp module To access the detailed view in the MailChimp module, simply press on any record in the list view (i.e. the module homepage). In the detailed view, you’ll find the following options: - Add tag - Synchronize - Empty Log Display - Follow - Edit - Delete - Duplicate The Add Tag option can be found in the top left corner and it allows you to assign tags to the MailChimp record, which helps you better organize your contacts. Add-Tag-to-MailChimp-record v2 Synchronize lets you sync the selected record with MailChimp. The record will be added to the sync queue and once the sync is finished, the fields Last Synchronization and MailChimp Synchronization History will receive new values. The Empty Log Display function removes all data from the MailChimp Synchronization History field. The Follow option allows you to keep a closer eye on the selected MailChimp record. Toggle this button if you want to mark the record with a star symbol in the list view. The Follow option is also available in the Contacts module. When you follow a record, it becomes marked with a star in the list view, as shown below. Edit lets you customize the record and change its data. This option allows you to edit the following fields by pressing the Edit button or the pencil icon next to the fields: Group Name, Group Status, Group Type, Assigned To and Description. Under the More button, you can find the options Delete MailChimp Group and Duplicate. Use the Delete MailChimp Group option if you want to permanently remove the group record from your instance of Simply CRM. Duplicate will clone the record with all its data. Add document to MailChimp group You can use the Documents widget in Simply CRM to attach a document file with a MailChimp group. The Documents widget comes with two options: - Select Document – Allows you to choose an existing document and attach it to the selected MailChimp group. - New Document – Lets you upload a document from your device, link a file URL or create a new document and associate it with the selected record. Still need help with MailChimp integration? Don’t hesitate to contact our support through Live Chat or email.

Last updated on Aug 27, 2024

How to install and use the Document Designer in Simply CRM

Document Designer is a new app that is available for free in the Simply CRM app store. It works a template builder that allows you to craft beautiful documents and files for your company. Using Document Designer, you can now create highly professional, branded documents for your organization. From invoices to quotes, web forms and brochures, you can make it all. No special design skills are necessary because our tool comes with the CK Editor built in. All you need to craft compelling templates is a basic understanding of HTML and the ability to use the drag-and-drop feature with predefined input fields. Further, our Document Designer allows you to quickly edit and make changes to your PDF files. Just import them to your instance of Simply CRM, make the necessary changes in the Document Designer and then export them. It takes only a few minutes. Want to learn more about how to install and use the Document Designer in Simply CRM? Check our detailed guide below for instructions. How to install the Document Designer In order to set up the Document Designer, you’ll first need to activate the application from the App Store. To do that, go to Settings > App Management > Apps. Locate the Document Designer app in the list and press the Activate button to turn on the app. Activate Document Designer When you activate the app, it will become available to you through the menu on the left side. Simply click on Tools and select Document Designer to access the app. This action will lead you to the app’s homepage, where you’ll see a list view of all the available document templates. Simply CRM allows you to can add, import or export the templates, using the buttons shown in the image below. The Document Designer comes with several premade templates, which you can browse through in the list view. If you wish to create your very own template, you can just press on the Add button in the top left corner. This way, you’ll open the editor which allows you to freely customize a document and create a template for it. Note: The Document Designer is based on the CK Editor. For detailed instructions on how to use the CK Editor, please check their user guide. To demonstrate how the editor works, we’ll walk you through the process of creating an invoice template in the Document Designer. How to create a template using the Document Designer Before you start creating a template, we advise you to try to visualize the end product of your work. For our example, we’ll use the following invoice form as our end goal: Simply CRM Final Invoice Made in Document Designer For starters, we see that the company logo is in the top left corner. We’ll add a header element to that part of the document. To add a heading to your template, simply press the Page Header option on the right. Next, press the image icon to add the logo image to your heading. Click on the image to edit its properties and upload your logo. Head over to the Upload tab and select the image you want to upload. Once image is uploaded, press the Send it to the Server button to upload the image to the server side. Move over to the Image Info tab if you want to specify the image height, width, borders or alt text. When you’re done configuring the image settings, press OK. The company logo should appear in your template, as shown below. Next, we’ll want to add the title for the template that we’re creating. To do that, we’ll use the header element once more, but this time we’ll simply type out the title and center the text. After adding the title, we’ll focus on creating the document structure using the text elements. To create our template, we’ll need three columns of text: Date, Invoice number and Customer ID. Therefore, we’ll use the table option from the top menu. This will lead us to a pop-up window where we’ll set up the table properties, such as columns, rows, headers, etc. When you configure all the settings, press OK. Next, you can simply type in the column names to create the following overview: After we create the table layout, we’ll add records from the Invoices module in Simply CRM. To achieve that, we’ll click on Properties on the right side. In the Module field, we’ll select Invoices. In the Field dropdown, we’ll choose Invoice Date. Press the table cell under Date and then click Insert. The Date cell will be populated with the label $Invoice__invoicedate$, which will always be automatically filled in with the invoice date value from the invoice you select in the Invoices module. We’ll repeat the same process for the remaining two columns in our invoice table. Instead of invoice date, we’ll enter the invoice number and customer ID labels, as shown in the image below. Next, we’ll add a Line element, which will function as a delimiter that separates the invoice table from the rest of the document. After we add the line, our template will have the following form: Below the line, we’ll add the billing and shipping information. We’ll turn to the tables element once more and add a table with two rows. Then, we’ll use the Properties option to add the labels for all the necessary billing and shipping details. This way, we’ll produce the following table: Once we’re done with the billing and shipping information, we’ll focus on creating the Terms section. We’ll start by adding a new heading, as shown below: Then, we’ll add a table element with a single row and fill it with the terms and conditions label from the Properties option to create the following table: Now, we’ll add the pricing information to our table by using the Pricing Table option from the right side. By default, the pricing table will be filled in with all the necessary labels. The next step for us is to add a section for the invoice remarks. You can simply use a text element or clone and edit the Terms section. To make the document official, we’ll add an electric signature element to it. However, in order to add this element, we’ll need to expand the remarks section, as the electric signature element always needs to be created within a text element. You’ll find the Signature element under Fields on the right side of the editor. Like with any other element, we’ll just drag and drop the signature to our preferred position. Simply CRM provides you with two options to fill in the signature. You can either upload an image of your signature, in which case it acts as a regular image, or write out the signature manually. To upload an image of your signature, you can just double-click the signature element. If you want to enter the signature manually, hover over the element and click the settings icon. A new pop-up will appear and you’ll be able to draw your signature using your computer mouse, as we did in the image below: When you press the Sign button, the signature will be added to your template. In the end, we’ll add a footer to our document and enter the company information in it. To achieve this, we’ll use the Page Footer element from the editor. In the footer, we’ll enter the relevant company information as text. Once the footer is added, we’re done creating our template. To check whether everything looks as intended, we’ll download the template as a PDF file, using the Download option from the editor. When we open the PDF file, we see that the template looks exactly as we want it to appear. How to use the template in Simply CRM Once we’re done making and checking the template, we’ll test it by using it on one of the records in our instance of Simply CRM. To do this test, we’ll move over to the Invoices module and select one of the invoices to open its detailed view. In the detailed view, we see the Document Designer button in the top right corner. By pressing the button, we’ll open the pop-up window that allows us to select the document template that we want to apply to this invoice. From the list, we’ll select our template and press the PDF icon. Simply CRM will automatically generate the PDF version of the invoice using the template we made earlier. You can download and open the invoice to confirm the template is applied correctly. When we open our template, we can see that the template works exactly as intended. With this check, we’re done with our guide on how to use the Document Designer in Simply CRM. If you have any questions or experience any issues while using Document Designer, feel free to reach out to our support team through live chat or email.

