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Workgroup Settings

Overview

Users with Administrator privileges can configure the Workgroup Settings by navigating to Administration > View/Edit Workgroups.

Database, Workgroup, Banner, Color Section

Database – database where the workgroup being configured is located.

Workgroup Name – name of the Workgroup

Active Status – current status of the Workgroup

Status – type of the Workgroup being configured

Skin / Custom Stylesheet – custom css template applied to the WG if there’s any

Default Label Set – The “Default Label Set” can be set for a workgroup.  It will apply to all users logging into this workgroup with the following exception:

  • The “Internal Settings” for a specific user having access to this workgroup (see “Logon Management / Internal Settings”) allows you to specify a default label set to use when that user logs into this workgroup. 
  • If “Not set” is selected for the default label set for this workgroup, the default label set specified for a user (see “Logon Management”) determines the label set to use when that user logs into this workgroup.

Banner Logo – This is the logo that appears in the banner on each screen – pull-down values [logo must be uploaded by support]

Banner Statement Text – This is the banner text that appears just below the banner line on each screen

Banner Statement Face\Size\Color – Banner statement font type, size and color

Banner Statement Background – Banner statement background

Banner Background – background color for banner

Search/Login Button – Color of Search/Login button

Section Font Color – Font color of the section headers [such as Contacts, Profile Summary, Attached Files, etc.]

Section Background Color – Background color of the section headers 

Section Font Face/Size – Font type and size of the section header

Locale – Controls the currency formatting.

Top Banner Menu Style – setting for the top menu display

Quick Tour – setting for the quick tour feature upon user logon

Email And Lead Nurturing

HTML Email – enables the HTML option in Email Editors

Record Email Logging – controls whether emails are logged at the Record/Contact level. This turns on the Email History feature in the Contact detail screen.

Email Multiple Records – allow sending of emails to multiple Records/Contacts

Email – This is an overall switch to allow and enable Daily and Express email at the workgroup level (this parameter must be set to Enable for individual users to have Daily or Express Email)

Lead Nurturing – enables the Lead Nurturing feature.

Use Email Campaign “From Address” As From Address When Sending Email Marketing Messages – allows the choice of either:

  1. having the email sent from CRMTool.net or
  2. user’s email address

Send Email Messages – choose whether to send emails from user as sender or LeadMaster on behalf of sender

Number of email messages allowed: applies to bulk and individual email messages sent for the Workgroup

Per Month – total number of bulk and individual email messages that can be sent out in a month

Per Day – total number of bulk and individual email messages that can be sent out per day

Per Search – total number of bulk and individual email messages that can be sent out from Search Results

Allow Updates To Records Via Email – enables Lead Xpress

CRM-Express Number Of Records – allocated limit of Records

Require Lead-Xpress Password – enables password for Lead Xpress users

Lead Nurturing Execution Time – specific time for Lead Nurturing steps to execute

Email Opportunity / Deals to Reps – enables the option to print/email opportunities to reps

Show Address Book – shows the address book when sending Records, opportunities, cases to reps/users of the Workgroup.

Attach Details When Emailing Record – ‘When enabled an HTML file containing the contents of the Record View page will be included with the email. If disabled the file will not be included with the email.

Enforce GDPR – When Enforce GDPR is enabled, only email addresses that have selected opt-in on the email preferences page will receive email.  LeadMaster will keep track of this by email address, so that even if there are duplicate copies of the contact email address, the selection for any one email address will be enforced for all contacts with that email address.

Opt-Out Domains – List of restricted domains.

SMS

SMS Text Message Configuration – enable or disable SMS feature

Number of SMS allowed:

Per Month – set the monthly limit of SMS that can be sent out for the Workgroup

Per Day – set the daily limit of SMS that can be sent out for the Workgroup

Mobile, Quotes, Cases, Mortgage Pos

Mobile Access – allows access to the Workgroup using mobile apps

Access to Case Management – enables the Case page, Case section on Record pages, Case management Reports, Case-related search functions.

Case Assignment Access to – configure if case assignment is linked to hierarchy level or individual user level.

Access to Quotes – enables the Quotes features

Change Case Status When Closed – ‘When “Change Case Status When Closed” is enabled the Case Status drop down field will automatically change to Closed. The value in the Case Status reference table should be either Closed, CLOSED or closed.

Mortgage POS – enables the Mortgage POS functionality

Timestamps

Timestamp Assignments – This creates a Date/Timestamp message in the Sales Rep Comments field every time a record is assigned or reassigned.

Timestamp Campaigns – This creates a Date/Timestamp message in the Sales Rep Comments field every time the campaign is changed for a record

Timestamp Multiple Record Updates – This creates a Date/Timestamp message in the Sales Rep Comments field every time bulk/mass update of Records are done.

