Salesnet CRM Documents

Transcription

1 Salesnet CRM Documents Feature Pack Summer Salesnet CRM Record Merge Multiple Document Upload Reports Administration Release Notes Salesnet. All Rights Reserved.

2 Document History Revision Date Author Comments 1.0 6/1/2012 Salesnet Development Initial Draft 2.0 6/18/2012 Salesnet Development 2 nd Draft 2.1 7/10/2012 Salesnet Development Beta Release 2.2 7/30/2012 Salesnet Development Final Release 2 P a g e

3 Contents Document History... 2 Introduction... 4 Record Merge... 5 Choosing Records to Merge... 6 Appending vs. Overwriting Field Data... 7 Additional Merged Items Deleting or Re-Assigning Record to Discard Administration Multiple Document Upload Document Library Attached Docs Appointments Tasks Reports Administrator Role Widened View of Company s Reports Last Run and Last Run By Added to Reports Search View Release Notes Known Issues/Limitations Multi-document Upload Exception in the Safari browser Record Merge Maximum Number of CDFs P a g e

4 Introduction The Summer 2012 Feature Pack Release adds the following powerful user and administrator utilities: Multiple Document Upload Record Merge Reports Administrator Role Users will immediately save time with the Multiple Document upload which allows for up to 10 documents to be uploaded simultaneously to the Document Library or as attached docs within a key record. The Record Merge function is provided to users with the Record Merge privilege allowing them to consolidate data within duplicate records. The Reports Administrator Role provides wider visibility to Salesnet Reports Administrators when reviewing Reports within their company account. Also, additional fields have been added to the Reports Search view providing Last Run and Last Run By information. In addition to the above features, we continue to strive for increased browser compatibility. Specific focus was given to the Apple Safari browser in preparation for an upcoming ipad compatibility release scheduled for 2012 Q3. 4 P a g e

5 Record Merge Record Merge allows users to combine the data from Lead, Account, or Contact records. The Record Merge function can be invoked on two records at a time. The user must first choose a record to Keep. The remaining record will be discarded. Upon Merge, field data is merged and any linked records (i.e. Appointments, Tasks, Multi-Notes, and etc ) re-associated from the discarded record to the retained record. Choose what to do with the discarded record. Use header information to decide on which record to keep. Select Merge to complete the merge function. Choose which record to Keep. 5 P a g e

6 Choosing Records to Merge Choosing records involves simply highlighting any two records of the same type. To highlight two records, hold down the Ctrl key as the two records are selected on the list page. Once the records are highlighted, right-click on the highlighted area to access the Merge option on the Direct Access context menu. There are a couple of rules that govern which records a user may select for Merging: 1. The user must have Edit and View privileges on both records. This is required because merging involves updating the kept record and deleting or re-assigning the discarded record. Please note: If the user s Delete privileges have been restricted the user will not be able to use the merge functionality. 2. In the Leads area, only Working leads may be merged. Converted and Rejected leads may not be merged because these leads cannot be edited. Record Merge is available for Leads, Accounts and Contacts. Highlight two records in list. Right click on any gray highlighted area for the Direct Access menu. Select Merge. 6 P a g e

7 The Merge option on the Direct Access menu will be grayed out if the user has selected a record that cannot be merged. Appending vs. Overwriting Field Data When merging records, the user is presented with an interface that shows the fields of data for both the records. The user may easily select to retain all fields from the record that is being kept or to selectively overwrite field values from the record to discard. Additionally, the user may choose to append data from both records for particular fields. The table below summarizes what types of fields may be overwritten, appended or never merged: Overwrite Append Cannot be Merged PickList Fields X Key-In String Field x x Key-In Number Field x Notes Field x x Calculated Field X I-link X System Fields (i.e. IDs) X Options for field value manipulation are summarized below: 1. To overwrite a field with a value from the record to discard, choose the radio button beside the value in the appropriate column. 2. To append two values together, check the Append checkbox to the far right of the field values. 3. Fields that cannot be merged will not have radio buttons or checkboxes beside their values. 7 P a g e

8 Choose the Append checkbox to retain the field value from both records. Use radio buttons to choose which value to use for overwriting. There is an option in the Fields area to show only the fields which contain data. The When the Merge window is launched it is set to only show fields containing data by default. This can considerably shorten the list of fields to review when merging. 8 P a g e

9 Select Show Empty Fields to see all fields, including those with no data. Empty fields have no options for overwriting or appending. Use scroll bar to see the entire list of fields. 9 P a g e

10 Additional Merged Items Depending upon the type of records you are merging, additional items will be reassociated from the discarded record to the record that is being kept. Lead Account Contact Appointment x x x Task x x x Multi-Note x x x Campaign x x Linked x x Comm Event x x x Contacts x Opportunities x x Related Recs x x The additional items may all be viewed from the record that was kept after the merge. Example of types of additional items that are re-associated on merge. 10 P a g e