Last updated on Aug 27, 2024

How to set up recurring sales orders and invoices in Simply CRM

Simply CRM was built to make business simpler and easier for everyone. With sales orders, our system helps you relieve the work load on your team and automate a variety of monotonous tasks. By simply filling out the recurring invoice information in your sales order, you can automate the entire invoicing process. All you need to do is choose the recurrence interval, the start and end period of the sales order and select the invoice status. Simply CRM will do the rest: the platform will automatically create and send invoices to your customers, allowing you to focus on more important tasks in your organization. For more details on how to set up recurring invoices for subscriptions, check our guide below. How to set up recurring sales orders In order to set up recurring invoices, we first need to open the Sales Orders app in Simply CRM. You can access Sales Orders by selecting them from the Inventory tab on the left. In the Sales Order app, press the Add Sales Order button in the top left corner. In the new window, you’ll need to enter your sales order details. Please note that the following fields are mandatory: - Subject - Status - Organization Name - Assigned To If you do not fill out the mandatory fields, you will not be able to create your sales order. Next, you’ll need to fill in the Recurring Invoice Information section. To begin, click on the box next to the Enable Recurring option to turn on the recurring invoices. Then, enter the start and end period by selecting two dates between which the sales order will be active. You’ll also need to enter the payment duration, which will be shown on the invoice, and the invoice frequency. The frequency determines how often the recurring invoice will be sent. In the end, you’ll need to select the invoice status, which will be automatically given to all invoices that you generate using the recurring sales order. Important: The invoice status does not affect the sales order. Whichever status you choose, the invoice will be sent to your customer. After you enter the Recurring Invoice Information, you should move on to the Address Details section. Here, you’re required to enter the billing address and the shipping address of your client. All other fields are optional. In the next section, you can add the terms and conditions for your sales order as well as an optional description of the order. Lastly, you’ll need to enter the invoice details. The Item Name field is mandatory in this section. You can enter the product or service that you’re selling by typing it out in the item name field and clicking on it from the drop-down. Alternatively, you can click the cart icon to browse through all the products and services that you have in your instance of Simply CRM. Once you select your item, all other fields will be populated automatically. Below the item details, you’ll see your invoice summary. There, you can make any necessary adjustments by increasing or decreasing the price, depending on your agreement with the client. When you’re done configuring your sales order, press Save. You’ll be redirected to the detailed view of your sales order, where you can double-check all the information that you entered. Depending on your configuration, your clients will start receiving recurring invoices as defined in the Details tab of your sales order.