Security Options

Required Logon URL – Ability to define a custom URL for access to this workgroup

Redirect to URL – Ability to redirect access via the standard URL to the required URL (if set to Yes, the user will be redirected to log in via the required UR, if set to No the user will be told that their username/password is not valid)

Restricted Ips – Ability to restrict access to application only from determined IPs or ranges of IPs

Allow restricted Ips – Activates the Restricted IPs function

Supported Browsers – You can restrict the browsers that have access to the application.  While we officially support Chrome most browsers work.  Some companies have policies about which browsers are approved and therefore may wish to specify which browsers can be used.

Supported Browsers Enforced After – This is a date field that allows the user to specify ‘after this date only these browsers will be supported’.

Automation, Calendar, Charts, Phone

Access to Automation and Workflow – enables the automation and workflow functionality for the Workgroup. This provides a menu in the Administration section allowing access to the automation and workflow management tools of the system. These tools are easy to use and don’t require knowledge of programming. For example, if you wanted to setup and autoresponder you could use these tools to say anytime a new record comes into the system and the campaign is = XYZ send a particular email.

Workflow Fires on File Upload – enable workflow to fire whenever files are uploaded at the Record level.

Calendar – This determines how / if the Calendar will be available – can be set to no Calendar, Basic Calendar, My Calendar or both My Calendar and Group Calendar

Phone Number Hyperlink – turns phone numbers into Hyperlinks for use with various Power Dialers. Click on the phone number and it will dial the phone number through the provider chosen in the ‘Phone Number Hyperlink Provider’.

Phone Number Hyperlink Provider – these are companies that have integrated their dialing solutions with the application. You will need either a software product from that company or logon credentials from that company to be able to use this feature.

Calendar Style – This controls the calendar style to display – Modern or Classic calendar

Sales-Xtreme – When enabled it provides the option of accessing Sales-Xtreme through a productivity shortcut or a weblink. To enable the weblink use {!ST} If disabled neither the productivity shortcut nor the weblink are visible.

Opportunities

Deal Discounting – Adds the ability to discount by percent in the Opportunity function (discounts are controlled by the Opportunity Discount table in Manage Reference Tables)

Deal Product Recurring Revenue – Allows for the ability to set up Recurring Revenue by individual product line

Deal not In Stock Capability – Allows users to set up a product line with a no predefined product by filling in the Product Description and/or Product Code and manual entering the Price

Display the Product Description Field – when enabled, the product description is displayed on the Opportunity page

Display Deal ID – Display an internal Opportunity ID (unique sequential number created by the application) that displays in the Sales Opportunity section of the detail screen

Product Pricing – Display the product description field

Track Deal – This controls the Opportunity function.

Tracking, Aging, Audit, Logging

Track Downloads – This creates an audit trail record that records who and what was downloaded (audit trail is only available to application support personnel and is kept for 90 days).

Lead Status Aging – If Enabled, then any change to the Lead Status field will have a date/time-stamp in the Sales Rep Comments field.  In addition, for any Lead Status values that that have Tracking set in the Lead Status Reference table, if the Lead Status does not change within “X” number of days as set in the Lead Status Aging – Number of Days field in this parameter – an auto email notification will be sent to the Account Manager listed on the record.  For example, the email might remind them to update the status of their lead.

Sales Stage Aging – Tells you how long the records have been sitting in their current stage.  This is useful for analyzing the sales cycle.  See the sales stage aging report.  You’ll need to turn on tracking in the reference tables in order to track it.

Audit Fields – This function turns the Lead Status Aging or Sales Stage Aging ON/OFF. If ON, then the number of days before sending an automatic email to the Account Manager can be set.

Call Center Stats – Call Stats feature displays up to 18 user definable field tags (tags can be viewed and changed via the Current Label Set> Label Group: Call Center Stats) – if Custom Label is blank then that Call Stat will not appear. Updating one of the call stats fields by the user can be made mandatory by clicking ‘Mandatory Update’. If ‘Add to Comment’ is checked then any call stats field that is checked is recorded in the Sales Rep Comments section. Defining the call stats actions can be accessed via the Customize Pages and clicking on ‘Define Call Results Click Actions’.

Record Quick Actions II – enables the Quick Actions II fields

Record Quick Actions III – enables the Quick Actions III fields

Access to Call Tracking – Tracks information about calls – similar to opportunity. This is a customer specific implementation and requires programming from the development team. You’ll need to turn on tracking in the reference tables in order to track it

Record Activity Logs – turns on or off the Activity Hub and Activity Stream

Activity Log Storage Duration – storage duration option for the activity logs

Activity Log Archive Storage Duration – storage duration option for the activity logs

Show DocuSign – turns on or off the Docusign functionality in the Workgroup.

