In RecMan, you have several settings you may change relating to the CRM. This article describes these options.
When you go to System Settings → CRM, you will be presented with a shortlist of different areas for settings. This article will go through the options one by one.
Company attributes
Company attributes are custom data fields that may be connected to companies in RecMan. This allows for specific filtering.
When clicking +Add, you get several options. The attributes should have a name and a type. The different types are as follows:
- Yes / no value – This enables you to select Yes or No when applying the attribute. An example could be Newsletter: Yes/no. This enables you to filter out customers who should receive your newsletter.
- Star-rating – This enables you to set a rating from 1-5 stars. You can, for instance, name the attribute Customer relationship and then define how good the relationship is by setting the appropriate number of stars.
- Text – This field allows a free text field to be filled out together with the attribute. The input text will not be filterable; however, the attribute, in general, will.
- Dropdown – This allows for a number of set options to be pre-defined, and each of these dropdown values will be filterable. Only one option may be selected.
- Multiple choice – Acts similar to Dropdown, but you are able to select several options.
As previously mentioned, any attribute created will be filterable in the CRM base. The result will show the customer connected to the attribute and the value.
In the report Customers, you may also filter on attributes.
Contact person attributes
Like with the Company Attributes, you may create attributes connected to Company Contacts. The purpose is to filter the CRM to find the customer/company contact you are looking for fast and efficiently.
When clicking +Add, you get several options. The attributes should have a name and a type. The different types are as follows:
- Yes / no value – This enables you to select Yes or No when applying the attribute. An example could be Newsletter: Yes/no. This enables you to filter out company contacts who should receive your newsletter.
- Star-rating – This enables you to set a rating from 1-5 stars. You can, for instance, name the attribute Customer relationship and then define how good the relationship is by setting the appropriate number of stars.
- Text – This field allows a free text field to be filled out together with the attribute. The input text will not be filterable; however, the attribute, in general, will.
- Dropdown – This allows for a number of set options to be pre-defined, and each of these dropdown values will be filterable. Only one option may be selected.
- Multiple choice – Acts similar to Dropdown, but you are able to select several options.
As previously mentioned, any attribute created will be filterable in the CRM base. The result will show the customer with the company contact connected to the attribute and the value.
In the report Contact persons, you may also filter on attributes.
Default values
Under Default Values, you have the ability to pre-define a standard that newly created companies should have. You can pre-define the following:
- Credit time – Number of days the customer should have credit.
- Newsletter – This option is simply a way to filter your customers; it is advised to use an attribute for this instead.
- Newsletter for contact person – Defines whether to send a newsletter to the contact persons.
- Invoice Type – How the customer is to receive invoices when sending them (as an attachment, tracking link or by print).
- Relation – Defines the customer’s relation to you (Customer, Prospect, etc.).
Company card
Allows you to enable or disable some fields on the customer cards. Changes here will affect all companies in the system. The fields are as follows:
- Working hours – Allows you to define standard working hours for any employee working on a project connected to this customer.
- Directions – Gives you a free text field where you can input specific directions to the offices of the customer.
- Salary Matrix – Allows you to define the standard salary matrix to be used on projects connected to the customer.
- Salary and project data – Allows you to modify these data.
- Hour bank (piecework) – Gives access to hours on piecework.
Auto-tag
This feature allows you to enable auto-tagging of your customers. You can choose between:
- Update status to customer when creating invoice
- Update status to customer when creating order
- Update status to customer when creating job
- Update status to prospect when creating offer
What this means is that the system will automatically turn the relation of the company to (A) Customer or (C) Prospect when doing specific operations in the system.
Contact person roles
Allows you to create pre-set roles for your contact persons. What this means is that you are able to make templates for their permissions in the customer portals.
For instance, you can make a role called Work Approver. You then enable permissions typical for work approvers, like Project – Approve work, Delete work, and View invoice price. The next time you create a work approver, you simply select your role, and these permissions will be added automatically.
You can also choose to set a role as default, meaning it will be applied when creating a contact person. You will be able to select a different role after, of course.
Terms of service
Under Terms of Service, you can write terms of service that apply to your company contact persons. You have to write your own text here, as it is you who decides what the company contacts should agree to.
You also have a Status menu here. If this is set to Inactive, no company contacts can see the terms and agree to them. Should you Activate them, some filters and buttons will appear in the system.