Getting Started with CRM

Roles

Start setting up your system by assigning your employees with appropriate roles and add them the groups of the required selling directions. It needs to be done in order for them to access the agent interface. The "out-of-the-box" solution includes five roles:

• crm_certificate_manager – the employee responsible for the creation of the certifications and emissions of the certificates.
• crm_marketeer – the employee responsible for the marketing campaigns and marketing lists management. 
• crm_admin – CRM system administrator.
• crm_sales – employee from the sales department responsible for the processing of leads and opportunities. 
• crm_manager – the leader of the sales department that can process the leads, work with the opportunities and manage them. 

Detailed information about access levels is presented in the ACL article. Extended information on the CRM application roles is available in the article Role Structure. Apart from that, you can find notes about required access level in the articles of CRM documentation. 

Selling Directions

After the configuration of the roles, you need to assign employees to the Selling Directions. Selling direction is an organizational structure used for the grouping of the employees depending on their field of activity. An employee's selling direction is automatically added to the corresponding field on the forms Leads, Opportunities, Customer Companies, Content.

You can see existing selling directions in the table Selling Directions (crm_selling_direction).

To create a selling direction, complete the steps below:

1. Navigate to CRM → Settings → Selling Directions.
2. Click New and fill in the fields.
3. Click Save or Save and Exit to apply the changes. 

Selling Direction form fields 

Opportunity Stages

Before the starto of the work, you can configure opportunity stage flow by adding new stages or editing the existing ones. The "out-of-the-box" CRM application provides default opportunity stages. You can find their description in the Process Opportunities article.

To create an opportunity stage, complete the steps below:

1. Navigate to CRM → Settings → Opportunity stages.
2. Click New and fill in the fields.
3. Click Save or Save and Exit to apply the changes. 

Opportunity stage form fields 

Task Chains

The tasks can be created automatically when the employee responsible for the opportuniy moves it to another opportunity stage. It allows for automatization of business processes. Use task templates to configure such system. 

To create a CRM Task Template, complete the steps below:

1. Navigate to CRM → Settings → Task chains.
2. Click New and fill in the fields.
3. Click Save or Save and Exit to apply the changes. 

CRM Task Template form fields 

Script Actions

You can configure the scripts that should be ran when a task is created from a template. It allows for automatization of the opportunity processing.

To create a CRM Script Action, complete the steps below:

1. Navigate to CRM → Settings → Script Actions.
2. Click New and fill in the fields.
3. Click Save or Save and Exit to apply the changes. 

CRM Task Template form fields 

(function executeCRMAction(opportunity, crmTask, employee) {
    opportunity.additional_comments = "Comment was added by CRM Action Script";
    opportunity.update();

    crmTask.additional_comments = "Comment was added by CRM Action Script";
    crmTask.update();

    crmTask.additional_comments = employee.display_name;
    crmTask.update();
})(opportunity, crmTask, employee);

SharePoint

CRM application is intended to be used together with MS SharePoint for storing the documents and content. This allows for the creation of folders in MS SharePoint from the CRM application. 

To configure the Sharepoint settings, complete the steps below:

1. Navigate to CRM → Settings → Sharepoint settings.
2. Click New and fill in the fields.
3. Click Save or Save and Exit to apply the changes. 

Sharepoint settings form fields 

In order to open the fodler structure from the forms Возможные сделки, Компании клиентов, Предложения, Контент, click the button with the folder icon on the Documents tab:

• To add a folder, click Create. The link to the created folder will be added to the corresponding form field automatically.
• To open the created folder, click Open. This button is available after the folder creation. SharePoint will be oepned in the new browser tab.

Products

Before the start of the work, you need to add the products provided by your company, to be able to select them later on the Lead, Opportunity and other forms.

To configure the Products, complete the steps below:

1. Navigate to CRM → Settings → Products.
2. Click New, specify product name and status. 
3. Click Save or Save and Exit to apply the changes.