Follow Up - CRM Suite

The Tab Customization feature allows the administrator to create and re-arrange the tabs under each section. Furthermore, it also allows the administrator to incorporate independent websites onto a single tab.

1. Under the Builder section on the Field Label tab, use the Common drop-down and select Tabs from the list.

2. From the lower drop-down list, select Follow-Up.

3. IF RE-ASSIGNING the previous To Do to the new CRM Suite, find the tab “To Do List”. Change the System Tabs selection to CRM Suite.

4. IF CREATING a new CRM Suite tab,

a. Choose any tab location (for example, Tab 10) and enter a one- or two-word description for the new CRM Suite tab (for example “New To Do” or “CRM Suite”.

b. Select the System Tab called “CRM Suite” from the drop-down list.

5. When complete, click Save.

How to Configure Email Settings

Before the email portion of the CRM Suite can be used, the Incoming Mail Settings for each user must be established. Outgoing SMTP Mail Settings do not have to be set up per user, as the Builder SMTP Settings will be used as the default. If the Builder SMTP Settings have not yet been established, the instructions follow. Otherwise, skip down to How to Configure Specific User SMTP Incoming Mail.

To Configure Builder Level SMTP Outgoing Mail

On the Builder > Setup tab, there is an area labeled SMTP Settings. These settings are similar to the email settings in Outlook or any other local installed client base mail program.

SMTP settings can be defined at two locations:

· Builder > Setup

· Builder > Users > Mail Settings

Builder > Setup is the default SMTP settings, which allows users to send all emails through Sales Simplicity’s mail server. This setting should work for every user and does not need to be changed unless there is an issue (i.e. if your IT Staff wants to use more spam-friendly settings that are unique for your business).

Builder > Users > Mail Settings is utilized to setup and configure custom SMTP settings per user for outgoing and/or incoming mail.

Label	Description
SMTP Server	The mail server address from which mail will be sent.
SMTP Port	This controls the port for which incoming mail connections will be accepted. The standard SMTP port setting is 25.
SMTP Timeout	The maximum number of seconds that may elapse while waiting for a response from the recipient’s server.
Use SMTP SSL	Secure Sockets Layer (SSL) is a method for transmitting private messages via the Internet. Check this if your server uses this extra layer of security when sending messages.

Authentication information is used to identify you as a valid user to the server from which mail messages are being sent.

Label	Description
SMTP Authenticate	Checking this enables authentication. This will ensure only connections which give the correct user name and password are allowed to send outgoing emails.
SMTP User Name	The email address to use for authentication.
SMTP Password	The password to use for authentication.

NOTE: For builders that self-host Sales Simplicity on their server, it is highly recommended to configure the SMTP settings using your Exchange Mail Server, due to firewall constraints. Check with your email administrator to ensure emails are setup accordingly.

To Configure Specific User SMTP Outgoing Mail

On the Builder > Users > Mail Settings tab, there is an area labeled Outgoing Mail Settings. If the user needs to have different settings than the Builder’s default, they would be entered here. See How to Configure Builder Level SMTP Outgoing Mail above for an explanation of each field.

To Configure Specific User SMTP Incoming Mail

The Incoming Mail Settings for each user must be established in order to receive emails into Sales Simplicity and maintained on the new CRM Suite tab. These settings are entered on the Builder > Users > Mail Settings tab, in the area labeled Incoming Mail Settings.

Each field is described below.

Label	Description
Type of Mail Server	Select the type of mail server standard Internet application-layer protocol used by local e-mail clients to retrieve e-mail from a remote server over a TCP/IP connection.

Authentication information is used to identify you as a valid user to the server from which mail messages are being sent.

Mail Server	HTML link of the Incoming Mail Server Name
Port	This controls the port for which incoming mail connections will be accepted. The standard SMTP port setting is 25.
User Name	The email address to use for authentication.
Password	The password to use for authentication.
Confirm Password	Re-confirm password to use for authentication.

Sync Options

Select features

Perform a Follow-Up Task

The following section provides instructions for performing administratively scheduled tasks and for creating custom tasks in Sales Simplicity.

