The smart design of Second CRM will allow you to access most information quickly. You can navigate within Second CRM as if you were browsing a website. At the top of the Second CRM interface, as illustrated in the figure below, you have access to different area types and functions to navigate and to work with Second CRM.
Every module in Second CRM has different types of views. We have taken the Leads module as an example here to explain these three different views.
In List View you can see a brief list of all Leads you have in the application, such as the name of the Lead, company, phone number etc. This is illustrated in the image below.
Users can search for specific data within Second CRM according to column category as shown in the figure below. You can search alphabetically to locate data faster.
User can sort the viewed data by click of the header name. For example in the below screen data is sort by First name.
The Mass Edit function is used to insert the same data into multiple records. For example, the user wants to assign 3 Leads to a particular sales executive. In that case, the manager can select Leads > Action > Edit, followed by Assigned To > Save. All the selected records will be updated.
Mass mail to selected Leads or to all Leads can be sent by selecting Leads > Action > Send Email. All the selected records will receive mail. This function works like bcc, which means each Lead gets individual mail, and no Lead will see another’s mail ID.
The great advantage of Second CRM's newly introduced Summary view is that you don't have to click on different tabs to view information scattered in different places. Summary view projects all such important info on one single screen as shown below:
Detail View is the part where you can see the information of particular records in detail. Just click on Leads on the List View and the detail information will appear as shown below:
View history is highly recommended for managers and team leaders to view the history of every action taken in Second CRM to a particular record. All modifications to the record can be seen under the Timeline widget on the Home page.
The Home page provides a powerful search function that allows you to search the entire database. You can access global search in the search bar located on top center of every screen. You may search for any term. Fill in the search field and hit the magnifying glass icon, as shown in below figure:
The Quick Create menu on every page allows you to jump quickly to an entry page. Click on the [+] sign on the top right corner and select the new entry you want to make as shown below:
Second CRM allows you to create filters which are used to group your data based on a specific criteria. You can perform operations on the filtered records like mass edit, sending emails etc.
Here we explain how filters can be created in the Leads module. The process is the same for other modules. In this example, the user wishes to filter out Leads created this week. To create a new filter:
- Go to All > Sales> Leads or simply click on Leads at the navigation area.
- You will see Filters at top of the list view. Click + Create New Filter as shown in below figure:
- The next step will appear like the figure below. Provide a label to your filter in the View Name field. If you want to make this filter public, check the Set as Public check box. Then, select the columns you would like to see in a custom view.
- Specify the conditions to filter only specific entities that you would like to have in your custom view as shown below:
- Once done, click the Save button.
Created filters are just like any standard filter. For example, you want to make a filter for Leads. You can choose to filter them based on duration of time in which they were created.
As stated, you can filter any of your sales, marketing or leads accounts by entering multiples words or items in the column.
Second CRM offers a tool to import and export customer data.
You can only use the export and import tools if they have been enabled by your Second CRM administrator.
If you have your data in .csv and .vcf format, you can import thousands of records instantly and effectively. Second CRM supports importing data into different modules including such as Leads, Contacts, Accounts, Potentials, Service Request, Service Contracts and Products.
STEP 1: Select the file you want to import
To begin importing , select Actions>Import. In the first step of importing process, you will need to click browse to select and upload your import file from your computer.
STEP 2: Specify format
In the second step of the importing process, you will need to specify the import file properties. The details of each property are explained below.
- File Type
.csv, .vcf (vcard) and .xml are the 3 file types currently supported.
- Character Encoding
Make sure you select the right character set in which your import file has been encoded. Just because a file has UTF-8 characters in it, do not expect the tool to import the UTF-8 characters in the right format simply by selecting UTF-8 encoding. You need to ensure you select the right encoding of the file irrespective of the file contents.
Currently comma(,) and semi-colon(;) are supported as field delimiters. This delimiter indicates the character separator used to separate field values from each other within a row. In case you need to use the same character in your data and do not want the tool to read it as a delimiter, enclose the string in double quotes (“). Then, only delimiter characters, outside the double quotes, will be treated as actual delimiters.
- Has Header
The 'Has Header' property is to indicate whether the .csv file has a header row or not. If the user indicates that the .csv file, has a header, then the first row from the csv file is treated as a header and skipped from being imported with the .csv file. Having a header in the .csv file makes it easier for the user to map the right .csv columns to right CRM fields.
STEP 3: Check duplicate record
This is an optional step, which allows the user to configure duplicate record handling during Import. User can configure the criteria for duplicate records to be located and can also configure the action to be taken when duplicate records are found.
When a record from the import file is a duplicate of an existing record in Second CRM, that record is skipped from being imported into the system.
When a record from the import file has duplicates in Second CRM, all the existing duplicate records in Second CRM are deleted except for the most recent one. This last duplicate record is overwritten by the newly imported record from the file.
When a record from the import file, has duplicates in Second CRM, all existing duplicate records in Second CRM are deleted except for the last one. Only the non-empty values from the newly imported record from the file are overwritten on the last duplicate record in the system.
STEP 4: Mapping fields
In this step you have to link your data with the corresponding CRM fields. You see the standard fields as they are offered by Second CRM, and your custom fields if you have created any. In the illustration you can see some sample entries.
- Import More
Select to start another import.
- Last Imported Record
Allows you to view the records imported during the last/current import in a pop-up window with paging support.
- Undo Last Import
Deletes all records created during the last/current import.
You may select the following criteria for your export:
- all records of any module
- only the records you have marked at the list view of any module
- all records which meet your search criteria at the list view of that module
- all data of the current page at the list view of this module without any search criteria set
The data is generated as a ASCII file with comma separated values, also called CSV format.