Record Controls

Account Snapshot Header – Controls what is displayed on the Record snapshot header

Record Update Default – This workgroup setting overwrites the User Account’s default page settings and always takes displays the Sales Update / Record Update page when the Workgroup’s Record Update is set to “Enabled” and the user clicks on either the contact or the company – unless they have ‘Contact to Record’ selected as default Record page in User settings.

Smart Queue Next Lead Button – Controls the function of Next Lead button in Smart Queue

Contact Name Hyperlink – Determines whether Contact Name hyperlink appears in the Search Results screen

Clone Multiple Records – This allows for the cloning of multiple leads via the Search Results screen (default is only single lead clone via the individual lead detail screens)

Lock Records – Enables the record locking feature. When multiple users have access to a set of records, the record locking feature allows the users access to the information without the risk of overriding another user’s work.  If one user has opened a record and another wants to access that same record, the system will provide a limited view of the record with a “Record is currently locked” warning tells the user that another person is working with that record.

This is a great way for a group of users, like an inside sales team, to work on a set of records without having to assign them to individual users.

Unlock After – duration setting to unlock a “locked Record”

Duplicate Company Check When Adding Records – When enabled, it will alert user if Company name already exists when adding new Record.

Default Rows to Display – Controls the number of rows on Records and Search Results list pages.

Password Rules

Enforce Password Rules – controls password rules implementation

Minimum # of Characters in password – A minimum # of characters in the password from 1 to 20 can be required

Requires upper- and lower-case characters – Upper & Lower Case can be required.

Requires a number – A number can be required.

Requires a special character – A special character (!@#$&&*_+) can be required.

Password Expires in days – A new password can be required anywhere between 1 and 365 days.

Logon Attempts – # of Retries Before Lockout – The user can be locked out after anywhere from 1 to 20 unsuccessful login attempts.

Number of Previous Passwords to Save – The user can be prevented from using previous password and the system will remember anywhere from 1 to 20 of the previous passwords used.

Case-Sensitive Password Matching on Logon – correct input of uppercase and lowercase characters can be required.

Hierarchy Options

Team Selling – controls whether to allow multiple Account Managers and/or Partner Reps to access records.

Display Group/Partner None – controls whether to display the option in the assignment dropdown list.

Round Robin Assignments – Round Robin settings whether Standard or Advanced.

Standard is a single round robin queue with lead assignments starting at the top of the list and working down.  If there is a default assignee then the lead assignment starts with that rep.  If you’ve set the requirement for a user to be logged in to get a lead and no one is logged in it will go to the default assignee.

The Advanced Round robin queue allows weighting of the queue by adding the same rep to the queue multiple times.  It also has the ability to reset the starting point of the queue and handy reorganization tools.  You’ll also see the rep that is next in line for a lead assignment.

If you are using the Task Manager to reassign leads that aren’t claimed there is a separate table in the database that tracks reassignments.  Using the same list of reps as the round robin queue, reassignments start at the top of the list and work down one-by-one.

Manage Tasks And Appointments

Event Logging for Appointment / Callback – This creates a Date/Timestamp message in the Sales Rep Comments field whenever the Event/Callback is added or changed

Add Address 1 and Phone to new Appointments and Callbacks – auto-populates the Address and Phone Number of the Record/Contact when creating new appointments/callbacks.

View all Address 1 Records

OTHER

Mapping URL – Allows for a number of mapping applications to be selected for use with the address mapping hyperlink.

Fiscal Year End – Set company’s fiscal year end.

Quota Periods Set whether ‘Yearly’, ‘Quarterly’ or ‘Monthly’

Maximum File Upload Size – Options – Set the allowed file size limit upload for the Workgroup in the attachment section.

Import Send Single Record Email Notifications – when importing records, you can send an email notification – one per assigned lead. 

Import Max Records for Sending Single Record Email Notifications – This sets the maximum number of emails that will be sent as a result of importing and assigning.

Accounting Software – enables QuickBooks for Opportunities.

Display Navigation – controls how Records list is displayed on search and update.

Contact name View – controls how Contact Names are displayed.

Timezone – controls the Workgroup timezone

Timestamp New Records – controls whether to timestamp new Records

Blank Numerical Fields – this option controls how blank numerical fields are displayed on reports – whether to show a zero or nothing.

Use GPS Data – enables the geo location feature on mobile apps

Show Tooltips

Email Attachment Max Size – Set the allowed file size limit when attaching files to Emails.

Reports

Controls the System Reports available and accessible by the Workgroup.

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