Last updated on Aug 27, 2024

How to install and use the time tracker in Simply CRM

The Time Tracker app in Simply CRM allows you to quickly and easily track your time on any task that you’re handling in your Simply CRM instance. Its unique design provides you with the time tracking extension in almost every module – simply click on the clock in the top right corner of the module you’re using and you can start tracking time. The Time Tracker app is currently compatible with the following modules: Organizations, Contacts, Leads, Deals, Tickets, Projects, Project Tasks and Project Milestones. How to install the Time Tracker app Important: If you’re an existing user, you may not have the Time Tracker app available in Simply CRM. If you cannot find the app by following the instructions listed below, please reach out to our support team. They will install the app for you, free of charge. In order to install the Time Tracker app, open the Settings from the drop-down menu that appears when you press on your user icon in the top right corner. Then, press App Management and select Apps. In the Simply App Store, find the Time Tracker card and press the Activate button. By clicking the button, you’ll make the time tracking extension available in your instance of Simply CRM. How to configure the Time Tracker app After you install the app, press Options on the left and select Settings on the Time Tracker card in the Simply App Store to set up your Time Tracker configuration. When you press Settings, you’ll be led to the Time Tracker app page shown below. You can access this page by going through Settings > Other Settings > Time Tracker. Time Tracker Module Here, you’ll see the following tabs: Module Settings, Event Settings, Time Tracking Settings, Comments, Invoice Settings, Sales Order Settings and Time Sheets. In the next sections, we’ll cover all the options that are available under these tabs. Module Settings Module Settings determines the modules (or apps) in which time tracking will be available. If you want to turn on or off time tracking in a specific module, simply check or uncheck the box next to the module name. As mentioned earlier, time tracking is available in the modules: Organizations, Contacts, Leads, Deals, Tickets, Projects, Project Tasks and Project Milestones. Event Settings Event Settings lets you choose which fields will be available when you open the time tracking extension within a module, as well as their default values. If you want to hide a field from the Time Tracker, uncheck its box in the Visible column. You can manually edit the default values for each using the Default column. The table below describes each field that is available under Event Settings. | Field | Description | |---|---| | Subject | Determines the title of the activity that will be shown in all overviews. | | Status | Lets you specify whether the activity was Held, Not Held, Planned, Cancelled or Not Started. | | Priority | Sets the priority of the activity: Low, Medium or High. | | Activity Type | Allows you to choose the type of activity: Call, Meeting, Deadline, Email, Lunch, Time Logs, Task are the options available by default. | | Visibility | Determines whether the activity will be public or private. | | Description | Contains a brief description of the activity, as specified by the person who tracks the time. | | Assigned To | Specifies which user will be assigned to the activity. You can choose between the logged in user and the user who owns the record. | Time Tracking Settings The Time Tracking Settings tab lets you specify whether the start and due time should be editable manually. If left unchecked, you won’t be able to manually overwrite the time recorded using the Time Tracker. However, turning on manual edits may lead to abuses as it allows your team members to manually enter their time spent on a task. Comments Comments allow you to configure the comment-related settings in the Time Tracker. In particular, you can select whether your team members can leave comments on the time records and specify whether the comments should be auto-generated whenever someone tracks time on a task. ### Invoice Settings The Invoice Settings tab lets you select whether the time tracked can be billed to the client using invoices. Select Active to turn on the option to add time logs to invoices or Inactive to turn it off. Sales Order Settings The Sales Order Settings tab functions in the same way as Invoice Billing. By turning on sales orders, you allow users to add time logs to sales orders using the Time Tracker. ### Time Sheets Time Sheets allows you to choose whether the time recorded using Time Tracker will be shown in the company time sheets. Important: Time Sheets is a secondary module that is currently not available in Simply CRM. How to use the Time Tracker app Once you activate the Time Tracker app and configure its settings, you can start using it in your Simply CRM instance. To start tracking time, simply navigate to one of the supported modules and open the detailed overview of a record. For example, you can open the Contacts module from the menu and then press the three dots icon on the left and choose Details on one of your contact records, as shown below. Detailed View of a Contact Record in Simply CRMOn the detailed view of your record, you’ll see the time tracking extension in the top right corner. Click on the numbers in the top right corner to open the extension. Important: It may take a few seconds for the extension to appear. If the extension does not appear, check your Time Tracker settings and make sure that the extension is active in the module you selected. When you click on the extension, you’ll see the following pop-up in the bottom right corner: The pop-up window will contain the fields that you selected in the Event Settings. To hide the pop-up, simply click on the Time Tracker extension once more. To start tracking time, press the Start button at the bottom. When you start tracking time, you’ll be able to edit all the fields in the pop-up. Please keep in mind that you cannot edit the Subject, Description, Start Date/Time and Due Date/Time fields manually before starting the tracker. Once the time tracking starts, you can use the orange button to pause the tracker or the red button to reset it. Pressing the Comment button will leave a comment for the time tracking session. You can click the Complete button if you want to finish the time tracking session. When you finish your time tracking session, you’ll be able to check it on the Activities tab of the selected record. If you want to view all the activity details, click on the eye icon next to the Subject column. This will open the detailed view shown below: Here, you’ll be able to edit all the activity details, including the Start Date/Time and Due Date/Time (if enabled in the Time Tracking Settings). How to add time logs to invoices and sales orders If you want to add the time you recorded with the Time Tracker to your invoices and sales orders, you’ll need to generate a time log, as described earlier. When you generate a time log, open the Invoices or the Sales Orders module. Open the detailed view of the desired invoice or sales order by pressing it on the list view and clicking the Edit button in the top right corner. Alternatively, you can press the three dots icon next to the invoice name and select Edit. Scroll down to the Item Details section of the invoice. If you activated the invoice billing settings, you’ll see the Review Time Logs button within the Item Name column. Click on the button to open an overview of all time logs that are related to the contact or organization that you’re invoicing. In the Review Time Logs pop-up window, you can search through the time logs and include or exclude related records. To add a time log to the invoice, simply check the box in the far left column and click the Add to Invoice button. The selected time log will be added to the invoice, as shown below. However, you’ll still need to set the price of the time log. To do that, simply edit the Selling Price column next to the Time Logs item. If you need help editing invoice items, please check our in-depth guide on how to create invoices in Simply CRM. In case you want to add a time log to a sales order, you can follow the same instructions. Just open the Sales Orders module and select a sales order record instead of an invoice. For a detailed guide on sales orders, please check our article on creating sales orders. The Time Tracker extension works the same in all supported modules. If you need any help setting up time tracking in your instance of Simply CRM, feel free to reach out to us through LiveChat.

