CRMP 2016 Training Guide v3

Transcription

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2 133 Advanced Find Create your own Views and/or use other Views already created and shared with you, for any Entity that you select within CRMP. Please see the Personal Views section for the same functional steps to be used here Advanced Find is the same exact functionality as Personal Views, though the connotation is that there are additional/advanced functionalities beyond simpler Personal Views Review of advanced details should be done with your CRMP consultant, and should be specific to the needs of you and your firm (i.e., main Entities of focus, query build specifics, and so on)

3 134 Data Export is defined as extracts from CRMP into external formats, should Adobe PDF, or Microsoft Excel or Word. Almost any data entered or aggregated in CRMP can also be exported. Using most View Lists, users may select some or all records and simply start the Export feature Also, users can run reports, make any parameter selections to view the results, and again simply initiate the Export feature

4 Export to Excel from Views Select any desired view, then select Export to Excel from the Actions Pane.

5 Export to Excel Static Worksheet Select Static Worksheet option for a one timeextract, then click Export This extract that will not have a connection to the CRMP database Therefore, it cannot be auto updatedor changed by CRMP (hence, it scalled static )

6 Export to Excel Static Worksheet (cont.) Excel opens a worksheet of the same records/columns that appear on your List View, along with extra columns. Created On and Currency are both typical extra columns (discard if not needed).

7 Export to Excel Dynamic Pivot Table Select Dynamic Pivot Table option for a connected extract, then click Export This extract that will have a connection to the CRMP database Therefore, it can be auto updated or changed by CRMP (with a special Refresh from CRM button in Excel, for users to auto updatethe data) NOTE: A PivotTable is different than a worksheet in that it has expanded features/functions to allow more data manipulation, summarization, sort, and presentation (than worksheets).

8 Export to Excel Dynamic Pivot Table (cont.) The Select PivotTable Columns window above allows users to select which Entities and related columns to be extracted; click Export when selections are made as desired. NOTE: the exported pivot table may still be edited in XLS, but with some limitations (avoid removing or renaming columns, etc.)

9 Export to Excel Dynamic Worksheet Select Dynamic Worksheet option for a connected extract, then click Export This extract that will have a connection to the CRMP database Therefore, it can be auto updated or changed by CRMP (with a special Refresh from CRM button in Excel, for users to auto updatethe data)

10 Export to Excel Dynamic Worksheet (cont.) Edit the columns to be saved into your worksheet, then click Export when selections are made as desired. NOTE: the exported worksheet may still be edited in XLS, but with some limitations (avoid removing or renaming columns, etc.)

11 142 Whether your data is stored in spreadsheets, databases, or other systems, or in an program, or on your phone, CRMP users should have their business data import into CRMP. This will allow users to share data, as well as keep track of all relationship data in one common database. You can import any type of information, such as Accounts, Contacts, or Opportunities, and even Activities. (Reminder different types of information are called Entities or record types ). Even if the source data is in other processing systems and is a large number of records, special programming and tools can help with data extract into a media/format for CRMP data import.

12 Data Import Templates In order to import data, first you need to get a specific import file that s specific to the Entity that will receive the data: Click into to Settings then Data Management (A1) you will need an additional security role, not generally defaulted to all users Click on Templates for Data Import option (A2) Templates for Data Import window will open Select the record type (Entity) as needed (A3) Click Download (A4) and then Save the file NOTES: The XML spreadsheet 2003 (.xml) file types is the default format used in the downloaded Import Templates. Other supported formats are comma separated values (.csv), text (.txt) Users would have to manually build their records in any of these formats Manual build in this case includes selecting columns as needed, being responsible for accurate spelling of column heading, and so on The maximum file size allowed is 32 MB for.zip files (200 MB total for files added to the.zip file), and 8 MB for other supported file types Use Microsoft Excel software to manipulate your import data/file, regardless of the format being XML or CSV or TXT (saving in that same format)

13 Data Import Templates (cont.) Optionally, download an Import Template directly from an Entity record itself (e.g., select Contacts above (A5) Click the Actions Pane drop down list (A6) Select Import Data thendownload Template for Import (A7) Click Save Populate your data in your downloaded (empty) Import Template copy/paste the collected data only, column by column without titles, into the template scorresponding columns OR, copy/paste data rows only, from your source into the template, AFTER re arranging the source to have the same layout as the template) And/Or, manually enter data as needed in empty cells/columns of the data import file NOTES: The first row of the template has all the column names and should not be overwritten with data Any unused columns could be deleted (the import process uses the column names/titles to recognize data columns, and omitted columns are treated as null data in each such case) You must observe the required fields of the selected Entity (record type) to be used for data import (for example the required field for Contact record is Last name) Any unused columns (that create nulls values in those columns) may or may not cause data issues when users open the records; avoid nulls on required OR otherwise important columns

14 Importing Data Generally, before any Import Data Wizard processing in CRMP, create one or more files that contains the data to be imported. When the files are ready to be imported, go to the Entity (record type), e.g., Contacts above (C1). Click on the Actions Pane drop down list (C2) Select Import Data thenimport Data (C3) The Import Data Wizard will start to guide the user process