The Sales Simplicity Follow-Up has two (2) functional features:

o Execute Task screen

o Action Task screen

Execute Task screen - allows for PERFORMING:

o Administratively Scheduled Tasks

o Scheduled Personal Custom Tasks

o View scheduled Appointments

o View and Respond to customer Emails

Action Task screen - allows for CREATING:

o Custom Scheduled Tasks

o Schedule an Appointment

o Schedule a New Letter task

o Customer Notes

o Return to Follow-Up – Execute Task screen

o Return to Customer – Buyer screen

How to Perform Scheduled Tasks

The execute To Do feature allows the logged in user to view and perform administratively scheduled tasks for all customers.

Icon legend representing TYPE of tasks to perform:

	Call task
	Letter task
	Email task
	Other task

Icon legend representing ACTION to be conducted for a listed task(s):

	Print Label of the selected customer(s)
	Print Task List of the selected task(s)
	Print Letter of the selected task(s) -or- Mark Task as Complete of the selected task(s)
	Remove / Delete of the selected task(s)
	Send via Email of selected letter(s)
	Include Customer Note in a selected letter task

To Change the View in the To-Do List

1. Click the Follow-Up section

2. Click the CRM Suite tab

3. Select how to view the To Do List tasks:

o Select … My Tasks, oranother Agent Name

o Due when … Today, or

o Due when … Other Date, then specify To and From dates

o Due when … All, or

* NOTE – some screen labels may have change due to customization and/or enhancement

To Perform a Call Task

1 In the To Do list view screen, locate and select a (call) task to perform

2 To view the customer’s phone number, simply double click the call task row. The screen will switch to the Action screen where the customer’s overall contact information will be displayed in the right column

3 When the call task is done:

3.1 - IF in the Action screen, click View All Follow-Up, then go to Step 4

3.2 - IF in the Execute screen, then go to Step 4

4 Click to highlight the call task row -or- click the to change to , then click the button to mark call task as complete

5 A pop-up window will be displayed to create a Customer Note, stating as to what transpired in the phone call conversation

6 When complete, click Save button (to save notation) or Close button (to simply close and not save any notation)

To Perform a Letter Task

1 In the To Do list view screen, locate and select a (letter) task to perform

2 Letter task can be executed in two-ways:

2.1 Click to highlight the letter task row, -or- click the to change to

2.2 - To PRINT the letter, click the Print Letter Action button

2.3 - To EMAIL the letter, click the Send via Email button, then click the button to execute and mark letter task as complete

Note:

o multiple letter tasks can be accomplish by holding down the CTRL key and click to select each row

o when selecting multiple letter tasks and using Send via Email feature, all customer with email address will be send via email and customers without emails address will be sent to the printer.

To Perform an eMail Task

1 In the To Do list view screen, locate and select a (email) task to perform

2 Click to highlight the email task row, -or- click the to change to

3 Click the button to execute and mark email task as complete

Note – multiple email tasks can be accomplish by holding down the CTRL key and click to select each row.

To Create a New Email

1 In the To Do list view screen, locate and select a customer name

2 Double click the row, the screen will switch to the Action screen

3 In the upper right column, under the customer name will display the customer’s email address

4 Click the customer’s email address and an email pop-up screen will be displayed

5 Create the email Subject and body of email

6 When complete, click the Send button

To Perform Other Task

1 In the To Do list view screen, locate and select (other) task to perform

2 Click to highlight the other task row, -or- click the to change to

3 Click the button to execute and mark other task as complete

Note – multiple other tasks can be accomplish by holding down the CTRL key and click to select each row.

To Print Label(s)

1 In the To Do list view screen, locate and select a (letter) task(s) to perform

2 Click to highlight the letter task(s) row, -or- click the to change to

2.1 - To PRINT LABEL(s) for the letter, click the Print Label button

Note – multiple letter tasks can be accomplish by holding down the CTRL key and click to select each row

To Print Task List

1 In the To Do list view screen, locate and select task(s) to print

2 Click to highlight task(s) row, -or- click the to change to

2.1 - To PRINT TASK LIST for the letter, click the Print Task List button

Note – multiple tasks can be printed by holding down the CTRL key and click to select each row

How to View and Respond to eMails

The eMail feature allows the logged in user to view and send emails to and from the user’s customers.