11 Deleting or Re-Assigning Record to Discard The Action for Discarded XXX section contains options for either deleting or reassigning ownership for the record to discard. When re-assigning ownership, the user may choose from a valid list of Salesnet Users or a Queue in the case of leads. Choose between deleting and reassigning the record to be discarded. List of Salesnet Users or Queues in the case of Leads. 11 P a g e

12 Administration The Record Merge privilege can be enabled for a user by selecting the Merge Record checkbox under the Multi-Record Actions section on the User Profile page. Please note: If the user s Delete privileges have been restricted the user will not be able to use the merge functionality. User cannot merge records if Cannot Delete box is checked for Leads or Accounts & Contacts. Record Merge Privilege. The Record Merge privilege may also be managed in mass via Privilege Profiles. 12 P a g e

13 Multiple Document Upload The new Salesnet Multiple Document Upload function allows all users to upload up to 10 documents at a time. There is still no limitation to the total number of documents that may be uploaded to Salesnet, i.e. a user may upload as many sets of 10 documents as needed. Add Document page. Click Select to launch window to choose files. Hold down Ctrl key to multi-select files. Click Open to submit all 10 documents for upload at once. 13 P a g e

14 Additionally, the suggested Salesnet filename is pre-populated for the user. The user still has the opportunity to modify the names prior to final upload. Green light means the document has been successfully added to the upload list. Click Save to complete the document upload and Save files to server. Use the Remove link to delete the document from the upload list. Salesnet filename is pre-populated automatically. User may enter a summary or description of the file. 14 P a g e

15 The multiple document upload also validates some standard file requirements. The following situations may prevent the user from uploading a document, in which case the user is notified in the upload page. File size exceeds the company s maximum file size. Red light means the document was not successfully added to the upload list. Message in red showing max file size limit. The user selects a file to upload that is currently open on their desktop. Red light means the document was not successfully added to the upload list. Message in red reminding the user to close the file. 15 P a g e

16 Anywhere a document may be uploaded in Salesnet the new multi-selection functionality has been implemented. Each section is described in detail below. Document Library There are three ways to add documents in the Document library. 1. Chose the Add Document link on the Quick Add menu. 2. Choose one of the folders in the Documents tree and then click the Add button. 3. Right-click on one of the folders in the Documents tree to launch the Add Document option in the Direct Access menu. Add Document link on the Quick Add menu. Add New Document within the Direct Access menu. Add button within a Document folder. 16 P a g e

17 Attached Docs Documents may be attached to any Lead, Account, Contact, Opportunity or Campaign record. There are two ways to add documents to one of these records. Click on the record name to launch the detail page for the record. Select the Attached Docs tab and click the Add button. The image below shows attaching documents to an Account record. Account Detail page. Go to the Attached Docs tab. Choose the Add button. 17 P a g e

18 Right-click on the record to launch the Add Attached Doc option in the Direct Access menu. The image below shows launching the Direct Access menu from an Account record. Account List page. Right click to launch the Direct Access menu for an Account record. Drill down into Direct Access menu to Add..Attached Docs. 18 P a g e

19 Appointments Documents may be attached to Appointments in Salesnet. When adding or editing an Appointment select the Add link to launch the upload documents page. Add or Edit Appointment page. Add link to attach documents to the Appointment. 19 P a g e

20 Tasks Documents may be attached to Tasks in Salesnet. When adding or editing a Task select the Add link to launch the upload documents page. Add or Edit Task page. Add link to attach documents to the Task. 20 P a g e

21 Reports Administrator Role A new Administrator privilege has been created for globally managing a company s Reports and Snapshots. This privilege can be enabled for a User by selecting the Reports checkbox under the Administrators section on the User Profile page. New Reports Administrator Privilege The Reports Administration privilege may also be managed in mass via Privilege Profiles. 21 P a g e

22 Widened View of Company s Reports A Report Administrator may see all the Reports and Snapshots owned by every User in their company within the Reports or Snapshots node in the Search folder. Additionally, the Report Administrator can manage (edit or delete) the reports and snapshots for all Users as well. Search Reports node contains new Reports Admin functionality. Reports Admin can see all Reports owned by any User in Salesnet. Reports Admin can edit or delete any Report, except for Pre-built Reports. Reports Admin can also manage all Snapshots in Salesnet. 22 P a g e

23 Last Run and Last Run By Added to Reports Search View To help with the global management of reports two new fields have been added to the Reports node in the Search folder. The two new fields show the last time the Report was run and which User was the last to run it. This additional information helps the Report Administrator analyze Report usage and determine how to effectively manage reports and Snapshots for their company. When was the Report last run? Which User was the last one to run the Report? 23 P a g e

24 Release Notes Known Issues/Limitations The following issues/limitations are present within this release. Multi-document Upload Exception in the Safari browser The Safari browser does not allow for multiple file selection. When utilizing the multiple document upload only single documents may be chosen. Record Merge Maximum Number of CDFs Companies with more than 400 CDFs in a given area (Lead, Accounts or Contacts) will not be able to perform a merge in that area. 24 P a g e