Thursday, June 30, 2016

GoldMine : Customizing Tab Names

One of the unsung functions of GoldMine allows you to change the actual Contact Tab names.

To do this;

1. Open up any Contact Record.

2. Click the arrow just to the left of your tabstrip, select "Customize".

3. Select the Tab you'd like to rename, then click "Rename".

4. Give the new Tab the name you'd like it to have, hit Ok.

5. If you want all GoldMine users to have the same renamed tab(s), click "Customize Tab Labels Globally", otherwise leave this unchecked and hit Ok.

This is a really nice feature if your business uses very specific terminology that your end users would be more comfortable with. Try it!

GoldMine : Display two Contacts Simultaneously

Did you know you can view multiple GoldMine records simultaneously?

By default, GoldMine displays one contact record at a time. If you also want

to open other contact windows simultaneously, follow these steps:

Select Window | New Contact Window. This will bring up the Contact List.

From the contact list, select the second contact you wish to see and
double click on that contact.

This opens the second contact window. You will see a second record tab at
the top of your screen. Then, select Window | Tile Horizontally for a side
by side view or Cascade Windows for a Vista-style window display

This option is particularly useful when you wish to compare two contact
records in GoldMine. It saves time by eliminating the need to alternate back
and forth between the two records.

GoldMine : Simple Duplicate Record Queries

Here is an easy way to determine how many potential Duplicate Records you might have in your database.

Open the SQL Query window by selecting Tools | SQL Query from the top level menu.

If you want to see duplicates based on, for example, Contact and Phone1, paste in the following Query text and run it:

select count(*), contact, phone1
from contact1
group by contact, phone1
having count(*) > 1

If you'd like to include the Company field in the query as a duplicate check, use this:

select count(*), contact, phone1, company
from contact1
group by contact, phone1, company
having count(*) > 1

Try it! You might be surprised at how many duplicates there might be in your database.

Monday, June 27, 2016

MSCRM - Updating Disabled Users

It may not happen often but if you ever need to update the record of a disabled user, it might involved assigning a license temporarily. If you don't have extra licenses available or if you don't want to add a new license to your subscription just for this purpose, there is a way around it. Like other record types in CRM, you can import changes to user records. All you  have to do is export the specific user and the fields that need to be changed, make the changes in Excel, then re-import your changes. It's that simple! You could also achieve the same results by using a workflow to update your records.

Keep in mind that some fields can still only be edited in Office 365, like first and last name, title, etc.

MSCRM - Re-Open an Activity

If you often work with activities in MSCRM, you've probably noticed that there is no way to re-open an activity once you've marked it as completed or closed. This can be frustrating for users because they may want to simply edit the notes after they've closed the activity but there is no out-of-the-box functionality to do this. In almost all CRM implementations that I do, I create workflows to re-open the most used activity types, like phone calls and tasks.

It's a very simple on-demand workflow. Keep in mind that you'll have to create separate workflows for each activity type. Set it up to run "As an on-demand process" and uncheck the boxes under "Start when."

In the steps area, add a "Change Status" step and set it to Open.

You could also use a check condition step to confirm that the activity status prior to updating it but that may not be necessary for everyone.

MSCRM - 3 Personal Settings to Update

When customers first get started with Dynamics CRM, there are 3 specific personal settings that you can update to make your life easier. You can get to your personal settings by clicking on the gear icon in the upper right corner than choosing Options from the menu that opens.

The settings are all located on the General tab:

The first one is to set your home page. By default, it's set based on your user role but you can change it to a specific area of CRM. When you're first starting out, you may not know what to choose so you can leave this one for later if you'd like. Once you have a better idea of where you'll be spending  most of your time, you can come back to make the change.

Next, set the number of records per page to 250. This my not be everyone's preference but I find it very helpful so that I'm not spending time flipping through pages of 50 records at a time. That could take a while if you have a lot of records!

Finally, change the default mode for Advanced Find to Detailed.

This will change your Advanced Find from looking like this:

to this. In the original view, it's not obvious which fields can be edited. It also doesn't give you the option to add more lines. In the detailed view, you can add/remove lines and change the existing queries as needed.

Saturday, June 25, 2016

ZOHO CRM - How to create product "Groups" using Custom Modules

In Zoho CRM there is the Product module where you can maintain an inventory of all your products.  Sometimes, though, a business wants to offer a product "Group" which is simply made by grouping already existing products.

Here's how we can set this up in CRM.

Use the Product Category or Unit field (or create a custom field) to distinguish between single products and product groups

Create a Custom Module with two Product Lookup fields (and any other fields you may need):
  • Product Group (Related List name: Group Members)
  • Group Member (Related List name: Product Groups)
To add a product to a product group, create a record in the custom module - select the Product Group in the Product Group lookup field and select the individual product in the Group member field.