Last updated on Aug 27, 2024

How to use the Quick Create option in Simply CRM

Simply CRM provides all of its users with a Quick Create shortcut that allows you to quickly and easily create new records in your CRM instance. The Quick Create option is available on all pages within your instance and you can open it by pressing the green plus icon in the top right corner. When you press the icon, you’ll reveal a drop-down menu with the default shortcuts, which allows you to create the following types of records: - Deal - Contact - Organization - Document - Event - Task - Product - Vendor - Service Simply click on the desired type of records and you’ll be presented with a pop-up window which will allow you to enter the basic record information. In the pop-up, the mandatory fields are denoted with an asterisk, as shown below. If you want to quickly create a record, fill out the necessary information and press Save. Quick Create Contacts If you wish to open the detailed view where you can edit all the record information, press Go to full form. How to edit the Quick Create pop-up window In case your business requires you to quickly enter and store specific bits of information regarding a certain type of records, you can customize the Quick Create pop-up window by adding or removing fields. To edit the Quick Create pop-up window for a specific module, navigate to the module’s homepage. For example, open the Contacts module. Then, open the Settings drop-down menu by pressing the gear icon in the top right corner. From the drop-down options, select Contacts Fields & Layout. This way, you’ll access the Layout Editor which will allow you to configure the fields in the Quick Create pop-up window. On the Layout Editor page, navigate to the field that you want to add to the Quick Create pop-up window for the module you’re editing. Once you find the desired field’s block, simply press the Quick Create section. If you turn on the Quick Create option, the new field will automatically become available in the modal window, as shown in the image below. Important: If the Quick Create section is written in light gray text, the field is disabled in the Quick Create pop-up window. Conversely, if the section is black, it will be present in the pop-up. Please note that some fields cannot be added or removed from the Quick Create modal window. For example, mandatory fields such as First Name and Last Name cannot be disabled in the Quick Create Contacts window.

