Legrand Cloud CRM
gives you great flexibility for classifying, grouping and segmenting your
Companies and Contacts into multiple lists. There are two ways you can do this:
Tags and Custom Fields. Most likely you will use both Tags and Custom Fields to
define your database. Meaningful reports are critical for analyzing your
company’s data effectively, and creating targeted marketing campaigns. Legrand
Cloud CRM makes searching and reporting on your company’s data quick and easy.
Once you have
imported your database, you will begin segmenting all your Companies and
Contacts into multiple groups. Each record within the Companies,Contacts, and
Opportunities Modules contains built-in core data fields to capture standard
information such as names, addresses, website, email, and phone numbers.
Additional customized detail is created by using Tags and Custom Fields
specific to your company’s requirements. Data for each company or contact is
then recorded in these Custom Fields on a case by case basis, unique to each
company or contact.
If your company
employs multiple users it is important to assign permissions to each
individual. There are three kinds of permissions: Administrator, Manager, and
Read Only. We recommend that creation of new Custom Fields and Tags be
restricted to administrator/owner. As the owner, you might consider setting one
of your users as an additional administrator with manager permissions. A good
CRM database is one that is administered effectively.
A Tag is a form of
digital identification that is attached to
a person or company. It is the fastest way to see the lists a Contact or
Company belongs to and a quick way to retrieve all the Contacts and Companies
that are part of a particular list. Typical examples for Tags are Newsletter,
Tradeshow Attendee, Webinar Attendee, Service A, Service B, Product A, Product
B, Open House Invitee, etc.
Any time you assign
a Tag to a Contact or a Company it makes that Contact or Company a member of
that list. For instance, a contact who attended an annual sales webinar would
be assigned the Tag ‘Sales Webinar’, and everyone you want to invite to
your Open House will be assigned the Tag ‘Open House'. Simply clicking
on any of the Tags will take you to the search screen with a complete list of
all your companies or contacts that are assigned to that unique tag.
Look at the
screenshot below and it is easy to see all the tags that have been
assigned to Julia Gonzales. She has been tagged with Newsletter, NFL Fan,
Product A and Xmas Card
In summary, if
what you are after is a way to quickly group some contacts into a list, then a
Tag will work best, but if you want to use the information in e-mail merges and
reports then use the Custom Fields and Advanced Searches.
In the screen shot below, the ‘Contacts Search’
shows a list of the top 10 Tag assignments and the number of contacts in each
assign or remove Tags to a contact simply click on the ‘Add/Remove tags’ link
on the ‘Contact Detail’ screen. Click on the blue arrows to add or remove
Tag assignments. The process is the same for adding or removing
Tags assigned in the Company Module.
With the appropriate User
Permissions you can add, rename and delete Tag definitions. If a tag is
deleted it will remove it from every company or contact it was previously
assigned to. It is highly recommended that only one or two administrators be
given permission to add/edit Tag definitions.
Customize Data Fields for Companies and Contacts
To segment your ‘Companies’
and ‘Contacts’ into categories of lists to be used for sales, marketing and
various reporting initiatives, you will create Custom Fields to capture
important data. Prior to creating the custom fields, you should work out
exactly what information you wish to record by Company and by Contact for
reporting purposes. Custom Fields can be used in e-mail templates.
Let’s take a look at how to
customize fields for Companies and Contacts. When configuring your CRM, you
will notice that the ‘Detail Panel’ in both ‘Companies’ and ‘Contacts’ is a
yellow blank field. Legrand CRM is fully customizable, and you create the
desired fields here, specific to your company’s needs. When you add a custom
field, the new custom field will be visible in the ‘Detail Panel’. You create
two different custom fields, one for your companies and one for your contacts,
as you will want to capture different data for each type.
A Custom Field can be a textbox, a drop-down list,
a number field, a date field or a check-box. Legrand CRM provides a “drag
and drop” layout editor that requires no coding. It's really easy to add a
‘Custom Field’ by selecting its type (text, date, dropdown, checkbox or number)
and specifying a caption. You can also resize the fields to accommodate
wider input data and rearrange their position. Of course, ‘User
Permissions’ control which team members have access to this function.
The benefit of Custom Fields is that you can use these fields in e-mail templates and complex searches, such as a search that has multiple conditions. For instance, keeping track of the people that subscribe to newsletter-1 or newsletter-2 is probably best done with a Tag, but keeping track of which product version and/or edition a client has is best accomplished with Custom Fields.
To perform an ‘Advanced Search’, in the Contacts
search screen (example above) click on ‘More Search Options’ and then click on 'Define New Search'. The pop-up window provides a screen where you can select which custom fields to search on. You can save the search definition if it is something you are likely to use again.