Icon legend representing TYPE of emails:

Search for type of eMails:

o Customers - entered in SSS

o Realtors - entered in SSS

o Non-Customers - are customers that are not entered in SSS

o Personal - are non-customers and personal in nature

Icon legend representing ACTION to be conducted to an email:

	Reply - to the sender of the existing email
	Reply All - to the recipients of the existing email
	Forward - an existing email to other recipients, which includes attachments
	Delete - a selected email
	Sent - allows viewing of historical responded emails
	Search - allows for finding key words related to: o Customer Name (first and last name) o Subject o Body of eMail
	Change Screen Mode – allows for expanding the selected section to full screen mode. By clicking the icon again, reverts the section to normal screen mode

To View and Respond to an Email

View Email Screen

1. From the drop-down list, select an email type:

o Customers

o Realtors

o Non-Customers

o Personal

2. Click to highlight a selected email to read

3. To respond to the original sender, click the Reply button

4. To respond to all recipients, click the Reply All button

5. To forward the email (with or without attachment) to another email address (not on the list), click the Forward button

6. To remove the email, click the Delete button

How to View Appointments

The Appointment feature allows the logged in user to view scheduled appointments.

Selection for TYPE of appointments:

My Appointments	Displays any appointments scheduled by the logged-in user, based on permitted Community(s)
Community Appointments	Displays any appointments scheduled by the logged-in user, based on selected Community
User Appointments	Displays any appointments scheduled by the selected user, limited by the logged-in user’s permitted Community(s)

Selection VIEW of calendar:

	Adjusts the displays to a 1-day calendar, based on appointment filter and selected date
	Adjusts the displays to a 7-day calendar, based on appointment filter and selected date
	Displays all Scheduled appointment, based on appointment filter and selected dates
	Displays Today’s scheduled appointment, based on appointment filter and selected dates
	Displays the date range, based on selected date and date filter. By clicking or moves the date back or forward.
	Yellow vertical bar represents the current day of the week (ie: if today is Wednesday, then the highlighted yellow column will be on Wed)
	Full Screen Mode – allows for expanding the selected section to full screen mode. By clicking the icon again, reverts the section to default screen mode

To View Appointments

1 Select Appointment Type from the drop-down list

2 Select Calendar View

2.1 - Click or to adjust calendar display, or

2.2 - Click to adjust calendar display, or

2.3 - Click to adjust calendar display

3 Click to view previous or future appointment dates

4 Click to expand or revert back screen mode

Create a Follow-Up Task

The following section provides instructions in creating Custom Task in Sales Simplicity.

The Sales Simplicity Follow-Up has two (2) functional features:

o Execute Task screen

o Action Task screen

Execute Task screen - allows for PERFORMING:

o Administratively Scheduled Tasks

o Scheduled Personal Custom Tasks

o View scheduled Appointments

o View and Respond to customer Emails

Action Task screen - allows for CREATING:

o Custom Scheduled Tasks

o Schedule an Appointment

o Schedule a New Letter task

o Customer Notes

o Return to Follow-Up – Execute Task screen

o Return to Customer – Buyer screen

How to View Multiple Types of Task Events

The action To Do feature allows the logged in user to view event types, based on permitted Community(s).

To View TYPE of Events:

Recent
Interactions

Displays any completed customer interaction, based on permitted Community(s). The view of completed tasks can be selected by:

o All Interactions

o Appointments

o Phone Calls

o Emails

o Letters

o Notes

o Others

Social
Actions

Displays any social network feed that is currently pre-configured in Follow-Up:

o All Feeds

o Facebook

o Twitter

Upcoming

Tasks

Displays any incomplete and future customer tasks, based on permitted Community(s). The view of outstanding tasks can be selected by:

o All Tasks

o Appointments

o Phone Calls

o Emails

o Letters

o Others

Note – allows for expanding the selected section to full screen mode. By clicking the icon again, reverts the section to default screen mode