Last updated on Aug 27, 2024

How to create and manage leads in Simply CRM

In Simply CRM, a lead is an unqualified prospect – a potential customer that can be turned into a regular client through extensive marketing and advertising efforts. When you capture a new lead, you can record its information and manage your sales process through the Leads app in Simply CRM. Leads is an optional module that builds on the infrastructure of the Contacts app and provides a better overview of each lead. How to activate the Leads app To capture leads in Simply CRM, you’ll first need to activate the Leads app in the Simply App Store. If you’re unsure how to activate apps, please check our guide here. How to create leads in Simply CRM When you enable the Leads app in your instance of Simply CRM, you can start creating Leads records. You can create leads manually, add them using the Quick Create option, import them from .csv or .vcf files, or capture them from your website or email. How to create leads manually If you want your organization to have full control over each individual Leads record, your sales agents can create leads manually. To create a lead manually, open the Leads app by selecting Leads under the Sales tab on the dashboard sidebar. On the Leads page, press the Add Lead button in the top left corner. Add Lead Button within Leads App The button will open the Quick Create window for the Leads app. If you wish to create a complete Leads record, press Go to full form. Otherwise, you can create a Leads record with basic details using the Quick Create prompt. The Go to full form button will lead you to the detailed form shown below. Add Lead - Detailed Form By default, all mandatory fields are denoted with a red asterisk symbol. In the case of Leads records, only two fields are mandatory: Last Name and Responsible, which denotes the person who is responsible for handling the lead. Aside from these mandatory fields, Simply CRM also provides you with a large number of optional fields to store all the relevant information about your lead, as well as the ability to create custom fields. How to use Quick Create to create new leads If you only need to store basic details about your lead, you can use the Quick Create option. This option is accessible on every page of your Simply CRM instance and you can access it by pressing the plus icon in the top right corner. When you press the icon, you’ll open the Quick Create drop-down menu, from where you can select the Lead option. You’ll receive a pop-up form where you can enter the basic details about your lead. Fill out the record’s details and press Save. Please keep in mind that mandatory fields are denoted with a red asterisk. How to import leads from external files If you have a large list of leads stored in a .csv or .vcf file, you can quickly import all leads using the Import option in Simply CRM. Our detailed guide on importing records contains all the instructions you need to successfully import leads (or any other records) to your system. In case you’ve never imported records before, we recommend checking our guide on preparing sheets before importing data. How to capture leads from webforms Simply CRM allows you to create personalized webforms that will be shown to your website visitors. You can use webforms to capture leads and store important information such as lead name, email, contact address or any other data point that’s necessary for your business. To learn more about webforms, please check our guide on creating and using webforms in Simply CRM. How to capture leads from emails Using our Mail Manager app, you can quickly create new Leads records from incoming emails. If you’d like to convert email contacts into leads, check our guide on how to use Mail Manager. How to qualify and filter leads Simply CRM offers an intuitive dashboard that allows you to qualify each lead, track their progress, manage and filter them according to your company’s needs. You can qualify leads using the Leads Status field that can be found on the full form page when creating new leads. The same field becomes available when you’re editing a specific Leads record. To edit a lead, simply press the Edit button next to the lead’s name. This field offers a variety of drop-down options which you can use to better describe your lead. From Junk Lead to Qualified and Hot, whatever the lead’s level of interest is, Simply CRM has a suitable option. Once you assign the Leads Status to every lead, you can apply filters and create a better overview of the most important leads in your company. To apply a filter, open the Leads app. You’ll see the list view of all available Leads records as shown in the image below. This complete overview might be useful if you want to see all the leads in your system, but your sales team will often need to prioritize certain leads. In such cases, you need to quickly sort through the leads and create a personalized overview. You can achieve that using the Filter option at the top of the list view. By default, you’ll be able to filter all leads and show only Hot Leads and This Month Leads. Below, we’ll show you what the Hot Leads filter looks like – all records have their Lead Status field set to Hot. If you need a custom overview, you can press the plus icon next to the Lists option within the Filter drop-down to configure your own sorting criteria. This way, you’ll open the New List pop-up window where you can enter your own filter details. If you’re unsure how to configure the filter using the pop-up form, please check our article on setting up filters in Simply CRM. How to convert leads into contacts, organizations and deals Once you qualify a lead and it reaches a certain status, you may want to transform it into a contact, organization or a deal. To convert a lead, open the Leads app and click on the record that you want to convert to a deal. This way, you’ll open the detailed view of your record. At the top of the page, you’ll see the Convert Lead button. By clicking the button, you’ll open the pop-up window which will allow you to configure the record conversion settings. Select which types of records will be created from your lead and enter the basic record details, such as Organization Name, Contact First Name and Last Name, etc. Then, specify the person that will be responsible for handling the newly converted record and decide whether it will be transferred to the Organizations or Contacts module. When you finish configuring the conversion settings, press Save. The record will become available in the module(s) you selected in the conversion pop-up window. If you need any help with the Leads app, please don’t hesitate to reach out to our support team through LiveChat or email us at support@simply-crm.com.