15 Import Data Wizard Import Data Wizard supload Data File window opens Browse (D1) to the file you need for import processing click Next (D2) Import Data Wizard sreview Mapping Summary window opens Click Next (E), if there are no mapping inconsistencies are displayed IF there are mapping issues highlighted, it means that the data may not be fully compatible Other inconsistency (TBD) may also cause this Review with your CRMP trainer or administrator as needed

16 Import Data Wizard (cont.) Import DataWizard sreview Settings and Import Data window opens up Optionally, change the default settings in Allow duplicates (F1) and Select the Owner for Imported Records (F2) sections Make sure there is a Duplicate Detection Rule for the Entity being importing, if not allowing duplicates Review with your CRMP trainer or administrator as needed Proceed by clicking Submit (F3) Import Data Wizard s Data Submitted for Import window opens click Finish to import the data. NOTES: To save these import settings so you can use them again, enter a name for the settings (called a data map ) The next time you run the Import Data wizard, you'll see the new data map listed under Custom Maps

17 View Imported Data View of My Active Contacts before and after the Import process to confirm results, then open random sample records to review entire records. If necessary, there is an option to Delete Imported Data (input source and created records); invoke this option as soon as possible to avoid users proceeding with faulty data; review this option with your CRMP trainer or administrator as needed.

18 149 Duplicate Detection works with specific Detection Rules (per Entity) for different scenarios as follows: A defined and scheduled system job that performs duplicate detection on records of one specific Entity (i.e., it s Entity batch processing of multiple records, without user interaction) An automatic system job (per defined rules) that occurs during Data Import Data (i.e., it s an option available via the Data Import Wizard) A defined and automatic processing option during offline/online synchronization of the Outlook Integration (i.e., per data filters that may be setup in the user s Outlook CRMP options) Details incorporate multiple screens from Duplicate Detection System Settings, Detection Rules and Detection Jobs, plus a basic understanding of Advanced Find conditions. Review specific swith your CRMP trainer or administrator as needed, specific to Entities and conditions to be supported.

19 150 Merge Records feature is provided primarily for situations of similar records existing for the same CRMP Entity. In this case, the user feature allows comparison of two records at a time, to records these into one, collecting data field values from one record or the other as preferred (one record is kept active, and one is deactivated).

20 Merging Records Select the two records you want to merge (IF there are multiple records for the same case, merge two records at a time, and so on until only one remains) Above shows Accounts Merging is also an option for Contacts, and other Entities Click the Merge icon from the drop down menu on the Actions Pane

21 Merging Records (cont.) In the Merge Records dialog box, select which record to be a master record (top row), then choose fields (values) to be included in the master record merge OR Users can check the box at the bottom of the screen Click OK to merge the two records Click OK to the message The selected records are merged and the subordinate record is deactivated

22 153 Security Roles All CRMP users must have an authorized license and at least one Security Role assigned to it, otherwise they can't use the system. Assigning CRMP Security Roles is simplified for professional service firms, since pre defined roles for this industry already exist within CRMP. These included Security Roles are for specific levels of staff and also to specific specialty needs. Of course, Security Roles can be augmented and users can be granted more or less security credentials as determined within your firm. Since Security Roles have significant impact on what users should be able to do, or not, it is highly recommended that administrators (with full clearance within your firm) be strictly limited and that these administrators consult with their CRMP consultants prior to any material changes to Security Roles.

23 Understanding Security Roles Use security roles to help protect data integrity and privacy, and also to support efficient data access and collaboration. The CRMP security model: Provides a licensing and access control framework for users Gives users access only to the information that they require to do their jobs Allows the administrator to categorize users and teams by role, and to restrict access based on those roles Supports data sharing so that users can be granted access to information they don't own, but can collaborate on To manage Users and Security Role assignments, navigate to Settings then Administration then Users.

24 Security Roles Primary CRMPis delivered with three Primary Security Roles and five Specialty Security Roles. This table identifies these roles, with a brief description for each and a set of suggested staff levels that each security role is best suited to support

25 Security Roles Specialty A user needs, at a minimum, one of the above Primary Security Roles in order to access the CRMP product. Add any Specialty Security Role to a user profile for that specific privilege(s), as needed. CRMP Security Roles can be modified to support the specific needs of your firm.

26 Customizing Security Roles If a System Administrator identifies a need to modify an existing role, the Best Practice is to copy the existing role into a new security role with a implementation specific name (e.g., TCPM Staff TCPM Staff ABC Company) After the appropriate role modifications are made in the new security role, assign the new security role to the appropriate CRMP users.

27 Assigning Security Roles On the Nav Bar, click or tap Settings then Administration then Users (A) Select the user(s) from this list, to assign a Security Role (B) Click or tap More Commands ( ) on the Actions Pane, then click Manage Roles NOTE: In order to assign a Security Role to a user, you need to already be a System Administrator (or have an equivalent Security Role)

28 Assigning Security Roles Select the Security Role(s) needed for the user(s), and then click OK. NOTE: Only the Security Roles available within a User's Business Unit will be displayed in the Manage User Roles dialog box. Typically this is not a limitation since most professional service firms are setup with only one Business Unit for the entire firm and its data. Consult with your CRMP consultant should there be any questions about Business Units within your firm.

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