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Common Administration Functions
Not all administration features will be available to all users. Certain Admin Privileges affect customer billing and will only be turned on by request – several of those are highlighted in RED.
Here is a brief overview of the administration functions. Each of these will be covered in detail in this document.
Campaigns – maintain campaigns in terms of Campaign ID, Campaign Name and other Sales & Marketing information (including Survey Scripts).
Info Center– maintain home page(s) and event(s) — these are assigned to individual users as part of their logon specifications.
Organization – maintain Group/Organization information including main contact name and demographics. The application has four levels of lead assignment: Group/Organization and Account Manager, Partner and Partner Rep.
Account Managers– maintain the list of Account Managers and associated demographics (Group/Organization the account manager is associated with, contact information including email and whether or not this Account Manager has a logon. The indication of whether or not this Account Manager has a logon is useful because if they do not have a logon they can’t receive leads.
Partners – maintain list of Partners and their information including main contact name and demographics.
Partner Reps – maintain Partner Rep name and demographics associated with each Partner.
Email Notification Content – there are four categories of email notification
General Email Notification Content –used for all notifications which don’t fall under Daily Email, Express Email or Callback/Event Notification Email.
Express Email Notification Content – maintain Express Email Notification template content in terms of sender and basic message. This is primarily used to notify reps that they have a new lead.
Daily Email Notification Content – maintain Daily Email Notification template content in terms of sender and basic message. The system will send daily emails to let the user know they’ve got leads and should logon to the system.
Callback/Event Notification Content – maintain Callback/Event Email Notification template content in terms of Workgroup, Type of Follow-up, Start Time, End Time, Meeting Location, Phone, Type of Meeting, Company, Attendees and associated Marketing Campaign. The content of these emails can be customized by type and by workgroup.
Track User Activity – query by Workgroup/User Type/Date Range to view individual user activity by # Logons, # Records Created and # Records Updated. This is especially useful for call center managers.
Track Library Activity – provides detail about Library use, including downloads.
Security Levels – provide access to pre-determined and customized levels of security (pre-determined features are those that are most likely of use to users of that type). When setting up a user it is quick and easy to select a pre-defined security level and then modify it later as required. Pre-defined security levels include:
Account Manager
Administrator
Business Partner
Global User
Group/Organization
Partner Rep
Logon Management – maintain User Logons including privileges (eg Email, Custom Forms, Lead Nurturing, Workflow Automation etc.), Homepage, data access restrictions and other key data elements. This is a key function and is covered in detail in the Logon Management section.
Reference Tables – maintain pull-down values appearing in key tables. For example things like Lead Status, Lead Source, Sales Stage etc are all customizable by the user through these reference tables.
Custom Forms – create, edit and maintain all custom forms associated with the workgroup. The custom forms are an easy to create / easy to use feature that allow you to essentially create a database within a database. You get to define the fields and layout. All the fields in the custom forms are searchable. It’s a great way to extend the functionality of the system. Some examples of custom forms include:
Patient Records
Mortgage Applications
Manufacturing Specifications
Insurance Application & Records
Call Center Scripts
Real Estate Listings
Map Web Forms to Custom Forms – allows fields from a landing page or web form to be directly mapped to a custom form.
Step 1 – create a landing page
Step 2 – create a custom form with the same fields as you have on the landing page
Step 3 – use this tool to map the Landing Page to the Custom Form.
It takes about 10 minutes to map a landing page to a custom form.
Downloadable Fields – defines what fields are available for downloading purposes. The system makes it easy to get your data both in and out of the system.
Customize Pages – allows Labels, Click-Actions and Section Orientation / Placement / Visibility for various pages including:
Banner Menu
Home
Search
Add New Record
Record Update
View Profile
Edit Profile
Add / Edit Contact
Add / Edit Opportunity
Add / Edit Appointment / Call Back
Add / Edit Campaign
Add / Edit Activity
Assign Record
Merge Record
This easy to use functionality will allow you to customize your pages by either turning off fields or renaming them. You can reorganize the sections on a page just a couple of clicks of the mouse.
Customize Labels – defines which groups of field labels are used for the various pages and can be specified as a default for the workgroup. Additionally, the default for the workgroup can be overridden for individual users so that each user can have their own set of Custom Labels.
Account Manager Round Robin Queue – manage those account managers available for round-robin assignment.
Partner Rep Round Robin Queue – manage those partner reps available for round-robin assignment
Required Fields – define what fields are mandatory in the following areas:
Add New Record / Add New Contact
Edit Profile / Record Update
Add / Edit Opportunity
Add / Edit Appointment / Call Back
Postal Assignments – defines what ZIP5/ZIP3 are auto-assigned to Account Managers and/or Partner Reps
Workgroup Messaging – creation and management of a workgroup message that appears in a popup window when users login to that workgroup
Lead Nurturing Tracks – creation and management of Lead Nurturing or “Drip Marketing” tracks. Each track can have multiple emails.
Email Verification – provides verification of user emails. This is mandatory before using the system to send emails. This confirms that you are indeed the owner of that email account.
Manage Workgroups –maintenance of user’s workgroup parameters [may be set up as create/maintain or maintain only]
View Marketing Activities – tracking of records with prior marketing activity and provides an option to back them out
Email Message Templates – provides for creation and maintenance of Email Templates
Dashboard Settings – allows for maintenance of Dashboard Report settings. Define which report / chart will be visible on the dashboard.
Web Links – Defining workgroup web links. Web links provide additional information for the current record. For example, MapQuest is an optional weblink that can provide driving directions. While LinkedIN is an optional weblink that can provide additional information about one of your contacts.
Currency Support – allows a change to single or multiple currencies
Automation and Workflow Management – defining business rules for both Call Stat functions and/or Profile Summary reference tables. For example, you may have a call stat button that marks the record that a call was placed today, puts a reminder in your calendar to call the prospect again tomorrow and sends the prospect an email saying you tried to reach them.
Home Page Shortcuts – Manage available shortcuts at the Workgroup level. Any of the reports that are available can be turned into a shortcut on the home page. This is an easy way to make sure the things you do most often are only 2 clicks away. For example, a sales forecast can be a shortcut.
Home Page Searches – Manage available searches at the Workgroup level. Any search that you’ve done can be saved as a ‘Home Page Search’. The system has a powerful search engine that you can use for things like – leads without assignments, industry analysis, territory analysis, etc.
Home Page Dashboards – Manage the available dashboads at the workgroup level, part of the information center of the home page. This is where the charts and graphs are displayed.
Bounced Email Messages – Manage bounced emails for any email sent from within the system: standard and HTML email messages, templates like newsletters and lead nurturing tracks..
Quote Settings – Manage the options available with the quoting system.