Last updated on Aug 27, 2024

How to install and use the Dashboard app in Simply CRM

The Dashboard app in Simply CRM allows you to generate reports about your customer’s activities, sales processes or sales performances and revenue. Important: All new instances of Simply CRM come with the latest version of the Dashboard app. On older instances, the app needs to be installed manually. With reports and dashboards, your team can extract the most valuable data and gain in-depth insight into the workings of each department in the company. From customer support to marketing and sales, everyone can use Simply CRM to create their own overviews and track the key metrics. Aside from custom widgets, the Dashboard module also offers three types of reports: detailed reports, charts and pivots. Detailed reports provide you with a table overview of your data, while charts generate a visual representation of your records based on your criteria. Pivot reports are condensed overviews that summarize large amounts of data to provide your team with a summary that’ll help you quickly analyze your data. For example, you can use pivot reports to show the number of opportunities at each sales stage for each of your salespeople. Before we focus on each type of reports in greater detail, let’s first explain how you can install the Dashboard module in your instance of Simply CRM. How to activate the Dashboard app If you’re unsure how to install the Dashboard app in Simply CRM, please consult our guide on activating apps in the Simply App Store. Important: If you’re an existing user, your instance may also contain the Reports module, an early version of the current app. If you want to create custom dashboards, make sure to use the Dashboard app. The old app does not support dashboards. If you do not have access to the Dashboard app in your instance, please contact our support team through email or LiveChat. We will install the app for you, free of charge. Once you activate the app, it will become active in your instance and you’ll be able to access it from the Tools tab on the sidebar menu. Just click on Dashboard to view the app and its settings. How to create detailed reports When you open the Dashboard app, you’ll be able to create custom reports and pin them as widgets on the dashboard page. To create a new report, click the New Report button in the top left corner of the app’s homepage. From the drop-down, select the type of report that you want to create. As mentioned earlier, you can choose between Detail Report, Charts and Pivot here. Add Report - Report Types The creation process is similar for all types of reports. Pivot and Chart reports only require you to enter additional information for the chart in the end. Regardless of the type of report that you select, you’ll first need to enter the report details, as shown below. Report details Here, the mandatory fields are marked with a red asterisk. In order to proceed with the report, you’ll need to enter data in the following fields: Report Name, Report Folder and Primary Module. The table below explains what data should be entered in each field. | Field Name | Description | |---|---| | Report Name | Determines the name of the report; shown on the reports overview | | Report Folder | Specifies the file in which the report will be saved | | Primary Module | Decides the module that will be associated with the report | | Select Related Modules (Max 2) | Specifies additional modules that will be related to the report | | Description | A brief description of the report | | Share Report | Specifies which users will be able to view and edit the report | | Schedule Reports | Determines whether the report will be automated and executed in specific time intervals | When you check the Schedule Report option, you’ll get access to the options shown in the image above. In order to schedule a report, you’ll need to fill out the mandatory fields: At Time and Select Recipients. | Field Name | Description | |---|---| | Run Report | Sets the report frequency, i.e. how often it will be created | | At Time | Specifies the exact time of day at which the report will be generated | | Select Recipients | Determines what users will receive the automated report | | Send to specific email | Allows you to specify what email addresses will receive the scheduled email reports | | From Address | Decides what email address will be used to send the report email | | Subject | Sets the subject of the scheduled report email | | Body | Determines the content of the scheduled report email | | Include Signature | Specifies whether or not a signature will be included in the report | | File Format | Determines the format for the report file | Report columns When you configure the report details, press the Next button at the bottom of the page to move on to the Report Columns section. Based on the modules you selected in the previous step, you’ll now be able to choose what columns will be shown in the report, how the data will be grouped, the order of the column data, and the calculations that will be done with the available data. | Field Name | Description | |---|---| | Select Columns | Allows you to choose the columns that will be shown in the report | | Group By | Decides how the columns will be grouped | | Sort Order | Sets the order (ascending or descending) of records within the grouped columns | | Calculations | Specifies what calculations will be performed within the report | To illustrate how the reports work, we’ll select the columns Contact First Name, Contact Last Name, Invoice Total and Invoice Date. We’ll group the data by Invoice Date. This way, we’ll create a report that lets us see how much our clients spent on invoices in specific time periods. In the Calculations table, we’ll check the boxes in the Sum and Average columns. By doing this, we’ll see the sum of all invoices and the average value of the invoices associated with a specific contact record. You can configure the columns and the data that will be displayed in them however you want. You have complete freedom over what data your reports will show. Report filters When you finish setting up columns for the report, you can press Next to move on to the Filters section. Filters allow you to further sort through your data and select only the key records that you need. When filtering data, you can choose whether to display the data that satisfies all the specified criteria (All Conditions) or to showcase all the data that meets at least one condition (Any Conditions). If you do not wish to filter the data in your instance of Simply CRM, you can skip this step and press the Save & Generate Reportbutton at the bottom of the screen. However, to illustrate how the filters work, we’ll set a condition that will only show us the data related to Contacts records whose first name is Michael. When we press the Save & Generate Report button, we’ll create the following Detail Report. As you can see the report only contains the contacts whose first name is set to Michael. The Invoice Due Date column appears empty, because our invoices do not have any due date configured. In the top left corner, you can customize the report, add it to a dashboard or create a copy of it. In the top right corner, we have the options to Print, Export CSV or Export Excel in case we need to use the report outside of Simply CRM. How to create chart reports When you’re creating a chart report, the creation process starts the same. You first need to enter the basic report information and set up filters before moving on to conditions. With charts, you do not need to configure the report columns, but you need to select the chart type and its fields. Simply CRM currently offers pie charts, doughnut charts, vertical bar charts, horizontal bar charts, line charts, stocked charts, funnel charts and bar funnel charts, as shown in the image below. Once you select the chart type, you’ll need to choose the data that will be shown in your chart. You’re required to