When you view the Product Group, you'll see the list of Products in the Group - something like this:

ZOHO CRM - Quickly and Easily add an email sender as New Lead or Contact from email received

In Zoho CRM, with Zoho Mail configured, you can quickly and easily add an email recipient as a contact or lead in your crm if they are not already there.

When viewing the email there will be a small tool palette at the bottom right hand corner - click the CRM icon:
The result is something like this if the sender is not already in your system:

select Contact or Lead from the drop down and click the Add now button

You'll be presented with a form like this (for contact) to fill in and click save:

If you're using Chrome, you also have the option to download Zoho's Contact Extractor which we discussed in an earlier tip.


Feeds is a great tool to keep yourself up to date with the happenings in your CRM, as well as communicating with your co-workers through the group chat.  The downside is that, currently there is no way to receive a notification that someone posts in a group chat unless you are specifically mentioned in a comment.

A great workaround for this solution is to create a group and mention the group - then everyone will receive an alert!

The Post:
The resulting Email: - Reporting on Converted Leads

Well, we've got a bunch of leads converted which of course means that I can't see them anymore in the lead area and they seem to have entered the void.  What's interesting about is unlike other CRM systems (Microsoft CRM for instance), I can at least go look at "inactive leads" and see which ones were qualified and converted.

For, we can only report on the converted leads which is fairly useful but a little bit tricky to get there.  A client and I just recently made this voyage together as they wanted to see "how many leads were converted in a month?"  That might seem easy, looking at creation dates but it's actually not if you have conversions to existing contacts to which a neither a new contact record nor a new account is created.  That was the case here.   So what did we do?  We built a report....

In the reports area, we clicked "New Report" as there are really no out of the box reports for this type.  In the type of report area, we selected "Leads>Leads with converted lead information".

Click create.  Now you'll see the typical tree of data fields on the left, but we have other fields like "Converted" (true/false type) and "Converted Date"which allows me to see the when.  I used both of those fields in the upper part of the screen to filter the report.

Like any report you can also add other columns or even schedule the report to run weekly/daily/monthly.  Because this does with converted leads, data the resulting contact (certain fields) and opportunity is also available at the bottom of the field tree. - Public Groups and Why

So had a client recently that needed to segregate out their accounts, but wanted true visibility across all accounts when needed.  Normally we might use ownership to do this, but if we use ownership we run into the issue where we've locked down the entire databases, using the hierarchy where only management can see all records.  As I said, in this situation we want to "territorial-ize" Salesforce, but also keep it open.

Here's where we started....  We started by creating account and contact views for every territory.  Not too bad as there are 10 or so territories, but it gets a big uglier if we start breaking out further by customer type.  For instance, "NY/NJ Accounts" isn't bad -- "NY/NJ Prospects" and "NY/NJ Customers" just created 3 different views.  Multiply that by the 10 territories and we've now got 30 views.

Is this a pain, not to create as it's a one and done and whatever's easier for the client.  However, if we don't limit the viewing of those views, we'll have every user seeing 30+ views each -- that's a pain.  We then created a group for every territory:

  1. Click Setup, then search for "Groups", you'll end up with "Public Groups".
  2. Click that to see your groups or create new ones....
  3. When creating a new group, you'll name it, the add in the users (or other groups) that are within.

Once we've got our group saved, let's go look at a view.  If we want to restrict the view (usually it's all users or only me as an option), you also have the option to share it with different groups.  That's how we're going to get a user to not see 30+ views, but instead just see the few views that means something to the rep.

When in the view, edit the view and bring up the typical criteria and columns screen.  Scroll to the bottom, then in the restrict visibility area, choose who sees that view.  We also have an admin team and "all data" team that is also able to see this view.

It's not perfect but it's pretty good.  A little bit hard to manage on the administrator side but on the user side it's MUCH easier for them and that's what counts. - Viewing "My Delegated Activities"

So you assign a bunch of stuff to other people (one of the fun things about any CRM system if you can't call it "fun") but you need to show the status.  There are a couple of ways, my favorite way is listed here.

Where I start is always on the home page.  I can then view my calendar, my tasks, and a few dashboards.  However, in the calendar area (a little used feature in my experience), you do have options to see multiple calendars, your calendar or a task list.  For these purposes we're going to go the task list but feel free to explore the multiple user calendar as that's very helpful to see what your colleagues are doing today.

Once in the tasks area, you have views just like a normal object, but there's something a bit different in the view area.  By default there's something called My Delegated Activities which is great.

This view is based on a particular item that's only there for views that are based on activities.

Feel free to make your own views like "My Delegated - Open" or "My Delegated - Closed" for instance, whatever works for you.

Keep in mind you could always create a report (with activities as the base object) as you do have "My Team's Activities", "My Activities", or "My Delegated Activities" as the option.