To View the Recent Interactions

1 In the Recent Interactions section

2 From the drop-down list, select from:

o All Interactions

o Appointments

o Phone Calls

o Emails

o Letters

o Notes

o Others

3 Double click a row item to view the information

4 A pop-up screen will display the information and depending on type of event, a response can also be generated

To View the Social Actions

1 In the Social Action section

2 From the drop-down list, select from:

o All Feeds

o Facebook

o Twitter

3 Each row item display the message that was originally generated from the social network site (all items in the list is for viewing purposes only)

To View the Upcoming Task

1 In the Upcoming Task section

2 From the drop-down list, select from:

o All Tasks

o Appointments

o Phone Calls

o Emails

o Letters

o Others

3 Each row item display any incomplete and future tasks (all items in the list is for viewing purposes only)

To View the Customer Contact Information

1 In the upper right column provides contact information of the selected customer

2 - To Search for another customer, type the customer’s first and last name, then click to initiate search

3 - To send a customer a new email, click the customer’s email address and an email pop-up screen will be displayed. Simply type the email Subject and body of email, when complete, click the Send button

4 - To call the customer, the Home, Work, and Mobile numbers will be displayed

5 Additional customer information includes, Ranking, Visit Date, Be-Backs, and Last Contact date

How to Create and Schedule a Custom Task

The action To Do feature allows the logged in user to create personally scheduled custom tasks for all customers.

To create TYPE of task:

Schedule a Task	Allows for scheduling and creating a new custom Tasks for the selected customer
Schedule an Appointment	Allows for scheduling and creating a new Appointment for the selected customer
Write a new Letter	Allows for impromptu creation of a new Letter for the selected customer
Create a new Note	Allows for creating a new Note for the selected customer
View All Follow-Up	Allows for switching to the execution screen to perform Follow-Up Tasks, view Appointments, and eMails
Edit	Allows for toggling to the Customer > Buyer record screen for the selected customer

To Create and Schedule a New Task

1 In the Actions section

2 Click Schedule a Task

3 A Create a Task pop-up screen will be displayed

4 - To assign the task to another user, click the Assign To drop-down list and select another user

5 - To create a task Description, type the purpose of the task

6 - To select the Type of task, click the drop-down list and select from:

o Letter

o Call

o eMail

o Other

7 - To assign a Date Due, click the date field to display the calendar

8 - To select a pre-generated letter template, click the New Letter drop-down list and select the appropriate letter

9 - To create a new letter, click the New Letter drop-down list and select new letter

10 When complete, click the Save button

To Create and Schedule a New Appointment

1 In the Actions section

2 Click Schedule an Appt

3 A Schedule an Appt pop-up screen will be displayed

4 - In the Appointment Subject, type an appointment description

5 - To assign a Start Date, click the date field to display the calendar

6 - To assign a Start Time, click the time field to display the calendar

7 - To assign a End Date, click the date field to display the calendar

8 - To assign a End Time, click the time field to display the calendar

9 - To enter a Location, type the appointment location

10 - To enter Details, type the details of what needs to be covered during the appointment

11 When complete, click the Save button

To Write a New Letter

1 In the Actions section

2 Click Write a Letter

3 A Write a Letter pop-up screen will be displayed

4 - To select a pre-generated letter template, click the System Letter radial button and from the drop-down list and select the appropriate letter

5 - To create a new letter, click the New Letter radial button

6 - To include a note from Customer Note in either the System Letter or New Letter, click the Include Note radial button

7 When complete, click the Write a Letter button

To Create a Note

1 In the Actions section

2 Click Create a Note

3 A Notes pop-up screen will be displayed, which also displays a list of all existing notes for the selected customer

4 - To print all customer notes displayed in the upper area, select Print All Notes

5 - To categorize the new note, in the Note Categorydrop-down selection (if configured accordingly), select a category

6 - In the Subject, type the note subject topic heading

7 - In the Note, type the body of the note

8 - To include the body of the note in a Follow-Up Letter, select Merge Note in Follow-Up

9 - To indicate the new Note to a specific customer scenario, select Scenario Specific

10 When complete, click the Save button

To View All Follow-Up

1 In the Actions section

2 Click View All Follow-Up

3 This action allows for switching to the execution screen to perform Follow-Up Tasks, view Appointments, and eMails

To Edit a Customer Record

1 In the Actions section

2 Click Edit

3 This action will take the logged-in user to the Customer > Buyer record screen for the selected customer