fill out the Select GroupBy Field and the Select Data Fields sections here. All other fields are optional and only affect the peripherals of the chart. The following table covers all the fields in chart reports. | Field Name | Description | |---|---| | Select GroupBy Field | Specifies the field that will be used to group the data in the chart | | Select Data Fields | Selects what fields will be shown in the chart | | Legend Position | Specifies the position of the chart legend | | Legend Value | Specifies the values that will be shown in the legend: values, percentages, or both | | Display Grid | Determines whether the chart will have a background grid | | Format Large Number | Decides how the large numbers will be formatted in the chart | | Display Label | Allows you to display or hide labels within the chart | When you finish configuring the chart, press Save & Generate Report. In our example, we used First Name as the group by field and Record Count as the data fields in the chart. Therefore, we’ve created a chart that counts how many times each name appears in the Contacts module, as can be seen below. Similar to Detail Reports, charts offer you several options once you generate a report. In the top left corner, you can customize the report, add it to a dashboard or duplicate it. In the upper right corner, you have the options to print or export the chart in PDF format. How to create pivot reports Pivot reports start out the same as other types of reports. In the first step, you need to enter the basic report information, such as its name, folder, modules, etc. Next, you’re prompted to configure the report filters. This step is identical in all reports. After you set your filters, you’ll be required to select the pivot fields for your report. You’ll need to enter your row fields, column fields and data fields, as shown below. | Field Name | Description | |---|---| | Select Rows | Specifies the data points will be set as the table rows | | Select Columns | Sets the columns of the pivot table | | Select Data Fields | Determines what data will be shown in the body of the pivot table | To illustrate how pivot tables work, we’ll set the following criteria: Last Name under Select Rows, Deals Sales Stage in the Select Columns field and Amount (SUM) for the Select Data Fields section. This pivot report shows us the sum of all deals in each sales stage for each salesperson (Last Name) on the team. If you wish to add more information to the pivot table (such as the first name of each salesperson), you can simply select more fields under the options Select Rows, Select Columns or Select Data Fields. Similar to other reports, you can customize pivot tables, add them to dashboards or duplicate them. You can only export pivot reports to Excel. Pivot tables are more flexible than other types of reports as they allow you to expand or collapse fields to create a more compact overview or even add a chart to them to better visualize the data. You can expand or collapse the fields by hovering over them and pressing the plus (expand) or minus icon (collapse) next to them. How to create dashboards In Simply CRM, dashboards act like a clean canvas that allows you to create a quick overview of your company’s most important information. On dashboards, you can add charts, pivot tables or detailed reports with records filtered to suit all of your organization’s needs. To access dashboards, you’ll need to open the Dashboard app from the Tools tab on the left sidebar. The Dashboard app shows the list view of all reports in your system. To navigate to the dashboard section, click the Dashboards tab in the top left corner. When you press Dashboards, you’ll see the demo version of your active dashboard. The Dashboard app is divided into three sections: boards, tabs and widgets. Widgets Widgets are shown as cards on the dashboard and they contain charts or reports that present you with a graphical of your company’s data. For example, the following image shows five different cards within the Default dashboard. Widgets provide you with three options: - Add Widget – allows you to create a new widget on your dashboard - Edit Widget – allows you to customize an existing widget - Dynamic Filter – allows you to set a filter that will automatically be applied and present you with only the data that you want to see on your dashboard If you wish to add a new widget, click the Add Widget button in the top right corner. In the resulting pop-up window, you can select what report will be shown or use one of the built-in widgets. Once you add a widget to your board, you can edit its shape and size by pressing the More button and selecting Edit Widgets. The Edit Widgets option will become visible in the bottom right corner of all widgets within your board. It’s shown as a double-sided arrow which you can click to reshape and resize the selected widget. In the top right corner, you’ll see a few more widget options. You can reconfigure the widget settings, refresh the widget data, access a full-screen view of the widget, edit the report shown in the widget, or remove the widget from the dashboard. When you finish editing widgets, make sure to click the Save Layout button in the top right corner to confirm the changes. The final option is Dynamic Filter and it allows you to filter the data in the widgets using one of the following criteria: - Organizations - Responsible - Created by - Date - Create Time or Modified Time Tabs Aside from widgets, each dashboard can also contain multiple tabs that act as separate pages with their own widgets. You’ll find the tabs at the top of the Dashboard app. For example, the Default dashboard contains the following tabs: Default, Sales Team, Financial Team, Projects, Support Team. You can use tabs to organize the data within each department and create a better overview of each department’s key metrics and information. The Sales Team tab contains all the information about the latest deals and negotiations that your sales department is working on. Meanwhile, the Financial Team tab can present you with an overview of all the financial information, such as invoices, payment statuses and revenue figures. You can edit every widget within each tab, reorganize them and configure what data will be shown depending on your own priorities. You have complete control over the tabs and you can customize each tab however you want. Further, the More section offers a variety of options for tabs: - Add New Tab – lets you add new tabs to the dashboard - Rename Tab – allows you to rename an existing tab - Duplicate Tab (with widgets) – duplicates a tab, together with all of its widgets - Delete Tab – removes a tab from the dashboard view - Rearrange Tabs – allows you to switch positions of individual tabs on a dashboard. can add new tabs, delete the existing ones, rename or rearrange them, as well as duplicate tabs to quickly create copies of all the widgets within the selected tab. All of these options can be found under the More button in the top right corner. Boards In addition to tabs, you can also create individual boards within your Dashboard app. A separate board acts as a brand new dashboard with its own tabs and widgets. When you open the Dashboard app, you’ll only have the Default board available, as shown in the image below. To add a new board, edit or delete an existing one, click on the More button in the top right corner. The drop-down menu will reveal all the available options: - Add New Board – allows you to create a new board within the dashboard - Edit Board – allows you to customize an existing board - Delete Board – allows you to permanently remove a board from the dashboard. Once you create a new board, you’ll be able to switch between the boards using the centered drop-down menu with the name of the current board. If you need any help installing or configuring the Dashboard app, please don’t hesitate to send us a message at support@simply-crm.com. Our team will be happy to assist you.

Last updated on Aug 27, 2024

How to send emails from your domain using Simply CRM

Simply CRM comes with an integrated Mail Manager that allows you to send emails directly from your Simply dashboard. You can use Mail Manager to receive all emails to your Simply CRM instance or to send them from your personal email address. If you wish to send messages from an email address registered to your domain (for example, taylor@mybusiness.com), you’ll need to configure SPF records on your domain. This guide will explain how to set up SPF records and ensure that the messages sent from your custom email are delivered to the recipients. How to configure SPF records SPF records (or Sender Policy Records) are used to prevent others from sending messages on your behalf. To configure them, you’ll first need to access the control panel of your hosting or domain provider. If you need to add a new SPF record, you’ll need to add: client-domainname.com. IN TXT “v=spf1 +a +mx include:_spf.simplyhq.com -all”. If you already have a SPF record, you can add the include:_spf.simplyhq.com. These records will verify our service and allow you to send emails from your domain using Simply CRM. If you’re managing your domain with cPanel, you’ll be able to access the control panel by visiting example.com/cpanel or https://example.com:2083. Simply replace example with your domain name. Alternatively, you can access your control panel by logging into the client area of your hosting provider and selecting Domains. Regardless of how you access your control panel, you’ll need to log into it using admin credentials you received from your hosting provider when you first signed up for their hosting service. Once you log into cPanel, select Email Deliverability under the Email section. Then, click on the Manage button next to your domain name. Scroll down to Additional Settings and include a new entry by clicking on Add A New “+include” Item. In the resulting pop-up, enter include:_spf.simplyhq.com. By adding this SPF record, you allow your Simply CRM instance to send emails from your domain name. Note: If you’re experiencing difficulties when configuring SPF records on your own, feel free to reach out to your hosting support. Most hosting companies will configure the SPF records on your behalf, free of charge. Once you set up the SPF records, you’ll be ready to start emailing your contacts using your custom email address straight from your Simply CRM. For more details on how to send emails from your Simply CRM instance, please consult our guide on how to configure the Mail Manager app. If you require further assistance with SPF records or the Mail Manager app, please reach out to us through live chat.

Last updated on Aug 27, 2024